Records

In Compas, this feature can be found through: Compas Onboard | W&R | Records.

The records page is where individual work and rest records are entered and maintained.

Individual records can be selected using the features in the top left of the screen.

The numbers running horizontally along the top axis in blue indicate the hour in the day.

The numbers from 1 - 31 running vertically down the left are the days of the month.

The figures on the right are as follows:

• TR: Total Rest Hours
• MR: Minimum rest hours in any 24 hours interval
• TR7: 7-day total rest hours
• MR7: 7-day minimum rest hours

Records are selected by month and year. The drop-down list of crew can be filtered for all crew that have served on this vessel, crew that are currently onboard and for crew that are no longer onboard the vessel.

The symbols along the top are a legend to notes that will appear on the records to indicate where non-conformance (NC) intervals have started and run to during which period there a NC has occurred.

All of the days in the month that have already passed will be shown in full colour, those in the future are faded.

Days for which records have been entered but not checked for non-conformances will be displayed in red.

Entering Work/Rest Hours

To enter rest hours in the record sheet first select the type of record to enter from the options provided.

The system allows for the user to specify if working time is spent is normal work or watching keeping. The overtime function allows the user to keep tabs of overtime hours.

To enter the records, use the mouse over the records for the desired time and date. Entries can be made by clicking individually to add a record in half an hour boxes or click and drag to enter over a longer period.

Entries into the future can be made for planning purposes.

Right clicking on the record matrix will bring up an options menu as shown below.

These options can be applied to multiple days be first selecting the days in the left hand day buttons to the left and assist the user to maintain and control their rest hours.

The Activities function allows the user to add activity note to the day(s) in question. It opens the below pop up.

A new activity record can be added clicking “ADD NEW RECORD”, an existing record can be edited using the pencil icon or deleted using the X button.

The Activities are populated from the WRH Activities section from the Admin Panel - General Section. Enter a start and end time for the given activity. Additional remarks can also be entered which will display against the record.

Activities are populated from the WRH Activities section from the Admin Panel - General Section.

Note: Notes entered as activities will not appear in remarks/ comments sections of the records

Remarks

Remarks can be added to one or more days using the same method. Remarks made over one or more days will be displayed and will be displayed in the Comments field on the Print ILO overview and export files as shown below.

The Clear day function clears the records for the day(s) selected.

The Copy Day & Paste Day function allows the user to copy a specific day and paste it into a selected day or days.

Lock Day & Unlock Day allows the user to to lock the records once they are finalised for a given day or days. See Controlling Access and Edibility of Records (Lock Day Function) for full details.

Apply Schedule allows the user to apply a pre-defined schedule to the selected day(s). Schedules are defined by those with the correct access in the Schedules page of the module. See Schedules for full details.

Checking for and Handling Non-Conformances

When records of hours and rest have been entered the record in question can be checked for non-conformances by clicking the “Check for NC’s” button. This will activate the programme to check against the convention rules (see Compliance check Logic for full details).

If non-conformances are found the non-conformance (NC) hours will be displayed with a red note on the time box in question. The warning alert symbol as shown appears in the far-right column to which indicates a NC has occurred during that day.

In the above example the crew member has not met the rule to have a minimum of 10 hours rest within a 24-hour period. The offending hours are highlighted in red which are between 1830 & 1930 on the 3rd day of this month.

By hovering the tool tip over the highlighted NC, the system will display which convention has been breached, if multiple rules have been breached these will be displayed.

The interval periods are displayed to show the user where the 24-hour period where the breach occurred started and ends. The below example shows the period where the breach begins at 0400 and ends 0400 on the next day. Any hours outside of the minimum 10 hours of rest will be picked up further NC hours as shown below between 0200 & 0300.

The second example illustrates NCs showing when the 7-day interval has been breached.

24-Hour NC interval

7-Day NC interval

Note: The system does not calculate how much rest needs to be given in order to ‘clear’ the non-conformance. The conventions only stipulate that compensatory rest should be given and is not within the scope of this function.

Placing predicted hours of work into the future does provide the user with function of planning hours, these can be altered using the intervals as a guide to ensure planned hours do not breach the conventions.

If a NC has occurred the user can enter comment with reasons, justification and corrective/ preventative actions. Pressing the alert symbol on the far right opens the NCs Report pop up as shown below. This report allows the user to see all of the NCs detected in one place.

To add a new remark the add button will launch the below pop up.

Add remark pop up box

The Remarks field free text and is used to place any remarks about the NC like justification and corrective/ preventative actions.

The Reason drop down is populated from the Work & Rest Warnings Reasons Library. This drop down creates a library of Reasons for the NCs that can be used in reporting.

Library Keyword: WorkRest Warnings Reasons (OWRCODES)

When the user comes to close the month, if there are NCs present for which no comment/reason has been applied the system will provide a warning to the user as shown below.

Clicking on the View Warnings button will take the user to the NCs report where comments can be added as required.

There is a function, which can be requested to be enabled at system level, that allows the remarks to be compulsory for all NCs before the month in question can be closed.

This feature is activated through a system parameter. (Parameter Key = MandatoryNCRemarks) This feature is either on or off Y/N.

Closing & Re-Opening a Month of Work & Rest Records

Once the records for a month have been finalised it is necessary to close the month to lock the records. In order to close a month, the previous months records must also be closed.

If the previous month is not yet closed the system will provide a warning to the user as shown below. This will allow the user to quickly navigate to the previous month by clicking the “Show Previous Month” button, make any necessary changes and close that month before proceeding with subsequent months.

Once a month has been closed the function to reopen the month can be set at various levels upon configuration of the module.

The re-open month function is an Authorised User permission (see Setting Access Rights on Work & Rest Page).

Reopening a month is controlled by a system setting. It can be set to allow records to be Re-opened from onboard only, from the office only or once the records are closed, they cannot be reopened by any user.

To re-open a closed month, those users with the correct permissions, can re-open the month so further alterations can be made.

Note: Locking and alteration of individual days is always controlled by the separate setting regardless of who closes and re-opens a month.

Re-open month option from onboard module

Re-open month from office module

Records Page Tools

Check for NCs

The check for NCs button runs the non-conformance checker. See Compliance check Logic.

Switch View

The switch view option takes the user to a daily overview of all crew members for which they have the authority to see as per the Rank Hierarchy.

The view shows the user all the records on a given day and can be used for planning purposes on future dates.

The records cannot be manipulated from this page, it is a view only feature.

This view of the records can be printed to pdf.

Switch View for 3rd of August 2022

Bulk Add

The bulk add function is a tool for adding the same hours for several crew members over a period of days. The hours can be added for each day or to cover ALL hours between two periods.

Care should be taken using the tool as it will overwrite any unsaved records already entered.

Print ILO

The print ILO function allows for the records to be exported in standard ILO format for filing purposes. In the first instance the records will displayed on screen as a summary, export of the file to pdf is actioned by clicking on the pdf symbol.

Print ILO summary page

The Print ILO export template will be auto populated with the vessel name, IMO number, flag, seafarers name, rank and whether they are a watch keeper.

The records will be reproduced with any relevant comments.

An auto-populated signature section will produce at bottom of the template.

Finally for auditing purposes an identifier is produced in the bottom left of the templated. This indicated which user produced the report and when.

PDF version of Print ILO record

Print

The Print report quickly produces a pdf export of the record. The Records are annotated and any existing NCs are produced in list form at the end of the export file.

Example of Print Report

NC Breach Report

The breach report for all records can be seen by clicking the Breach Report button.

This report provides an overview all records for the user has the permission to view. The overview shows the Total Rest & Work Hours for the month, the count for NC critical hours, the % figure of breach hours for the month and finally count of days that contain NC critical days.

This report is a useful function to quantify and track overall performance over the month and creates the basis for which shore side reports and trend analysis are built from.

NC Breach Report

Non-Conformance (NCs Report)

The non-conformance report provides a list of all the NCs for that seafarer for the given month. The button on the record is a short cut to the report for the month.

Any Remarks and Reasons for the NC can be created and edited from this pop up as per the details provided in the Checking for and handling NCs section above. (Split and link out page).

Remarks made in the NC report

NCs Report