2 Training Mode

It is a regulatory requirement that all officers and crews are to undergo complete safety training. The Training Mode is a function that records all training completed through the course and certificate attendance.

The functions in Training Mode are similar to Drill mode, enabling the Chief Safety Officer to schedule a training drill according to the course and certificate setup for each safety rules. Other functions included in this module are Send Email, Report, Barcode Scanning, and Save Search Criteria.

Figure 2-1 Training Mode Functions

Table 2-1 Field Description of Training Drill Overview

Field Name	Description
Type	Displays the drill definition without courses and certificate assigned. refer to Drill Type setup
Code	Displays all definition linked to Drill Definition setup of the selected drill type.
Date	Planned drill date
Start Time	Drill scheduled start time
End Time	Drill scheduled end time
Template	Proposed eligible crew to scheduled drill based on Safety Department, Safety Position, Safety Group and Safety Function assigned in the Drill template and all templates setup in Drill Template are shown.
Trainer	Trainer name
Trainer Comments	Details or comments of the course

Setting up Training Drill

Similar to the Safety Drill function, you must schedule a drill in the Training Drill mode before assigning a crew to the drill.

1. At the Training Overview window, select a date from the calendar. Dates that have scheduled drills are shown in red in the calendar.

2. Click the Add button at the ribbon bar to add a drill.

3. At the Add Training window, select the Type, Code, Date, Start/End Time, Template and Trainer from the drop-down list.

4. Insert the course details/comment, if any.

5. Click the Save button to save the drill.

Editing a Drill

The Edit Drill function allows you to reschedule a drill according to their operational needs. Rescheduling is not possible when the Drill Status is locked, and the Drill Type or Code is not editable.

1. At the Training Overview window, select the drill date to edit.

2. Click the Edit button at the ribbon bar.

3. Select a new date, start/end time from the drop-down list.

4. Click the Save button to save the record.

Deleting a Drill

You can delete a drill even with crew members scheduled. However, it is not permissible when the scheduled drill has attendance marked as Absent.

1. At the Training Overview window, select the drill date to delete.

2. Click the Delete button on the ribbon bar.

3. Select Yes when prompt.

Locking a Drill

The Lock drill function is enabled when the drill is the first drill of the same type. You can lock the subsequent drills of the same type when the first drill is locked.

1. At the Training Overview window, select the first drill date of the same drill type.

2. Click the Lock button at the ribbon bar.

3. If the drill is not the first drill of the same type, you will receive a notification prompt to check for the first drill.

4. Click the OK button to return to previous screen.

Unlocking a Drill

The Unlock drill function is enabled when the drill is the last drill of the same type, and the icon is enabled for the second last drill of the same type if the last drill has been unlocked. Following a reverse sequence.

1. At the Training window, select the last drill date of the same type.

2. Click the Unlock button at the ribbon bar.

3. Click theOK button.

Assigning/Unassigning Crew to Training Drill

Once a Training Drill is set up, the Chief Safety Officer or his/her assistant can assign crews to the scheduled drill. This can be done by selecting the crew eligible for a training drill from the Proposed Crew grid. Eligibility of the crew is based on the following criteria:

• The crew is checked-in or expected.

• The crew is assigned in the Muster list assignment.

• Required Course and Certificate as defined in Drill Definition.

• The training date is prior to crew expected disembarkation date.

Figure 2-2 Training Drill Crew Assignment

Table 2-2 Field Description of Proposed Crew Grid

Field Name	Description
Name	Crew Name
Embark Date	Crew embarkation date
Debark Date	Crew debarkation date
PreScheduled Status	Defines whether attendance is compulsory or optional. Refers to rules set in Safety Drill Type and Course and Certificate taken
Emergency #	Emergency number defined in Muster List Setup
Critical E Number	Defines whether the course/certificate will auto expire after Critical E# is changed. Refers to Muster List Assignment
Operational Position	Crew Operational Position. Refers to Crew Operational Position setup
Safety Department	Safety Department assigned. Refers to Safety Department setup
Safety Position	Safety Position assigned. Refers to Safety Position setup
Safety Function	Safety Function assigned. Refers to Safety Function setup
LifeBoat	Lifeboat assigned. Refers to Lifeboat Setup
Muster Station	Muster Station location. Refers to Muster Station setup
Safety Role	Safety role assigned. Refers to Safety Role setup
Safety Group	Safety Group assigned. Refers to Safety Group setup
Deck	Deck location. Refers to Deck setup
Fire zone	Fire zone assigned. Refers to Firezone setup
Stairwell	Stairwell location. Refers to Stairwell setup
Side Location	Emergency Station location on board the ship. Refers to default system codes
Craft Type	Type of Craft. Refers to default system codes
Craft Side	Safety Boat location - port or starboard. Refers to default system codes
Emergency Station	Station type. Refers to Muster Station Setup

Unscheduling Crew from Drill

1. From the Calendar tab, select the Drill Date, and select the drill in Schedule Drill section.

2. Crew due for drills is populated in the Proposed Crew grid.

3. From the Scheduled Crew grid, check the check boxes beside the name or click the Select All Scheduled Crew button at the ribbon bar, and click the Proposed button to unassigned. You will see the selected crew name appears in the Proposed Crew grid.

Scheduling Crew to a Drill

1. From the Calendar tab, select the Drill date, and then select the drill in the Schedule Drill section.

2. Crew due for drills are listed in the Proposed Crew grid. From the Proposed Crew grid, select by checking the check box beside the name or click the Select All Proposed Crew button at the ribbon bar.

3. Click Scheduled to assign.

4. At the Scheduled Crew grid, the Status Off field defaults to No. Only crew with disembarkation after the drill date has the status set to Yes.

Figure 2-3 Drill Status In Scheduled Crew

Table 2-3 Field Description of Scheduled Crew

Field Name	Descriptions
Name	Crew name
Status Off	If the status is YES, this indicates that the crew disembarkation date is after the drill date
Embark Date	Crew embarkation date
Debark Date	Crew debarkation date
Attend Status	Defines whether attendance is compulsory or optional. Refers to rules set in Safety Drill Type and Course and Certificate taken
Course Done	Completed the scheduled course
Emergency #	Emergency number defined in Muster List Setup
Critical E Number	Defines whether the course/certificate will auto expire after Critical E# is changed. Refers to Muster List Assignment
Operational Position	Crew Operational Position. Refers to Crew Operational Position setup
Safety Department	Safety Department assigned. Refers to Safety Department setup
Safety Position	Safety Position assigned. Refers to Safety Position setup
Safety Function	Safety Function assigned. Refers to Safety Function setup
LifeBoat	Lifeboat assigned. Refers to Lifeboat Setup
Muster Station	Muster Station location. Refers to Muster Station setup
Safety Role	Safety role assigned. Refers to Safety Role setup
Safety Group	Safety Group assigned. Refers to Safety Group setup
Emergency Station	Station type. Reference to Muster Station Setup
Deck	Deck location. Reference to Deck setup
Fire zone	Fire zone assigned. Refers to Firezone setup
Stairwell	Stairwell location. Refers to Stairwell setup
Side	Location side of Emergency Station. Refers to default system codes
Craft Type	Type of Craft. Refers to default system codes
Craft Side	Safety Boat location - port or starboard. Refers to default system codes
Side	Location of the Muster station - port or starboard.

Changing Attendance Status

The course attendance is marked by the trainer at the end of the training drill. This process also updates the Course and Certificate as completed in Crew Handling.

Figure 2-4 Course Attendance Function

1. At the selected training drill, select the crew or click the Select All Schedule Crew button.

2. Click the Attend button to change the attendance status. This changes the ‘Course Done’ status to Yes, and the Attend button at the ribbon bar switches to Undo Attend. It also sets the Course and Certificate as ‘Completed’ in the Crew Handling window.

   Figure 2-5 Course Attendance in Crew Handling

   
   
   

3. The system prohibit you from moving the crew from Scheduled to Proposed window once the attendance in Course Done is set to Yes. You need to first reset the status to No.

4. To reset the attendance, select the name and click the Undo Attend button.

Sending Email Notification

An email notification may be pushed to the respective Operational Department, informing them of the scheduled drill date/time and the crew involved. The function requires configuration in Parameter, Promo Group, and Operational Department. Recipient must have an email account set in Administration, Crew Setup, Operational Division.

1. Click the Send Email button at the ribbon bar.

2. At the Send Email window, select the Operational Department from the drop-down list.

3. The system will prompt two notification dialogue; the first is a push notification to Head of Operational Department, followed by an email is sent successfully. Click the OK button on both prompts to continue.

4. If you receive the below prompt, this means the SMTP is not set up correctly. Click OK to continue.

   Figure 2-6 Invalid SMTP Notification

   
   
   
5. The recipients will receive two Excel spreadsheets attached to the email – Master.xls and Schedule Details.xls. See Training Drill Report for the sample spreadsheets.

Marking Attendance Using Barcode Scanning

You can mark the course attendance using a barcode scanner (referenced to ‘RES_BOARDCC_EXT’) and hardware set up is required in Crew, Options, Hardware. Contact Oracle Hospitality Cruise for hardware requirements and set up.

Figure 2-7 Crew Attendance by Barcode

Training Drill Report

You can print and email a scheduled drill to the respective Operational Department for their review and planning. This function exports the scheduled drill into a Microsoft Excel file which includes:

• Master.xls: Information pertaining to the scheduled training drill.

• Scheduled Details.xls: Names of the crew scheduled for training.

• Proposed Schedule.xls: Names of the crew proposed for training.

Printing Drill Report

1. Select the Training Drill Date from the Calendar tab.

2. Click the Report button at the ribbon bar.

3. Enter the destination path and click the Save button.

Figure 2-8 Sample Master Drill Report

Figure 2-9 Sample Scheduled Drill Report

Figure 2-10 Sample Proposed Drill Report

Information Look Up with Save & Search

The search function allows you to search for courses set up based on the selected drill type, and the searched information can be saved into a template for future use.

Searching for Crew by Course

1. Select one of these options from the drop-down list on the left of the Training Overview window. The return results are based on the selected filter.

   • Not Taken (A)

   • Not Taken (B)

   • Taken (OR)

   • All Taken (AND)

2. To select more than one course type, click the plus sign (+) to open a detailed Course & Certificate window, and select the Courses then click Add.

   Figure 2-11 Course and Certificate Selection in Search Filter

   
   
   

3. At the Course & Certificate Search Criteria window, enter the applicable filter and click Search.

4. To save the search filter as a template, click Save Search button at the ribbon bar.