Interfaces of Digitalized Collaboration
Main Office Interface
This interface is for the sole use of our Main Office employees, who handle and filter all communication and information between the Regional Offices and our Clients.
The information and documentation that our employees and our system handle are vast and sensitive, as it is with every human resource company. In our system, we keep records of our Seafarers, Regional Offices, Client's companies, Client's Vessels, Clinics where our seafarers pass their examinations, and many more. We keep all data of the seafarers employed via our Company throughout the years, and thousands of seafarers' CVs uploaded in our system daily.
We aim to take much burden off our staff's shoulders with regards to the control and allocation of all this information and eliminate possible human errors.
We proof the documentation fed in our system using Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR). Documents are analyzed when uploaded to detect if certain data set for each specific document type is present; if not, the record is blocked and rejected, and the particular user is alerted to correct. In this way, our ERP controls our operations intelligently as it can block the progress of a process if a detected error is not updated.
With Robotic Process Automation (RPA), we create mechanisms, which we call System Complications, and their function is to stop a process if the criteria set are not met.
These criteria may be data, documents, or actions that need to be completed, either due to the Client’s requirements or our general policies and internal procedures.
As an example, our Crew Operations Department cannot request seafarers from any of our regional offices if, first, our Development Department has not to input in the system-specific data that will allow this request to open. Likewise, our Crew Operations Department will not propose a seafarer to a client if criteria documentation specific to the crew rank is not met.
We develop new KPIs and Reports or enhance existing ones generated routinely or ad-hoc through the ERP.
There are several reports generated by our ERP and sent automatically via email to our employees and top management a daily, weekly, or monthly intervals. These reports and KPIs, and many more, are available and may be generated at any time via the ERP. KPIs used for our scheduled management reviews are developed via this interface to reduce the time needed and external interference.
We share issued instructions and directions to personnel through the ERP, which can detect if those are not followed and act. Our organization’s standing instructions may be general or customer-specific and may be interdepartmental and international or for a specific process or nationality. We also incorporate particular instructions coming from our clients.
An example may be that a specific client has notified that no proposed seafarers of a specific rank will be reviewed if a twelve-month service in the last five years on high power tug boats is not completed. Our Quality and IT Department will then analyze the request and create a System Complication to the appropriate recruiting stage so that all nominees that do not fulfill this requirement are automatically blocked and the relevant parties alerted.
Similarly, we must meet our standing instructions for the interview and assessment of seafarers intended for a proposal before the proposal is allowed.
We keep an updated publications library, which all of our HQ personnel can access through our ERP. Quality Department should control and update publications uploaded in our ERP. When an updated document is uploaded, our system is scheduled to alert the users and, depending on the document’s importance, interfere in a selected process.