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Carnival UK to roll-out seafarer management software

The system will be used by P&O Cruises ships like the Oceana (pictured), as well as Cunard Line vessels The system will be used by P&O Cruises ships like the Oceana (pictured), as well as Cunard Line vessels

Carnival UK is to implement a new electronic document management software (EDMS) system from Filestream to manage seafarer employment agreements (SEAs) for crews working on two of its cruise brands, Cunard Line and P&O Cruises.

{mprestriction ids="1,2"}Across the combined 11 ships in the Cunard and P&O fleets the company employs approximately 18,000 seafarers from 80 nationalities, with staff numbers expected to increase 20 per cent when P&O launches its largest ship to date in 2020. Last year alone, 27,000 different documents were generated by Carnival UK as part of its seafarer contract management process.

“In terms of the on-boarding function, it’s a legal requirement to have accurate and signed contracts for all our seafarers when they join a ship and for the duration of their employment. Filestream allows us to store all this information centrally so it’s available both at sea and onshore,” explained Lynn Cossey, Carnival UK’s senior manager of vetting and compliance.

The Filestream-based system will also be used to manage compliance with Maritime Labour Convention 2006 rules on minimum working and living standards, and will integrate with Carnival UK’s HR system, called Mistral, which is used to generate each SEA.

That SEA, containing the date of employment, terms and conditions, salary, entitlements and other relevant information, is e-mailed to each person, signed when they join the ship and then scanned so that a ‘wet’ signature can be shown.

“Each SEA has a barcode attached to it which is produced based on the person’s name, an employee ID generated in Mistral, as well as other details,” said Paul Warren, Carnival UK’s application analyst.

“It’s unique to an individual. When an SEA is scanned and the document ingested, Filestream reads the barcode and then automatically saves it into the relevant personnel file within the system.”

The system can be accessed using a web-browser by authorised crew managers on board each ship, as well as manning agents onshore. The EDMS runs on Microsoft Windows Server with information stored centrally at Carnival UK’s datacentre in Southampton, and is set up so that each ship only has access to its own seafarer data.{/mprestriction}

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