Crew Planning

Maritime Crew Planning & Relief Management – Methodology Guide

This document explains how the SIYA Crew Planning application streamlines crew relief operations, contract management, and deployment scheduling across your vessel fleet using intelligent data integration and predictive analytics.

Crew Planning Overview

The SIYA Crew Planning Intelligence Platform transforms traditional crew management into a strategic, data-driven operation that optimizes crew deployment, reduces relief costs, and ensures regulatory compliance across your entire fleet. By integrating real-time vessel position data, crew availability information, and contract lifecycle management, the platform provides comprehensive visibility and actionable insights for crew coordinators and technical superintendents. Core Objectives:

Proactive Relief Planning: Identify upcoming crew changes well in advance based on contract expiry dates and vessel ETAs
Optimal Port Selection: Recommend cost-effective relief ports considering vessel routes, crew locations, and operational schedules
Resource Optimization: Maximize crew utilization while minimizing travel costs and vessel delays
Compliance Assurance: Track certification expiry, rest hours, and regulatory requirements automatically
Strategic Deployment: Match qualified seafarers with vessel requirements based on experience, availability, and location

The platform manages 64,370+ crew members across multiple vessel types, providing instant access to complete service histories, availability status, and deployment readiness for efficient fleet-wide crew operations.

Data Sources

The Crew Planning platform integrates data from multiple enterprise systems to create a unified, real-time view of crew operations:

1) AHOY Crew Management System (Primary Source)

AHOY is the in-house crew management application serving as the master database for all seafarer information:

Seafarer Registry: Complete personal and professional profiles for 64,370+ crew members
Contract Management: Sign-on/sign-off dates, contract durations, and extension tracking
Certification Tracking: CDC numbers, certificates of competency, endorsements, and expiry dates
Service History: Complete career timeline including vessels served, ranks held, and experience accumulated
Availability Status: Real-time crew status (SIGN ON, SIGN OFF, NOT AVAILABLE, DOCUMENT VERIFICATION)
Personal Details: Nationality, age, contact information, emergency contacts, nearest airports
Professional Qualifications: Ranks, vessel type experience, equipment certifications, specialized training
Recruitment Information: Joining date, recruitment company, ship management company associations

Data Refresh Frequency: Real-time synchronization with continuous updates as crew status changes

2) ERP Software System (Vessel Operations)

The enterprise ERP system provides critical vessel operational data:

Vessel Particulars: IMO numbers, vessel names, types (Tanker, Bulk Carrier, Container, etc.)
Technical Specifications: DWT, capacity, engine make and model, power output
Fleet Management: Vessel ownership, management structure, technical superintendent assignments
Operational Status: Current voyage details, cargo operations, port activities
Crew Complement: Required manning levels per vessel type and flag state requirements

Data Refresh Frequency: Daily batch updates with critical changes pushed in real-time

3) External Voyage APIs (Position & ETA Data)

Third-party maritime data providers supply real-time vessel tracking information:

Current Position: Latitude, longitude, heading, and speed
Estimated Time of Arrival (ETA): Predicted arrival dates at next ports
Voyage Routes: Planned port calls and sailing schedules
Port Information: Port facilities, crew change capabilities, immigration procedures
Weather Routing: Environmental factors affecting voyage duration

Data Refresh Frequency: Hourly updates for position data, continuous monitoring for ETA changes

4) Derived Intelligence (Platform Analytics)

The platform generates additional insights through data processing:

Optimal Relief Ports: AI-recommended crew change locations based on cost, timing, and logistics
Contract Expiry Predictions: Forecasted relief requirements based on contract end dates and ETAs
Crew Availability Forecasting: Predicted availability dates considering travel time and documentation
Experience Analytics: Aggregated experience metrics (days, months, years) per rank and vessel type
Relief Cost Optimization: Estimated costs for different relief scenarios and port selections

Data Flow and Processing

Integration Architecture

The Crew Planning platform follows a sophisticated multi-layer data integration architecture ensuring secure, reliable, and real-time access to crew management information across all systems.

ETL Processing Pipeline

The comprehensive ETL pipeline transforms raw crew and vessel data through multiple stages of validation, enrichment, and intelligence generation:

Data Processing Stages

Stage 1: Extraction

AHOY System: Pull complete crew profiles, contract details, and service histories via REST APIs
ERP Integration: Extract vessel particulars, fleet assignments, and operational data through database queries
Voyage APIs: Retrieve real-time position, ETA, and route information via external service calls
Frequency: Continuous streaming for critical data; hourly batch for reference data

Stage 2: Transformation

Profile Enrichment: Merge data from multiple sources to create unified crew profiles
Contract Analytics: Calculate remaining contract days, expiry alerts, and renewal requirements
Experience Calculation: Aggregate service time by rank, vessel type, and equipment
Status Processing: Normalize availability status across different system representations
Relief Planning: Match crew contract expiry dates with vessel ETAs to identify relief requirements
Port Optimization: Analyze vessel routes, crew locations, and costs to recommend optimal relief ports

Stage 3: Loading

Structured Storage: Persist processed data in MongoDB collections with indexed access
Real-time Updates: Push critical changes to live dashboards and alert systems
Historical Archives: Maintain complete service history for compliance and analytics
Cache Management: Store frequently accessed data for sub-second query response times

Key Capabilities

🚢 Fleet-Wide Relief Planning

Comprehensive visibility of crew relief requirements across all vessels with intelligent prioritization based on contract expiry dates and vessel ETAs. Instantly identify which vessels need crew changes and when.

📍 Optimal Port Recommendations

AI-powered analysis of vessel routes, crew locations, and operational costs to recommend the most efficient crew change ports. Minimize travel expenses and vessel delays while ensuring crew welfare.

👥 Comprehensive Crew Database

Centralized access to 64,370+ crew member profiles with complete service histories, certifications, availability status, and contact information. Search and filter by rank, vessel type, nationality, or availability.

📅 Contract Lifecycle Management

Automated tracking of contract start dates, end dates, and extensions with proactive alerts for upcoming expirations. Visual highlighting of urgent relief requirements with color-coded indicators.

📊 Service History Analytics

Detailed career tracking showing vessels served, ranks held, and experience accumulated across different vessel types. Experience breakdowns by rank with precise duration calculations (years, months, days).

🔔 Intelligent Alert System

Proactive notifications for contract expiries, certification renewals, and relief planning deadlines. Configurable alert thresholds ensure adequate time for crew change arrangements.

Core Modules

1. Fleet Overview Dashboard

Strategic Fleet-Wide Visibility: The Fleet Overview Dashboard provides a bird’s-eye view of crew relief requirements across your entire fleet, enabling proactive planning and resource allocation. Key Features:

Vessel Cards Display: Each vessel presented as an individual card showing:
- Vessel name and type (e.g., OIL/CHEM PROD TANKER, BULK CARRIER)
- Crew Relief Needed: Large, prominent number indicating how many crew members require relief
- Next ETA: Upcoming port arrival date and location
- Optimal Relief Port: AI-recommended crew change location with country
- Current Status: En route destination and operational state
Prioritization Logic: Vessels automatically sorted by urgency based on:
- Number of crew members requiring relief
- Time until next ETA
- Contract expiry dates approaching
- Vessel operational schedule
Visual Indicators: Color-coded alerts for critical relief situations:
- 🔴 High Priority: 10+ crew members requiring relief or contracts expiring within 2 weeks
- 🟡 Medium Priority: 5-9 crew members requiring relief or contracts expiring within 4 weeks
- 🟢 Normal: Fewer than 5 crew members requiring relief with adequate planning time

Operational Benefits:

Instant identification of vessels requiring immediate attention
Proactive planning for multiple crew changes at optimal ports
Reduced vessel delays due to crew change logistics
Cost optimization through strategic port selection

2. Vessel-Specific Relief Planning

Detailed Crew Change Management: When you select a vessel from the fleet overview, the platform presents a detailed relief planning view with comprehensive crew member information. Relief Planning Panel Components:

Vessel Summary:
- Vessel name and type classification
- Current voyage status (e.g., “En route to Fujairah”)
- Next ETA with specific date and port
- Optimal relief port recommendation with country
Crew Members Requiring Relief:
- Individual crew member cards showing:
  - Full Name: Crew member identification
  - Current Rank: Position held on vessel
  - Nationality: Crew member’s country of origin
  - Contract End Date: Highlighted in red if approaching
  - Days Remaining: Countdown to contract expiry
Relief Urgency Classification:
- Critical (Red): Contract expires within 7 days
- Urgent (Orange): Contract expires within 14 days
- Planned (Blue): Contract expires within 30 days
- Future (Green): Contract expires beyond 30 days

Planning Workflow:

Identify Relief Requirements: System automatically detects crew members with approaching contract end dates
Analyze Vessel Route: Compare contract expiry dates with vessel ETA at various ports
Recommend Optimal Port: AI suggests the most cost-effective and operationally efficient crew change location
Coordinate Logistics: Access crew member location, nearest airport, and travel requirements
Track Replacement: Search available crew database for qualified replacements

3. Comprehensive Crew Member Database

Centralized Crew Information Hub: The Crew Members module provides complete visibility into your entire seafarer pool with powerful search, filtering, and analysis capabilities. Database Overview:

Total Crew Members: 64,370+ seafarers across all ranks and vessel types
Real-time Availability: Current status updated continuously from AHOY system
Multi-dimensional Filtering: Search by name, rank, vessel, status, nationality, location, or availability date

Table Columns and Information:

Name: Full crew member name (searchable)
Rank: Current or last held position (Master, Chief Engineer, Chief Officer, Second Officer, etc.)
Vessel Name: Current vessel assignment (if applicable)
Current Status:
- SIGN ON: Currently serving on vessel
- SIGN OFF: Recently disembarked, in leave period
- NOT AVAILABLE: On extended leave or unavailable for assignment
- DOCUMENT VERIFICATION: Awaiting certification or documentation clearance
Gender: Male/Female
Age: Current age in years
City, State: Home location or current residence
Nearest Airport: Closest international airport for crew change logistics
Availability Date: Date when crew member becomes available for next assignment
Actions: Quick access to detailed profile view

Advanced Search Capabilities:

Text Search: Find crew by name, vessel, city, or airport
Multi-column Sorting: Sort by any column for prioritized views
Status Filtering: Isolate crew by availability status
Rank Filtering: View crew by specific positions
Date Range Filtering: Find crew available within specific timeframes
Export Functionality: Download filtered results for offline analysis

4. Individual Crew Member Profiles

Complete Seafarer Professional Records: Each crew member has a comprehensive profile containing all professional and personal information required for deployment decisions and compliance management. Profile Sections:

Personal & Professional Information Tab

Status Indicators:

AHOY Status: Installation status in crew management system (Ahoy Installed)
Current Status: Real-time availability (Document Verification, Sign On, Sign Off, Not Available)
Profile Status: Account activation state (Active Seafarer)

Professional Details:

Seafarer Type: Internal Seafarers vs. External Pool
Gender: Male/Female
Age: Current age
Nationality: Country of origin
CDC Number: Certificate of Competency identification
Email: Contact email address
Emergency Contact: Phone number for urgent communications
City/State: Residence location
Country: Home country
Nearest Airport: Primary departure point for crew changes

Availability Information:

Availability Date: Date when crew member can join vessel
Availability Month: Month indicator for planning purposes
Onboard Sailing Status: Current embarkation status (Onleave, Onboard)

Current Assignment:

Latest Sign On Date: Date of most recent embarkation
Latest Sign Off Date: Date of most recent disembarkation
Latest Contract End Date: Current contract expiry
Vessel Name: Current or most recent vessel assignment

Vessel Particulars:

IMO Number: Vessel identification
Vessel Category: Type classification (OIL TANKER, BULK CARRIER, etc.)
GRT: Gross Registered Tonnage
DWT: Deadweight Tonnage
Capacity: Cargo capacity
Make: Main engine manufacturer (e.g., MAN B&W)
Model: Engine model number
Dual Fuel: Yes/No indicator
Output Power: Engine power rating

Service History Tab

Experience Summary:

Total Experience: Aggregate time at sea (e.g., “3 years 2 months”)
Current Rank: Present position
First Rank: Initial position when joining maritime industry

Experience Breakdown by Rank: For each rank held, the system displays:

Rank Name: Position title (e.g., Deck Cadet, Third Officer, Second Officer)
Experience Duration: Time served in that rank
Number of Vessels: Count of different vessels served in that rank (e.g., “3/O” meaning 3 vessels as Third Officer)

Chronological Service History: Complete timeline of all vessel assignments showing:

Date Range: Start and end dates for each assignment (e.g., “Nov 24 - Feb 25”)
Vessel Type & Rank: Vessel category and position held (e.g., “LPG CARRIER (REFRI) - 2/O”)
Vessel Name: Specific vessel served on (e.g., “PERTAMINA GAS AMARYLLIS”)
Duration: Length of assignment (e.g., “2 months 11 days”)

Career Progression:

First Rank: Entry-level position (e.g., Chief Officer)
Second Latest Rank: Previous position (e.g., Master)
First Company: Initial employer (e.g., Tanker Pacific Management)
Synergy Joining Date: Date of joining current management company
Remark Type: Status indicator (Active, Inactive)

Professional Development:

Appraisal Status: Performance evaluation status (Completed)
Company Status: Employment classification (Ex Hand - former employee, current pool member)
Recruitment Company: Agency or direct hire information
Ship Management Company: Current or most recent management company

Additional Information:

Inactive Type: Reason for non-sailing status (if applicable)
Availability Remarks: Notes on availability status (e.g., “Seafarer wants to restart sailing after a break”, “Attending STCW courses”)

5. Contract Management & Expiry Tracking

Proactive Contract Lifecycle Monitoring: The platform automatically tracks all crew member contracts and provides intelligent alerts for upcoming expiries, ensuring adequate time for relief planning and replacement arrangements. Contract Tracking Features:

Automated Expiry Calculations: System continuously calculates days remaining until contract end
Color-Coded Alerts: Visual indicators for contract urgency:
- 🔴 Critical: Less than 7 days remaining
- 🟠 Urgent: 7-14 days remaining
- 🟡 Warning: 14-30 days remaining
- 🟢 Normal: More than 30 days remaining
Contract Details Monitored:
- Sign-on date
- Contract start date
- Tentative sign-off date
- Contract end date
- Contract extensions
- From port (embarkation location)
- To port (planned disembarkation location)

Compliance Management:

Maximum Service Period Tracking: Monitor compliance with MLC regulations for continuous service
Rest Hour Calculations: Ensure adequate leave periods between contracts
Certificate Validity: Cross-reference contract dates with certification expiry dates
Flag State Requirements: Track country-specific maximum contract duration limits

AI-Powered Analytics & Insights

Machine Learning Capabilities

The Crew Planning platform leverages advanced AI algorithms to transform raw crew data into actionable intelligence for strategic decision-making. 1. Optimal Relief Port Recommendation Engine Algorithm Overview: The platform analyzes multiple variables to recommend the most efficient crew change location: Input Variables:

Vessel’s planned route and port calls
Crew member contract expiry dates
Crew member home location and nearest airport
Port crew change facilities and immigration efficiency
Historical crew change costs by port
Flight connectivity and frequency
Visa requirements and processing times
Port call duration and operational schedule

Optimization Factors:

Cost Minimization: Airfare, hotel, transportation, and agency fees
Time Efficiency: Travel time from crew location to port
Operational Impact: Minimize vessel delay or schedule disruption
Crew Welfare: Reduce travel fatigue and maximize rest time
Regulatory Compliance: Ensure adequate time for documentation and immigration

Output:

Primary recommended relief port
Alternative port options with comparative cost analysis
Estimated total relief cost per crew member
Recommended timing for crew change execution

Example Calculation: For a vessel with 4 crew members requiring relief:

Vessel Route: Currently en route to Fujairah (UAE) → Next port: Sikka (India) → Then: Singapore
Crew Locations:
- Crew 1: Trivandrum, India (nearest airport: Trivandrum)
- Crew 2: Mumbai, India (nearest airport: Mumbai)
- Crew 3: Chennai, India (nearest airport: Chennai)
- Crew 4: Coimbatore, India (nearest airport: Coimbatore)

AI Analysis:

Option 1 - Fujairah (UAE):
- Average flight cost: $450/person
- Total travel cost: $1,800
- Visa requirements: UAE visa required
- Travel time: 4-6 hours average
- Vessel timing: Matches ETA perfectly
Option 2 - Sikka (India):
- Average flight cost: $180/person
- Total travel cost: $720
- Visa requirements: None (domestic)
- Travel time: 2-4 hours average
- Vessel timing: 2 days after Fujairah

Recommendation: Sikka (India) - Cost savings of $1,080 (60% reduction), shorter travel time, no visa requirements, and minimal schedule impact (2-day delay acceptable for cost savings).

2. Crew Availability Forecasting Predictive Model: The system forecasts when crew members will become available for next assignment by analyzing:

Current contract end dates
Historical leave patterns by nationality and rank
Travel time from vessel to home location
Documentation renewal requirements
Training and certification schedules
Personal preferences and availability remarks

Availability Status Predictions:

Immediate Availability: Crew members currently on leave and ready for assignment
Short-term Availability (1-30 days): Crew members completing current contracts soon
Medium-term Availability (1-3 months): Crew members in mid-contract with known end dates
Long-term Availability (3+ months): Crew members on extended leave or training

Utilization Optimization: The AI identifies crew members who have been on extended leave and may be ready to return to sea, helping maximize fleet crew utilization and reduce recruitment costs.

3. Experience-Based Matching Algorithm Intelligent Crew-Vessel Matching: When a relief requirement is identified, the system automatically searches for qualified replacements using multi-dimensional matching: Matching Criteria:

Rank Qualification: Exact match or higher rank with step-down capability
Vessel Type Experience: Previous experience on same vessel category (Tanker, Bulk Carrier, Container, etc.)
Equipment Familiarity: Experience with specific engine types, cargo systems, or specialized equipment
Certification Requirements: Valid certificates for vessel flag state and trading area
Availability Timing: Available to join within required timeframe
Geographic Proximity: Location relative to vessel’s relief port for cost efficiency

Scoring System: Each potential replacement receives a match score (0-100) based on:

40%: Rank and certification match
25%: Vessel type experience
20%: Availability timing alignment
15%: Geographic proximity and cost efficiency

Output:

Ranked list of top 10 qualified candidates
Match score and explanation for each candidate
Estimated mobilization cost and timeline
Alternative candidates if primary choices unavailable

4. Relief Cost Analytics Comprehensive Cost Tracking: The platform maintains detailed cost analysis for crew relief operations: Cost Components Tracked:

Airfare: Flight costs from crew location to vessel port
Accommodation: Hotel expenses during travel and waiting periods
Ground Transportation: Airport transfers, taxis, and local transport
Agency Fees: Manning agent charges for crew change coordination
Documentation: Visa fees, medical certificates, and travel permits
Vessel Delay Costs: Operational impact if crew change affects schedule

Cost Optimization Insights:

Port Comparison: Side-by-side cost analysis for different relief port options
Timing Optimization: Recommendations for optimal crew change timing to minimize costs
Bulk Relief Planning: Cost savings from relieving multiple crew members simultaneously
Historical Trends: Analysis of crew change costs over time by port and route

Budget Forecasting: The system projects future crew relief costs based on:

Upcoming contract expiries across the fleet
Planned vessel routes and port calls
Historical cost averages by region
Seasonal variations in travel costs

5. Compliance Risk Monitoring Automated Regulatory Compliance: The AI continuously monitors crew assignments for potential compliance risks: Risk Indicators:

Contract Overrun Risk: Crew members approaching maximum continuous service periods
Certificate Expiry Risk: Certifications expiring during current contract
Rest Hour Violations: Insufficient leave time between consecutive contracts
Flag State Compliance: Adherence to country-specific manning and contract regulations
MLC Requirements: Maritime Labour Convention compliance for working conditions

Alert Triggers:

🔴 Critical: Compliance deadline within 7 days
🟠 High: Compliance deadline within 14 days
🟡 Medium: Compliance deadline within 30 days

Preventive Actions: The system automatically suggests corrective actions:

Schedule crew relief before compliance deadline
Arrange certificate renewal during current leave period
Extend contract only if regulatory limits allow
Flag vessels for priority relief planning

6. Performance Analytics & KPIs Strategic Crew Management Metrics: The platform tracks key performance indicators for crew operations: Operational Metrics:

Average Contract Duration: Mean length of crew contracts by rank and vessel type
Relief Planning Lead Time: Average days between relief identification and execution
Crew Utilization Rate: Percentage of time crew members are actively deployed vs. on leave
Relief Cost per Crew Member: Average cost of crew changes by port and region
Vessel Delay Due to Crew Changes: Days of operational delay caused by crew logistics

Efficiency Metrics:

Relief Planning Accuracy: Percentage of crew changes executed on schedule
Optimal Port Utilization: How often AI-recommended ports are used
Cost Savings Achieved: Reduction in relief costs through optimal planning
Crew Retention Rate: Percentage of crew members returning for subsequent contracts

Compliance Metrics:

On-time Certificate Renewals: Percentage of certifications renewed before expiry
MLC Compliance Rate: Adherence to rest hour and contract duration regulations
Documentation Completion Rate: Percentage of crew with complete and valid documents

Trend Analysis: The system identifies patterns over time:

Seasonal variations in crew availability by nationality
Port efficiency trends for crew changes
Cost fluctuations by region and season
Crew retention patterns by vessel type and management company

Illustrated Example: Fleet Overview & Relief Planning

Scenario: Multi-Vessel Crew Relief Coordination Consider a fleet manager overseeing 20 vessels across different vessel types and trade routes. The Crew Planning platform provides instant visibility into relief requirements: Fleet Overview Dashboard Display:

Vessel Name	Type	Crew Relief Needed	Next ETA	Optimal Relief Port
MH NORIKURA	OIL/CHEM PROD TANKER	12	Quintero	Quintero (Chile)
STENA CONVOY	OIL/CHEM PROD TANKER	9	Pembroke	Pembroke (United Kingdom)
NORD VICTOR	OIL/CHEM PROD TANKER	8	Beira	Beira (Mozambique)
BRIGHT PIONEER	OIL TANKER	5	05 Dec 2025, Paradip	Paradip (India)
AYOE	OIL/CHEM PROD TANKER	4	27 Nov 2025, Fujairah	Fujairah (UAE)
GAS PLANET	LPG CARRIER (REFRI)	1	11 Dec 2025, Dhamra	Dhamra (India)
AMIS BRAVE	BULK CARRIER	3	25 Nov 2025, Mongla	Mongla (Bangladesh)

Priority Analysis:

MH NORIKURA (Highest Priority):
- 12 crew members requiring relief
- Multiple contract expiries approaching
- Vessel ETA: Quintero, Chile
- Action Required: Immediate coordination with manning agents in Philippines, India, and Eastern Europe for crew mobilization to Chile
STENA CONVOY (High Priority):
- 9 crew members requiring relief
- Vessel ETA: Pembroke, UK
- Action Required: Coordinate European crew changes, leveraging good flight connectivity to UK
AYOE (Urgent - Near-term ETA):
- 4 crew members requiring relief
- Vessel ETA: 27 Nov 2025 (approaching soon)
- Optimal Relief Port: Fujairah (UAE)
- Action Required: Immediate booking of flights and hotel arrangements

Detailed Relief Planning for AYOE: When the fleet manager clicks on AYOE, the system displays: Crew Members Requiring Relief:

DENISTON RAYAPPAN
- Rank: General Steward
- Nationality: Indian
- Contract ends: 27-11-2025 (🔴 Critical - 3 days remaining)
- Home location: Trivandrum, Kerala
- Nearest airport: Trivandrum International Airport
NEELAKANTAN RAMAKRISHNAN
- Rank: Master
- Nationality: Indian
- Contract ends: 05-12-2025 (🟠 Urgent - 11 days remaining)
- Home location: Chennai, Tamil Nadu
- Nearest airport: Chennai International Airport
SABARY KARUNAIPRAKASAM
- Rank: Chief Engineer
- Nationality: Indian
- Contract ends: 05-12-2025 (🟠 Urgent - 11 days remaining)
- Home location: Coimbatore, Tamil Nadu
- Nearest airport: Coimbatore International Airport
SATYA VENKANNA CHETTY VINAY MAMIDI
- Rank: Second Officer
- Nationality: Indian
- Contract ends: 08-12-2025 (🟡 Warning - 14 days remaining)

AI Recommendation:

Optimal Relief Port: Fujairah (UAE)
Reasoning:
- Vessel’s next scheduled port call
- Excellent flight connectivity from all major Indian cities
- Efficient crew change facilities and immigration processing
- Minimal vessel schedule disruption
- Moderate visa requirements (UAE visa easily obtainable)

Cost Analysis:

Estimated Total Relief Cost: $2,800 for 4 crew members
Average Cost per Crew: $700 (airfare:$ 450, accommodation: $150, transport & fees:$ 100)
Alternative Port (Sikka, India): Would cost $1,200 total but requires 2-day vessel diversion
Recommendation: Proceed with Fujairah relief despite higher travel costs due to schedule efficiency

Action Plan Generated:

✅ Contact manning agents to mobilize replacement crew
✅ Book flights from Trivandrum, Chennai, and Coimbatore to Fujairah
✅ Arrange hotel accommodation in Fujairah for sign-on crew (1-2 days)
✅ Coordinate UAE visa processing for incoming crew
✅ Confirm vessel ETA with Master and port agent
✅ Prepare crew change documentation and travel permits
✅ Arrange ground transportation from airport to vessel
✅ Schedule return flights for sign-off crew to home locations

User Workflow Example

Typical Day for a Crew Coordinator

Morning Routine:

Login to Crew Planning Platform
Review Fleet Overview Dashboard:
- Identify vessels with crew relief requirements
- Note any new critical alerts (contracts expiring within 7 days)
- Check for ETA changes that might affect relief planning
Prioritize Actions:
- Focus on vessels with 🔴 red indicators (critical relief needed)
- Review 🟠 orange warnings (urgent relief within 2 weeks)
- Plan ahead for 🟡 yellow indicators (relief within 30 days)
Detailed Planning for Priority Vessels:
- Click on vessel card to view relief planning panel
- Review crew members requiring relief with contract end dates
- Check AI-recommended optimal relief port
- Verify vessel ETA and port call schedule
Search for Replacement Crew:
- Access Crew Members database
- Filter by required rank (e.g., “Master”, “Chief Engineer”)
- Filter by availability status (“NOT AVAILABLE” or “SIGN OFF”)
- Filter by availability date (available before relief required date)
- Sort by nearest airport to optimal relief port for cost efficiency
Review Candidate Profiles:
- Click “View” on potential replacement crew members
- Check service history and experience on similar vessel types
- Verify certificate validity and expiry dates
- Review availability remarks and preferences
- Note nationality for visa requirements
Coordinate Relief Logistics:
- Contact manning agents to mobilize selected crew
- Book flights and accommodation
- Arrange visa processing if required
- Confirm vessel ETA with Master and port agent
- Prepare crew change documentation
Monitor and Track:
- Update crew status in AHOY system as relief progresses
- Track flight bookings and visa approvals
- Confirm crew member arrival at port
- Verify successful crew change completion
- Update availability dates for sign-off crew

Afternoon Routine:

Review Crew Availability:
- Check crew members with upcoming availability dates
- Contact crew on extended leave to confirm return-to-sea willingness
- Update availability remarks based on crew feedback
Compliance Monitoring:
- Review certificate expiry alerts
- Identify crew members needing training or certification renewal
- Schedule medical examinations and document renewals
Cost Analysis & Reporting:
- Review relief cost analytics for recent crew changes
- Identify cost-saving opportunities
- Generate monthly crew change cost reports for management
Strategic Planning:
- Analyze upcoming relief requirements for next 30-60 days
- Identify potential crew shortages by rank or vessel type
- Plan recruitment drives if needed
- Review crew retention trends and satisfaction

Benefits & Outcomes

Operational Excellence

Reduced Planning Time: 70% reduction in time spent identifying relief requirements and searching for replacement crew
Cost Optimization: 30-40% savings on crew change costs through optimal port selection and timing
Proactive Management: Early identification of relief requirements prevents last-minute scrambles and premium travel costs
Improved Compliance: Automated tracking ensures contracts and certificates never expire unexpectedly
Enhanced Crew Welfare: Efficient planning reduces crew stress and ensures timely reliefs

Strategic Advantages

Data-Driven Decisions: Comprehensive analytics support strategic crew management and budget planning
Scalable Platform: Cloud-native architecture supports fleet expansion without system limitations
Competitive Edge: Advanced AI capabilities provide significant operational advantages over traditional crew management
Risk Mitigation: Proactive compliance monitoring reduces regulatory risks and potential penalties
Crew Retention: Efficient relief planning and respect for contract terms improve crew satisfaction and loyalty

Financial Impact

Reduced Travel Costs: Optimal port selection minimizes airfare and accommodation expenses
Minimized Vessel Delays: Efficient crew change planning prevents schedule disruptions and charter party penalties
Lower Agency Fees: Advance planning allows negotiation of better rates with manning agents
Decreased Recruitment Costs: Better crew retention reduces need for constant new recruitment
Budget Predictability: Accurate cost forecasting enables better financial planning

Compliance & Quality

100% Contract Compliance: Automated tracking ensures no contract overruns or regulatory violations
Certificate Validity Assurance: Proactive monitoring prevents crew sailing with expired certificates
MLC Compliance: Automated rest hour calculations ensure maritime labor convention adherence
Audit Readiness: Complete digital records of all crew changes and contract management
Flag State Requirements: Automated compliance with country-specific regulations

Summary

The SIYA Crew Planning platform transforms crew management from a reactive, time-consuming process into a strategic, data-driven operation that optimizes costs, ensures compliance, and enhances crew welfare. By integrating data from AHOY crew management system, ERP software, and external voyage APIs, the platform provides:

Comprehensive Visibility: Real-time view of crew relief requirements across entire fleet
Intelligent Recommendations: AI-powered optimal port selection and cost optimization
Proactive Planning: Early identification of relief needs with adequate preparation time
Efficient Search: Powerful database of 64,370+ crew members with advanced filtering
Complete Profiles: Detailed service histories and availability tracking for every seafarer
Automated Compliance: Continuous monitoring of contracts, certificates, and regulatory requirements
Cost Analytics: Detailed tracking and optimization of crew change expenses
Strategic Insights: Performance metrics and trends for continuous improvement

The platform empowers crew coordinators and technical superintendents to make informed decisions quickly, reduce operational costs significantly, and maintain the highest standards of crew welfare and regulatory compliance.

Micro Apps

​Maritime Crew Planning & Relief Management – Methodology Guide

​Crew Planning Overview

​Data Sources

​1) AHOY Crew Management System (Primary Source)

​2) ERP Software System (Vessel Operations)

​3) External Voyage APIs (Position & ETA Data)

​4) Derived Intelligence (Platform Analytics)

​Data Flow and Processing

​Integration Architecture

​ETL Processing Pipeline

​Data Processing Stages

​Stage 1: Extraction

​Stage 2: Transformation

​Stage 3: Loading

​Key Capabilities

​🚢 Fleet-Wide Relief Planning

​📍 Optimal Port Recommendations

​👥 Comprehensive Crew Database

​📅 Contract Lifecycle Management

​📊 Service History Analytics

​🔔 Intelligent Alert System

​Core Modules

​1. Fleet Overview Dashboard

​2. Vessel-Specific Relief Planning

​3. Comprehensive Crew Member Database

​4. Individual Crew Member Profiles

​Personal & Professional Information Tab

​Service History Tab

​5. Contract Management & Expiry Tracking

​AI-Powered Analytics & Insights

​Machine Learning Capabilities

​Illustrated Example: Fleet Overview & Relief Planning

​User Workflow Example

​Typical Day for a Crew Coordinator

​Benefits & Outcomes

​Operational Excellence

​Strategic Advantages

​Financial Impact

​Compliance & Quality

​Summary