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Course Format
1. Introduction to Management System 2. The ISM Code 3. The Company QMS
Guidance
You can refer to :
Agency personnel
SOLAS The ISM code booklet Company Quality Manual Company Fleet Manual Company Crew Management Manual
Abbreviations
ISM DOC SMC ISMA ISO DP International Safety Management System Document of Compliance Safety Management Certificate International Ship Manager Association International Standardizing Organisation Designated Person
Management Systems
At the end of this introductory session, participants should be able to define what is meant by a Safety Management System (SMS);
Its role in Quality Management;
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
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.
Hardware v Software
What 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
Hardware v Software
Previous 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 on the ability of the shore management and crew onboard (remember: software) to operate the ship and its equipment in a safe manner, with continuous regard for environmental 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 companys 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 Addition
The Safety or Quality Management System must ensure: compliance with mandatory rules and regulations; and in addition
that applicable codes, guidelines and standards recommended by IMO, Administrations, Classification Societies and other maritime industry organizations are taken into account.
The 3 Cs
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 youre unsure - ASK.
Commitment
Without your commitment, a Safety and Quality System can not work!
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.
Part 2 is aiming at
At 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 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.
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.
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 companys 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!
An accepted means of interface between the Client and the Company regarding the quality of service.
Part 2 - review
During 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.
Part 3
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 Shipping Company QMS is correct at the time of writing this presentation; The information given here referring to the Company 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.
Company Objectives
Closer Communication - leads to better understanding for all concerned regarding safety & environmental issues;
Strict Compliance - with Company policy, mandatory rules & regulations; Understanding - Company policies to ensure safety of human life and protection of the environment; Accepting Criticism - on day to day working practices both onboard and ashore; & Continuous Improvement - in all that we do.
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)
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.
Each policy is signed by the Company 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!)
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 Shipping Company behind him to help answer your questions relating to the implementation or compliance with the Company Quality Management System onboard.
To implement and maintain the Company 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.
Masters 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.
The Master is issued over-riding authority in matters relating to Safety, Pollution Prevention & Requesting Company assistance as required!
It is Shipping Companys responsibility to supply crew that are qualified, certified for the rank and medically fit; The Master must be properly qualified for command; and
Shipping Company also makes available resources for training and upgrading of crew knowledge.
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 (Masters File 3.7).
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 Company has introduced an electronically based SMS on most vessels of the FM fleet which is deemed to greatly reduce the paperwork on board our ships. Alterations and amendments in Forms and Procedures will be updated directly and are immediately available online. IM becomes an approved controlled tool! Manuals, on vessels equipped with IM will automatically become uncontrolled. Any printout from IM will be an uncontrolled document!
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
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 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 Company 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;
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 Company fleet; Statistics can be compiled and provided to 3rd parties upon request, promptly and accurately!
- The ship and all onboard equipment is kept in good operating condition;
- Standby equipment is regularly tested and ready for immediate use.
Ensure that these routines are followed and records of inspection & test are maintained;
Any deficiencies discovered must be reported to Company and rectified as soon as possible.
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.
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.
How the 13 elements have been incorporated into the Shipping Company QMS.
In order to become fully familiar with the QMS, you must make time onboard to read the manuals.