Regional Office Interface
This interface is for our Regional Office's use, responsible for sourcing, recruiting, and preparing for joining our seafarers.
Towards our efforts for Zero Defects and through our digital tools, we seek to have total control of the Regional's Office actions, similarly with our Main Office. This interface administers every process of our Management System that is involving activities from our staff abroad. The System Complications we are utilizing in our ERP are specific for each office or collective ones' duties, as necessary.
The Regional Offices employees upload the vast majority of the certificates and documentation needed. RPA and OCR technology, we use allows total control of all documents uploaded, and human errors are minimized.
Our system understands if a document that is scanned is not of the format we have encoded. The document is then rejected, and the employee is directed to correct the document. Similarly, client specific forms that contain questionnaires for the seafarers are also encoded and completed through the ERP. In this way, we can control if the questionnaire is filled in correctly, and only then the system permits the form to be downloaded for appropriate signatures if need.
Likewise, all essential documents needed for the recruitment and joining of our seafarers are prepared by our system through a process that we called Automation. Again, we rely on technology to control documents like Crew Employment Contracts to manage each client's standard forms and the fundamental monetary values in there.
Supporting legal documents, specialized Client forms, our organization’s-controlled documents, and other standard documents are all prepared through Automation; our local employees must follow and prepare a strict list of partly or filled forms that Quality Department in cooperation with the IT Department has inserted.
As with the documentation and certification, the general information we gather in our database is mainly added by the Regional Offices employees.
Personal data for our seafarers and their previous services are crosschecked by our ERP and Robotic Process Automation use. When a seafarer is entered into our system, the system assigns a unique ID Number, and all data inserted are locked so they cannot tamper. Users are prevented from passing the same seafarer again because the system will check that a particular seafarer with the same name, surname, and age is inserted and alert all interested parties, both in the Main and Regional Office, to take action.
When a seafarer is added, the system directs the user to add the critical information regarding the previous service records, which essentially is the seafarer’s career and all the vessels he has served before. During this process, the system automatically checks the records added and prevents the user from inserting service details for a vessel already in our database if the information contradicts, thus alerting the user to crosscheck and verify further the service record and prevent possible errors or even fraud.
All instructions and directions issued by the Quality Department regarding our organization’s Policies and our Clients’ requirements are added to the system. All Clients’ requirements regarding the recruitment and joining of their prospecting crew are recorded in our specialized Requirements Matrix; it includes their needed experience, certification, and extra training, forms to be completed and carried on board, type of pre-employment medical examinations, visas, the supply of safety equipment and many more.
This Matrix is updated as necessary and disseminated to our relevant Regional Offices through the ERP, where we can effectively control that the document has been downloaded by the user we have declared, and they have confirmed their knowledge and understanding. Until then, the system is designed to prohibit any process that users will initiate for the affected client, effectively locking the Client profile until compliance is ensured.
Updated publications library is mainly shared with our Regional Offices and is conveyed through their ERP Interface. Similarly, to the Main Office interface, 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
