Course FormatCourse is made up of this PowerPoint presentationand accompanied by the small questionnaire nextto you!Advance through the slideshow as you need byhitting the “ENTER” key on your keyboard!You should be able to complete within 2 hours1. Introduction to Management System2. The ISM Code3. The HSC QMS
Check on yourselfPlease read the questionnaire and answerthe questions to your best knowledgewithout consulting this presentation or aninstructor.Be fair to yourself!Complete it (not more than 8-10 minutes),turn it around and continue here.
GuidanceYou can refer to : Agency personnel SOLAS The ISM code booklet HSC Quality Manual HSC Fleet Manual HSC Crew Management Manual Infomanager software
Abbreviations ISM - International Safety Management System DOC - Document of Compliance SMC - Safety Management Certificate ISMA - International Ship Manager Association ISO - International Standardizing Organisation DP - Designated Person
Management SystemsAt the end of this introductory session,participants should be able to define what ismeant by a “Safety Management System” (SMS);It’s role in “Quality Management”;The functional requirements of a Safety or QualityManagement System; andUnderstand the requirements for focusing on thesoftware elements of the system rather than onthe hardware elements as in the past.
What is Safety? Safety can be defined as: - The state in which the risk of harm (to persons) or damage (to property or the environment) is limited to an acceptable level.
What is Safety? It can also be thought of as “Freedom from Danger”; In the maritime sense, this refers to freedom from danger for the ship, the crew and the environment. Safe Ship Management is the major aspect of Quality Ship Management.
Managing Safety It is never possible to eliminate all risk, but through careful and systematic management of onboard activities, we can considerably reduce the risk of accidents occurring. Ways to control or eliminate risks and dangers include: - Following Procedures; Proper communication; Use of PPE; Planning & Supervision of Work; Training/Familiarisation; & Permits to Work, etc
Inter-Relationship Safety Management Systems are 85 % of Quality Management Systems
What is Quality? Quality is the totality of features and characteristics of a service to satisfy stated or implied needs; Examples of features & characteristics of a shipmanagement service are: -– Price, Economy of Use, Experience, Safety, Communication & Reputation. You as crew onboard have a direct impact on all of the above 6 items.
What is Quality Management?A Quality Management System is specificallydesigned to offer independent assurance thatthe supplier (SHIPMANAGEMENTCOMPANY) is capable of consistentlydelivering the service to the specificationsrequired by the customer (OWNER ORCHARTERER).
Hardware v SoftwareWhat has the greatest effect on safety ? The provision of equipment (hardware), does not, in itself make the ship safe. It merely provides that the ship has the capabilities to prevent some eventualities from endangering the ship. Of more significance, is the ability of the crew (software) to operate a ship and its equipment in a safe manner. Studies of casualties have shown, that on a number of occasions, the human element was a major contributing factor (up to 85%)!
Hardware v SoftwarePrevious regulations focusing only on hardware(remember: equipment focused) include: - SOLAS; MARPOL 73/78; Load Line; ILO 147; & Classification Society Survey Rules.Recent legislation (the ISM Code & STCW 95) focuses onthe ability of the shore management and crew onboard(remember: software) to operate the ship and itsequipment in a safe manner, with continuous regard forenvironmental protection.
Safety Management Activities of shore based organization that determines the safety policy, objectives, responsibilities, support and controls the work activities of the crewmembers onboard; It is the responsibility of all levels of a company’s management. Its implementation, involves all personnel in the organization;
Company Objectives Safety Management objectives of the Companie`s are to: - provide for safe practices in ship operation and a safe working environment; establish safeguards against all identifiable risks; and continuously improve the safety management skills of personnel ashore and onboard, including preparing for emergencies, related both to safety and environmental protection.
In AdditionThe Safety or Quality Management Systemmust ensure: -compliance with mandatory rules andregulations; and in additionthat applicable codes, guidelines andstandards recommended by IMO,Administrations, Classification Societies andother maritime industry organizations aretaken into account.
Why We Have A System? Because most accidents occur due to violations of basic safety principles; or the failure to follow established work instructions or procedures; or due to lack of proper training or familiarization. Having a written system onboard ensures that all crew are given sufficient guidance and training to operate the ship the way the company wants it done, there is no room for flexibility.
Functional Requirements of a SafetyManagement System A Safety & Environmental Policy; Defined Levels of Authority between and amongst Shore and Shipboard Personnel including the Designated Person; Clear statement regarding Master’s Authority; Written Instructions & Procedures for tasks onboard related to safe operation of the ship and protection of the environment; Maintenance, Testing & Inspection program; Emergency Preparedness & Contingency Planning;
Functional Requirements of a SafetyManagement System Procedures for Reporting Accidents & Non- Conformities; Crew Training & Familiarisation; Procedures for Internal Audits, Master’s & Management Reviews; Record Keeping; and Document Control Procedures.
The 3 “C’s” Commitment, Common Sense & Communication; These are the cornerstone of onboard quality & safety management; Communicate with each other at all times; & Apply common sense to all aspects of your work; If you’re unsure - ASK.
CommitmentWithout your commitment, a Safety and Quality System can not work! Effective safety management is hard work but not impossible; Do not leave safety to the Captain, Chief Engineer and Chief Officer; All seafarers have a responsibility for the safe operation of their ship and for pollution prevention.
Recap - Management SystemsWhat is a Management System ? The application and documentation of “Common Sense”. Basis for more effective management control. Requires commitment from the top. Requires total company involvement.
Take a break, before you carry on! 10 minutes.
2. The ISM CodeThe International Management Code for the Safe Operation of Ships and for Pollution Prevention orThe International Safety Management Code or The ISM Code
Part 2 is aiming atAt the end of this session, participants: - should be able to state the the objective, purpose and intent of the ISM Code; will have an insight into the history and relevant dates relating to the development and implementation of the Code; should understand how the ISM Code translates into the Operations Manuals onboard the ship; will understand the ISM certification arrangements for both Company and ships; and will also be made aware of the benefits and advantages to a shipmanagement company in complying with the ISM Code.
The ISM Code - What is it? The only internationally accepted standard for the safe management and operation of ships & for pollution prevention; Chapter IX of SOLAS convention; Therefore compliance is mandatory under international maritime law.
Objectives of the ISM Code • to ensure safety at sea; • the prevention of human injury or loss of life; and • the prevention of damage to the environment, particularly, the marine environment and to property.
Purpose of the ISM CodeIs to ensure appropriate management by shipping companies,covering ALL aspects of their shipmanagement operations: - Cargo Operations; Navigation; Machinery or Engine Room Operations; Maintenance; Testing & Inspection of Equipment of Machinery/Equipment; Emergency Preparedness & Contingency Planning; Recruiting, Selection and further training of Crew; Control of all documentation; & Supplying of Stores & Spare Parts, etc.
To whom does it apply? Company management from the very top level; to All shore staff; The Master; Officers; and Ratings onboard the ships.
Intent• The ISM Code is intended as a means of encouraging “continuous improvement” of safety management skills for persons within the maritime industry, that can be applied to all ships;• The Safety Management System becomes a “living” system and must allow for continual updating through reviews, audits and a reporting system being established between ship and shore.
Continuous Improvement Nothing is perfect; As in life, we are always striving to make things better; The management system requires that companies learn from past experiences and take steps to prevent the recurrence of past problems; Be open to suggestions for improvement in your work; and Look for ways to improve safety onboard and report them.
History• IMO Resolution A.647 (16) - 1989. “Guidelines on Management for the Safe Operation of Ships and for Pollution Prevention” was the first set of management guidelines for the marine industry.• IMO Resolution A.680 (17) - 1991. Recognised the need for an appropriate organization of management to respond to the unique needs of shipboard personnel.• IMO Resolution A.741 (18) - 1993. A shift from the IMO philosophy of hardware regulations to the software element of ship management.
Relevant Dates• Adopted into SOLAS in 1994.• Mandatory for passenger ships, including high speed craft, tankers, bulk carriers and high speed craft carrying cargo of 500 grt and over on 1st July 1998.• Mandatory for all other cargo ships, and self propelled mobile offshore drilling units of 500 grt and over on 1st July 2002.
Why the Manuals / Electronic Systems ? The ISM Code gives guidance only, it does not tell the Company how to operate their ships; To comply, the Company using its specialized knowledge and experience has written their own Safety or Quality Management manuals for their fleet; These manuals cover ALL aspects of shipboard operations and shore based support; They clearly define the way the ships are to be operated;
The Safety or Quality Management System Other companies manuals may look different, but the intent is just the same, it’s just that different companies operate in slightly different ways; Once implemented onshore and onboard, the system is audited for compliance with the ISM Code requirements; Once compliant, a certificate is issued.
ISM Certification The shipmanagement company is issued with a Document of Compliance (DoC), this confirms that their management system complies with ISM requirements; Each ship, upon compliance, will be issued with a Safety Management Certificate (SMC), this confirms that the ship complies with the company’s management system; Both certificates are valid for 5 years, but their status is reviewed on a regular basis.
ISM Certification All seafarers must be aware that without a valid SMC, your ship will not be allowed to trade (sail); A ship that cannot sail does not need a crew - jobs will be put at risk; Commitment to safety is not a one time event, it is ongoing everyday whilst you are onboard and on vacation The ISM code applies to all Ship managers around the globe with the same standards and requirements!
What are the Benefits ?Quality/Safety awareness program for all staff;Significant savings in efficiency, productivity, insurance, and anincrease in profit and customer confidence and satisfaction;Less exposure to critical liability claims in the event of a majorcasualtyAvoidance of duplication and waste of effort;Continuous improvement of the system and therefore companyperformance; andImprovement in morale throughout the company.
What are the Advantages ?Reduction in operational errors, therefore costs;Reduction of accidents to personnel;Protection and safe guarding of propertyProtection of our nature and environment;Formal control of the system and of non-conformance;Can be used as a marketing aid;International acceptance of the company’s management standard;andAn accepted means of interface between the Client and the Companyregarding the quality of service.
Part 2 - reviewDuring this session, we have: - stated the the objective, purpose and intent of the ISM Code; studied the history and relevant dates relating to the development and implementation of the Code; explained how the ISM Code translates into the Operations Manuals onboard the ship; explained the ISM certification arrangements for both Company and ships; and covered the benefits and advantages to a shipmanagement company in complying with the ISM Code.
Lets make a break, before we carry on! 20 minutes
Part 3 –The HSC Quality Management System Hanseatic Shipping Co. Ltd
W a r n i n g !• Quality & Safety Systems are living documents that are continually updated and modified to improve their ease of use and effectiveness;• Any reference to the Hanseatic QMS is correct at the time of writing this presentation;• The information given here referring to the HSC QMS must treated with caution, reference must always be made to the latest appropriate shipboard documentation or electronic stored data when cross referencing with this presentation.
ISMA The International Ship Managers Association; Founded by HSC and four other leading ship management companies in 1989; Objective was to promote the highest standards of safe ship operation and environmental protection, at a time when no other standards for safe shipboard operations existed.
The ISMA CodeISMA members wrote their own guidelines forThese guidelines were issued before the ISMWhereas the ISM Code focuses on the ship
Which Code applies?Hanseatic’s QMS complies with both the ISM Code andthe ISMA Code. Our offices and ships will therefore beaudited against the requirements of BOTH codes;All ships are audited in line with the ISM Code as this isa mandatory requirement;Only selected ships are audited against ISMArequirements - this is sufficient for HSC to provecompliance;However, we at Hanseatic firmly believe that ourcompliance with the ISMA Code produces a higherquality ship management service to our clients.
HSC ObjectivesCloser Communication - leads to better understandingfor all concerned regarding safety & environmentalissues;Strict Compliance - with Company policy, mandatoryrules & regulations;Understanding - Company policies to ensure safety ofhuman life and protection of the environment;Accepting Criticism - on day to day working practicesboth onboard and ashore; &Continuous Improvement - in all that we do.
The Onboard Quality Management System Composed of: - - The Quality Manual; - Safety & Environmental Policy; - Work Procedures and Instructions (Fleet Manuals Vol 1, 2 & 3 + Operational Procedures and Contingency Plans Manual); &Forms and Records. Think of it as a shipboard operation & safety reference library. It is available for use at any time. Computerized SMS on most FM ships since 2003 (Infomanager)
ISM Chapter 2 - HSC Safety & Environmental Policy It is a statement of Hanseatic’s commitment to operate ships safely and also to protect the marine environment; We also make a commitment to you as our crew onboard that we will extend all possible support in order to ensure that your ship is a safe and healthy place to work;
HSC Safety & Environmental Policy In order to meet our commitment, we require all our seafarers to follow all instructions/procedures provided in our Quality Management System. Only this way can we be sure that our ships are operated to consistently high safety and pollution prevention standards.
HSC Safety & Environmental Policy Each policy is signed by the HSC senior management; & It is available in various locations around your ship; Study it and remember what it stands for. (It is a key question in every audit!)
ISM chapter 3 – Responsibilities & Authority Anyone within the Company who has a task related to safe ship operations, must have their duties & responsibilities defined; This also includes any persons who, should they do their job wrongly, could cause an accident; It therefore applies to all crew onboard the ship.
Responsibilities & Authority Refer to Fleet Manual Vol 3, Chapter 3, Appendix 01 where main duties and responsibilities for all crew onboard ship can be found; It is YOUR responsibility to know what others expect of you when you work; If you have questions, address them to your Head of Dept.
Responsibilities & AuthorityResponsibilities & Duties are stated inorder to avoid misunderstandings, avoidduplication of work and to ensure that alltasks are completed by the appropriatelytrained and competent crewmember;They cannot be changed without thepermission of the Company;Dept Heads are responsible for ensuringcompliance.
ISM chapter 4 – Designated Person Is the person onshore that has been placed in charge of monitoring the safe operation and pollution prevention activities of all the vessels under management.
Designated Person He has direct access to the highest levels of company management; He is also responsible for ensuring that the management makes adequate resources and shore based support available to the vessels. Knowing his Name and Contact details is essential! It is a key question in every audit!
Designated Person He is part of the QMS Dept and is “your link” between the ship and the shore; He is your point of contact if you require any assistance regarding safe ship operation or pollution prevention; He has the technical expertise of Hanseatic behind him to help answer your questions relating to the implementation or compliance with the HSC Quality Management System onboard.
ISM chapter 5 - Master’s Responsibility To implement and maintain the HSC Quality Management System onboard the ship; To ensure that ALL crew understand and follow the company instructions; To manage all activities onboard, ensuring safety and pollution prevention at all times; and To motivate crew to constantly improve and demonstrate their safety knowledge.
Master’s Responsibility the Master must verify that ALL Company requirements are followed; that he carries out a review of the Quality Management System during each contract onboard.
ISM chapter 5.1.5 - Master’s Review Refer to Quality Manual Chapter 1, Section 3.5.1 (v); As the system is a “living system” that is constantly capable of improvement, the Master through the Shipboard Management Committee is required to provide feedback to the Company regarding the effectiveness of the system onboard; As it is the ship’s crew that follow the system on a daily basis, he is best placed to give detailed information regarding areas for improvement.
ISM chapter 5.2 - Master’s AuthorityRefer Quality Manual Chapter 1, Section3.5.1 (i);The Master is issued “over-riding authority”in matters relating to Safety, PollutionPrevention & Requesting Companyassistance as required!
ISM chapter 6 - Resources & Personnel It is Hanseatic’s responsibility to supply crew that are qualified, certified for the rank and medically fit; The Master must be properly qualified for command; and Hanseatic also makes available resources for training and upgrading of crew knowledge.
ISM chapter 6.3 - Onboard Training & Familiarization All seafarers must be familiarized with the ship, the safe operation of equipment onboard and their duties/responsibilities under our Quality Management System; In order to achieve this, onboard training must be carried out regularly.
Onboard Training Training must not be limited to Fire & Boat drills; It must include the correct use of all machinery and equipment onboard as well as; The training of crew for their next rank; & All onboard training is to be recorded (Master’s File 3.7).
ISM chapter 6.5 – shore based Training Hanseatic is responsible for providing training which may be required in support of the QMS; Training Requirements for ship’s crew must be identified and reported on the Appraisal Report (Form 22); HSC Agencies will then arrange training during the vacation period.
ISM chapter 7 - Procedures & Work Instructions Clearly states how HSC wants the ship to be operated; Contains: - - Details of Responsibilities; - Instructions on how to carry out critical tasks in order to promote safe ship operations and protect the marine environment; - Record Forms and Checklists - Good safety advice.
The Quality Manual Presents a general overview of the Quality Management System; Known as the “what” manual; Describes, in general, what management controls the Company has put in place, to meet the ISM Code requirements.
Fleet Manuals Know as the “how”, “who”, “when” & “where” manuals or the shipboard operations manuals; Fleet Manual Vol 1 contains information on Safety & Risk Management; Volume 2 contains information relating to the Technical Management of the vessel; & Volume 3 contains information relating to General Onboard Administration and Cargo Matters.
INFOMANAGER (IM)In 2003 HSC has introduced an electronically based SMS onmost vessels of the FM fleet which is deemed to greatly reducethe paperwork on board our ships.Alterations and amendments in Forms and Procedureswill be updated directly and are immediately available online.IM becomes an approved “controlled” tool!Manuals, on vessels equipped with IM will automatically becomeuncontrolled.Any printout from IM will be an uncontrolled document!
Operational Procedures & Contingency Plans Part general and part ship specific; To be reviewed by shipboard management committee and any suggestions or requirements for change must be presented to the QMS Dept and/or Designated Person.
Record Keeping - Master’s File 5.2 It is necessary to keep a record of all activities that have been undertaken as part of the QMS; Can use reports, forms, checklists and log book entries; Required by any Quality Assurance System as it provides evidence that the system has been followed correctly; Auditors will examine samples of shipboard records during the audit.
Record Keeping In the event of an accident, investigators will look for the “paper trail”; Documents in a chronological order showing what, when, how, who, where and why things happened; Good records will help protect the parties that you represent from un-necessary claims; More importantly, they will show that you acted with due diligence.
ISM chapter 8 - Emergency Preparedness Even on the best managed vessels, things can still go wrong; Crew must be confident to respond to any type of emergency situation; There are programs for emergency drills and training in the use of emergency equipment.
ISM chapter 9 –Reporting & Analyses of Non Conformities, Accidents & Hazardous Occurrences Onboard safety will only get better by reporting what has gone wrong and then, making changes to improve things; You must report ALL non conformities, accidents and hazardous occurrences to your Dept Head.
Non Conformities Defined as: An event where something or someone has not complied with an element of the HSC QMS; not in accordance with system or procedure It maybe potentially hazardous and requires improvement to prevent recurrence; Usually highlighted as a result of an inspection.
Accidents Accidents are defined as “unexpected happenings where someone is injured, something is damaged or pollution has occurred”;
Hazardous Occurrences (Near Miss) Are situati ons that have the potent ial to beco me accide nts; This time we were lucky, the dange r was identif ied before it result ed in an
Hazardous Occurrences (Near Miss) Occur frequently in everyday life; These are the situations that we must learn from; This time, no injury, damage or pollution resulted, however without improvement - who knows what will happen the next time?
ISM 9.2 – Corrective Actions The work instruction or procedure may require review, amendment or updating; More supervision or training maybe required; or Better quality equipment may need to be provided; Whatever corrective action is decided, it must prevent recurrence of the original deficiency.
Benefits of Reporting Lessons are learnt, updates and changes to the system are made and passed on to other vessels within the HSC fleet; Statistics can be compiled and provided to 3rd parties upon request, promptly and accurately! Reoccurrence might be avoided on other ship under HSC management
ISM chapter 10 - Maintenance of the Ship & Equipment Planned Maintenance Systems are in place on your ship to ensure that: - The ship and all onboard equipment is kept in good operating condition; - Standby equipment is regularly tested and ready for immediate use.
ISM 10.2 - Inspection & Test Routines for the inspection and testing of all shipboard equipment are in place; Ensure that these routines are followed and records of inspection & test are maintained; Any deficiencies discovered must be reported to HSC and rectified as soon as possible.
ISM 10.2 - Reporting of Maintenance Non Conformities Machinery failure, repair or maintenance must be reported to the Technical Superintendent; Only if the equipment failure affects safety of the ship or pollution prevention, should these deficiencies be reported to QMS using forms 106/107.
ISM 10.3 - Critical Machinery/Equipment Is identified as “machinery, the sudden failure of which may place the ship or the crew in a hazardous situation”; The RMS provides specific maintenance aimed at promoting the reliability of all equipment and systems onboard the ship.
ISM chapter 11 - Documentation All management systems involve paperwork; Instructions, records, checklists & requisitions, etc; Also includes maker’s instructions and ship’s plans/drawings; Effective document control helps keep all this paper in order.
ISM 11.1 - Document Control Control is exercised to ensure that ALL information in use onboard is the latest edition; Changes to any documents are reviewed and approved by authorized persons; Obsolete documents must be removed.
Copying Controlled Documents Copies of selected pages can be made for training purposes; i.e. duties/responsibilities or specific procedures; Any copied documents MUST be clearly marked “UNCONTROLLED”; Copied pages are to be used for a short time only and then disposed of. Printouts from Infomanager are uncontrolled documents
Directives & CircularsIssued by individual departments within HSC;Advises manual holders of the parts of thesystem that have been updated or revised;As such, the information contained in theDirective or Circular supersedes all theapplicable contents within the manuals;For ease of reference, Masters must indicatesections of the manuals that have beensuperseded by a Directive or Circular.
Directives & Circulars Printed on blue and green paper & kept in a separate file for ease of reference; Crewmembers must review all latest Directives & Circulars (Master’s File 5.2) upon re-joining the vessel - this will bring you up to date with latest revisions; Directives and Circulars are incorporated into the QMS at the end of each year, so as to reduce constant revision of the system.
ISM 11.2 - Documentation Hanseatic has established a filing system for your ship; Ensure that all files, documents are labeled and stored in the correct location. Refer to FM Vol 3 Ch 2 - Senior Officer’s Files; Filing cabinets or lockers must be clearly labeled, this will make reference easier and assist with onboard organization.
ISM chapter 12 - Company Verification, Review & Evaluation Company confirms the effectiveness of the system by performing audits; Quality & Safety Officers will audit your ship at least once per year; An audit is a means of comparing the actual practice onboard against the written procedures.
ISM 12.1 - Audits Any discrepancy between actual practice and written procedure will be noted as a Non Conformity and will require corrective action to remedy the deficiency; Internal Audits are useful tools for identifying system weaknesses and for ensuring continuous improvement.
ISM 12.2 - Management Review After a series of shipboard audits, patterns of non conformity can be established; These are used by management to review the effectiveness of the system; Other data used includes Master’s Reviews, Accident & Hazardous Occurrence Reports, 3rd Party Audit Reports, etc.
ISM chapter 13 - Certification, Verification & Control A copy of the DoC must be available onboard the ship; The original SMC must be available onboard the ship; Both certificates are trading certificates
The Hanseatic Quality Management System You have just completed a basic introduction into: The 13 elements of the ISM Code; & How the 13 elements have been incorporated into the Hanseatic QMS. In order to become fully familiar with the QMS, you must make time onboard to read the manuals / consult Infomanager and apply what you read. With the knowledge you have now, please take the questionnaire and check on all questions again!
FinallyWe hope you will find this course useful and we could enhance or review your knowledge about ISM!If you have any comments please write them down and send them to the HSC Crew Operation Manager!Thanks for participating and we wish you always safe sailings!