OCS HR - CREWING AND PAYROLL

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1 OCS HR - CREWING AND PAYROLL The complete crew management and payroll solution Brought to you by Teleinformatics Ltd local IT global support

2 The complete crew management and payroll solution Since its establishment in 1983, OCS has focused on developing solutions for shipping and offshore. Over the years we have built up a unique blend of quality software and industry skills. Working in close cooperation with our global customers, this has resulted in probably the most complete crew management and payroll solution on the market. The shipping and offshore industry s HR and payroll solution needs are comprehensive. The requirements for each position must be matched by the qualifications of the seafarer. Requirements can vary depending on the type of vessel, flag state, charterer etc. Competence must be managed and training planned and carried out; skills need to be addressed and careers developed. Different work patterns need to be set up. Crew planning must take all of this into consideration. Finally, travel must be planned and booked, and everyone paid the correct salary into the correct bank account at the correct time. OCS HR handles all this in one complete, integrated system based on one central database containing all personnel data. The system: is available to anyone who needs it at the touch of a button; reuses data, in other words data need only be entered once, increasing efficiency and reducing errors and manual labour; supports all the functions of a shipping or offshore business crewing/hr and payroll department; and was designed in close consultation with world leading industry players. We can proudly say that OCS HR is probably the most comprehensive crew management solution on the market. Our customers report that the solution has enabled them to double the number of ships and sailors they manage in the crewing department with the same level of staffing. OCS HR and is an integrated suite of software modules that covers advanced crew planning, competence management, training requirements and global payroll. Our web self-service modules enable employees to interact with the different modules, for example to update timesheets and report travel expenses. The modules range of functions and total integration provide our customers with optimum, cost-effective solutions. OCS HR the modules OCS HR is a comprehensive suite of software consisting of more than 30 modules covering all the HR, crewing and payroll needs of a shipping and offshore company. The figures on pages 4 and 5 provide a complete overview of all the components. Each customer can select modules to suit their individual needs, ensuring a tailored solution based on standard building blocks. OCS HR, Basis This module contains all the personal and employment data for employees. It provides different international address formats, passport details, seaman s book, employment details, competence held, next of kin, allottees, union memberships, insurances, visa and work permits, language skills, personal belongings and not least payroll information. All of this resides in one central database for the global company. Comprehensive search abilities are also available, for example to find employees with certain competencies or certificates who are available for sailing. The module also includes an emergency handling system related to personnel onboard. 2

3 OCS HR, Competence Management The competence module stores all data concerning competencies entered into the system and is used to plan both crewing and training. The competence matrix is divided into four main sections: certificates, course diplomas, qualifications, and evaluation and training programmes. This makes it a very efficient tool. The requirements for are complex in the industries we serve. The competence module features a comprehensive configuration of such requirements and overviews to ease the maintenance of data. Requirements can be applied as general requirements or connected to position, vessel/installation, type of vessel/installation and/or flag state etc. Requirements may also be differentiated into categories set for e.g. clients or assignments of the vessel/installation. Gap analyses can be retrieved based on one or several such categories. Flexibility is built into the competence module to provide the user with different views of competence gaps. Competence management is closely integrated with crew planning on a business process level and such integration as part of the solution is highly valued by our users. Training coordinators have gap analyses of competencies available for planning courses during leave periods. And crew managers will have overviews enabling them to consider compliance with respect to competence requirements and availability. 3

4 OCS HR suite of applications/modules 4 HR Travel Hours Web Self Service Onboard Other Personnel register Norweigan Travel Expenses Time Keeping ESS Crew Language #2 Planning & Rotation UK Travel Admin. MSS Import/ Export Competence Mgmt. Phillipine Evaluation Master s Account OCS Notify Course Admin. French Salary Planning Training Seagull integration Training Sick Pay Norweigan Training Recruitment Leave Pay Calculation Travel Expenses OCS Scan Norweigan Net Pay Arrangements Time Keeping Budget UK Tax - simplified Hour Rotation Norweigan Tax simplified OCS Link

5 OCS HR, Planning/Rotation Central planning of crew is for many customers the core functionality of a crewing system. The planning module features an accumulation of customized work patterns for generating onboard and leave activities. Such patterns may include one or several vessels/ installations in a shift structure. Rotation can be planned for crews or for only one person. Furthermore, mass updates can be carried out e.g. for a change of sign-on date for a crew. The system checks to ensure that the people involved have the necessary certificates, or if certificates will expire during the period. Notifications and alerts are automatically logged and handled. Reports are available. The gap analyses are made against the requirements defined for the specific position on the specific ship. Graphics provide good overviews of crew schedules. Functions such as various searches for alternate resources, drag and drop, mass updates, copying schedules etc. are available from the graphic views. These views can also be made more specific, for example by vessel/installation, position etc. OCS HR, Training and Course Administration The training module was developed for delegated management of competence in terms of on-the-job-training (which is different from the central management of competencies required to be in place prior to onboard activity). Training documents are organized in programmes e.g. the familiarization programme for a vessel/ installation. The training module is available with our self-service web application and included in the onboard module. The course administration module combines the competence gap and the planning features for crewing. When course calendars are loaded by means of our standard interface, the system will propose candidates for training based on competence gap and leave period. The system also provides support to the administrative process of enrolment, travel booking etc. OCS HR, Travel Administration The travel administration module facilitates and manages your travel arrangements in an integrated solution with your travel agency. This will ensure correct bookings at the best available prices and correct and timely information to the traveller. When a change in plans occurs (and it does), booking new tickets is easy. Notifications to keep the traveller updated can be sent automatically by or SMS. The module will also serve as a Travel Management Dashboard with a graphic display of status by date of port arrival, by crew, by person etc. including red alerts for immediate action and last minute checks. 5

6 OCS HR, The OCS payroll module is fully integrated with OCS HR. The module is a very comprehensive and advanced tool developed to meet the needs of the maritime industry. The system enables you to keep all the different categories of personnel, both maritime and shore-based, in one system. The flexible set up enables the user to build the system to run several different types of payrolls simultaneously depending on how the employees are set up. The solution handles multiple currencies and a global payroll. The system provides country-specific government reporting for Norwegian, Filipino, French and UK employees. The flexible reports can be utilized to fulfil reporting requirements for other governments as well. In addition the system is able to calculate Norwegian tax/ UK tax for UK and Norwegian staff working on the continental shelf. For shipping companies, the system handles reporting for the Norwegian refund scheme for tax and social security contributions for vessels in the NOR/NIS register. The possibility of inputting data via the web module or the onboard module enables correct data input at the source of origin thus reducing the workload and possible errors in the system. Reducing the time used to process daily tasks frees time for reconciliation and checks. User access at the database level ensures correct access for any user, even those using third party tools. The pay slip may contain information related to other matters, i.e. the validity of competencies, in addition to ordinary payroll information and can be sent to the employees via . OCS HR, Onboard OCS Onboard was developed to meet the Master s need for a crewing and payroll application onboard the vessel. This solution has a database onboard and is not dependent on continuous online access. Data is replicated back and forth to the main HR database onshore when a connection is available and the replication is built for narrowband. The main modules of the onboard application are: Crewing including sign on and off administration, overview of the planned crew, adding persons such as supernumeraries etc. to the crew list Master s Account Clearance and slop chest Interface to DnV Navigator for reporting The application has been customized to the Master s way of working which means that training is rarely needed for the users onboard. The setup is comprehensive in order to simplify the extent of use and access for the onboard user according to the customer s needs or to adapt the needs of an early phase of implementation. including allotment handling for the Philippines, overtime hours, etc. OCS WEB Our self-service modules are provided by means of a web application for easy access to the OCS HR database. Employee Self Service (ESS) and Manager Self Service (MSS) provide the user access to read and maintain personal information. The main functionalities available are Travel Expense reporting, Timekeeping, Evaluation, Salary Planning and Training. Workflows can be customized to set up review and approval processes and notifications can be generated by the workflow and sent by means of the customer s ordinary system. Phonebook for all employees is also part of the self-service solution. 6

7 Teleinformatics Services Installation We offer an OCS Maisy Application Suite installation service. Installation will usually be performed online. This service guarantees the secure and correct installation of the suite. Installation is offered at a fixed price. Consulting Teleinformatics offers a wide range of consulting service from user training to help setting up new and improved work processes for OCS Maisy. Our consultants have expertise in the OCS suite, in HR and and in the shipping and offshore business. Consulting is offered as part of the implementation project, but also as a continuous improvement service. Implementation services include configuration and setup of the solution. Workshops are used to guide and train super-users during the configuration phase. The goal is to ensure that super-users have the skills and expertise necessary to take ownership of the configuration of their database and to utilise the solution. Training of end users may also be included in the implementation services. Teleinformatics can also help business process improvement based on best practices and by using OCS applications. Training Training forms a major part of the services we offer. Training can include classroom sessions, super-user training, train-thetrainer courses or standard courses. The training is carried out by expe rienced consultants and we have found that the best results are achieved by tailoring our standard courses to meet the needs of the individual customer. Data Merge Based on several years of experience in merging data from other databases, we provide merging of data for customers implementing OCS applications. This reduces the need for manual input. Semiautomatic cleaning of old data may also be included as part of the data merge service. References OCS applications are used by some 200 companies in more than 35 countries all over the world including some of the major international shipping and offshore companies. Please do not hesitate in contacting Teleinformatics for more information Process improvements help customers streamline their processes and will enhance payback of their investment in OCS Maisy. 7

8 Brought to you by Teleinformatics Ltd local IT global support Teleinformatics Ltd 1st Floor 5 Novar Place Aberdeen AB25 3LG T: +44 (01224) F: +44 (01224) W: E: [email protected]