Topic: Seafarers having Status of Recruitment and Applicant

Challenges encountered:

The Recruitment Department is tasked with hiring seafarers and inputting their information into
Shipsure. However, once the recruitment process is complete, if certain seafarers are
unsuccessful, the department simply enters or disregards them without making any attempt to
correct their details or provide essential updates. As a result, Shipsure becomes inundated with
an extensive volume of seafarers' data, particularly in the Pool Status Open category.

The sheer volume of data from seafarers in the recruitment and applicant status makes it
challenging to identify the most suitable candidate for the vacant position. Additionally, we are
unable to determine which individuals are still within our company, eagerly awaiting the
completion of the recruitment process with the hope of joining our management, or if they have
pursued opportunities with other companies.

Furthermore, the recruitment team is facing issues with the accuracy of seafarers' details being
inputted into Shipsure, particularly regarding the start date and end date of their Recruitment
and Applicant status. For instance, there are cases where seafarers are still in the recruitment
process, but the recorded start and end dates of their Recruitment/Applicant status do not align
with the actual duration of the recruitment process.

To address the challenges we are currently facing, we would recommend the following:

 Establish a Mobilization Cell: Create a dedicated mobilization cell within the Recruitment
Department. This cell will enable them to closely monitor the seafarers who are
currently in the Recruitment/Applicant status. It will serve as a centralized system for
tracking and managing their progress.
 Improve Data Management in Shipsure: Provide the Recruitment Team with enhanced
access and tools within Shipsure to easily locate seafarers and rectify any inaccuracies in
their details. This will streamline the process of updating and maintaining accurate
information.
 Capture Preferred Vessel and Availability: When the recruitment process of seafarers is
completed, ensure that the recruitment team inputs the seafarers' preferences for the
type of vessel they would like to join, as well as their availability dates. This information
should be included in their respective profiles or contacts.
 Utilize Mobilization Cell for Endorsements: The planners can utilize the mobilization cell
to identify seafarers who have completed the recruitment process and are awaiting
endorsement to a suitable vessel. By referencing their availability dates and preferences,
the planners can efficiently match them with appropriate opportunities.
In the new process of recruitment, when seafarers are endorsed to a vessel, the following steps will be
implemented:

 Seafarers' Mobilization Cell: Seafarers will have a dedicated mobilization cell within the
recruitment system. This mobilization cell will remain active until they are approved for a
vessel by the recruitment team.

 Seafarers’ New status under Recruitment Process: Seafarers undergoing the recruitment
process will now have a new status to determine their progress in the recruitment
process.

 Approval and Allocation: Once a seafarer is approved for a specific vessel, the planning
configuration for that vessel will automatically change their planning cell to the allocated
planning cell of that vessel. This ensures seamless integration into the vessel's planning
system.

 Rejection: In cases where a seafarer is rejected for a vessel, their mobilization cell will
remain within the Recruitment mobilization cell and the planning cell will go back to
Recruitment Planning Cell. This allows for proper tracking and management of rejected
candidates.

Process

Start: Recruitment will pick seafarers from their cell to endorse in every recruitment request of the
planners.

Recruitment Request Process:

• If the Recruitment Request is rejected, the mobilization cell will remain unchanged, and the
planner will update the status of the Recruitment Request as "rejected" while providing the reason.

• If the Recruitment Request is accepted, the planner will proceed to plan the seafarer, while
keeping the mobilization cell in the recruitment mobilization cell status.

Seafarer Proposal Process:

• If the proposal to CMP and Client fails, the planner will remove their planning cell, while keeping
the recruitment mobilization cell intact.
• If the proposal to CMP and Client is successful, the vessel’s planning cell will continue as the
seafarer's planning cell, and the mobilization cell will be updated to the vessel's mobilization cell