Quality Plan - Manning Services

QUALITY MANUAL
company name & logo Section 7.0 PRODUCT REALIZATION Subsection: 7.1 PLANNING OF PRODUCT REALIZATION
Page: 7.1-1/17 Effectivity Date: Oct. 15, 2010 Issue No. 10.01 Rev. No. 0
Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Process Name On-line Recruitment Item to be Controlled Details of job openings Dimension Standard Person Responsible President Control Methodology Regular updating of website job postings N/A Frequency of Monitoring As warranted Support Documentation/ Records Used Company website
Completeness Qualification and work experiences fitting to companys vessels type manned Completeness Standard application form must and accuracy be completely and accurately accomplished Completeness Qualification, Trainings and Work and accuracy Experiences meets the companys standard
Receiving of walk-in applicant Screening
Application Form
President
Per application
Application form
Application Form
President
Personal Interview Daily and copies of Certificates, Licenses and Service Records N/A As warranted
Application Form
Selection
Application form Completeness Qualification, Trainings and work and accuracy experiences is fitting to a particular vessel where he is planned to be placed
President
Rank Qualification
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR
Quality Council Chairman
QUALITY MANUAL

Process Name Hiring Item to be Controlled Seafarers fitness for sea duty National and Flagstate Documents, STCW Dimension Timeliness Standard Must pass PEME prior planned deployment Documents must be valid (i.e. documents must be valid at least two months of crews contract due date) PEME Certificates must be available within 5 working days upon referral Person Responsible President Control Methodology N/A Frequency of Monitoring As warranted Support Documentation/ Records Used Medical Certificate
Documents Assessment
Validity
Admin/Operation Mgr.
N/A
As warranted
Pre-deployment Checklist; OPN7.5.1-001 Documents Assessment PEME Referral Form; PEME Certificates; OPN7.5.1-001 Documents Assessment Rank Qualification; Line-up List; OPN7.5.1-001 Documents Assessment
Pre-employment PEME Medical Certificates Examination (PEME)
Timeliness
Follow-up with PEME Providers
As warranted
Crew Line-up
Line-up List
Completeness Qualification and work and accuracy experiences fitting assigned vessel
President
Checking of qualification and work experiences vs. Rank Qualification
Per Line-up List
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Contract Signing Item to be Controlled Contract Dimension Standard Person Responsible Control Methodology Only POEA approved Salary scale is used in Contract preparation Frequency of Monitoring Per contract Support Documentation/ Records Used Standard Employment Contract (SEC), Crew Complement Salary Scale Form; OPN-7.5.1-001 Documents Assessment Line-up List; Contract; OPN7.5.1-002 Contract Processing Visa requirements; OPN-7.5.1-003 Visa Application (NonUS); OPN-7.5.1-005 Visa Application (US) Flagstate requirements, Line-
Completeness Details of contract shall adhere to Liaison Officer and accuracy POEA approved Salary Scale
Contract Processing
Contract
Timeliness
Must be processed within 2 working days upon receipt of Line-up List
Liaison and Documentation Officer Travel and Visa Officer / HR Officer
Supervision by Admin/Operation Mgr. N/A
Per Line-up List
Visa Application
Visa requirements
Completeness Requirements must be complied
As warranted
Flagstate Requirements
Prepared by:
Seamans Books and
Completeness Flagstate requirements must be complete

Reviewed by:
N/A
Per Line-up
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Processing Pre-departure Orientation Seminar (PDOS) and Anti-piracy Awareness Seminar (Inhouse) PDOS Outsourced Allotment Preparation Item to be Controlled certificates Training materials Completeness Contents must be updated and accuracy whenever there are changes President Document Control As warranted for Training Materials Dimension Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used up List QMS Manuals
PDOS Certificates Allotment Slip
Timeliness
Must be provided prior departure
Follow-up PDOS providers Verification of bank accounts and IDs
Every scheduled departure Every Line-up
PDOS Certificates; OPN-7.5.1-007 PDOS (Outsourced) Bank Referral Forms; Allotment Slip Form; FIN7.5.1-001 Allotment Preparation Line-up List, National
Accuracy and completeness
Allotment Slip must be completely Finance Officer accomplished and if, necessary, secure photocopies of IDs such as SSS, Philhealth, Pag-ibig Given flight details suits the vessels stay in port
Reviewed by:
Booking onsigning
Prepared by:
Availability and Cost
Timeliness
Travel and Visa Officer
Conform to Daily Vessels Schedule

Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used Documents; OPN7.5.1-006 Booking, Securing OK TO BOARD and Ticketing Cost Accuracy Cheapest among travel providers Passenger and vessel assignment details Travel and Visa Officer Travel and Visa Officer N/A Verification of email received from travel provider Follow-up Vessels local agents Daily As warranted Email
Securing of OK TO BOARD
OK TO BOARD Letter
Timeliness
Letter to be received before departure
Travel and Visa Officer
Every departure
OK TO BOARD; OPN-7.5.1-006 Booking, Securing OK TO BOARD and Ticketing
Accuracy Ticketing
Prepared by:
Passenger and vessel assignment details e-ticket must be issued before

Reviewed by:
Air Ticket
Timeliness
Travel and Visa
Follow-up travel
Approved by:
Every
e-ticket; OPN-7.5.1-
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Standard planned deployment Person Responsible Officer Control Methodology provider Frequency of Monitoring deployment Support Documentation/ Records Used 006 Booking, Securing OK TO BOARD and Ticketing
Dispatching of Crew crew documents documents through joining crew members Issuance of crew working gear Crew working gear
Timeliness and completeness
All documents must be received by vessels master upon crews arrival onboard
Checking of Every masters deployment acknowledgement receipt thru email
Email from the master; scanned cover letter signed by the master sent thru email
Completeness Crew working gear must be complete according to company specification Timeliness Stock of crew working gear must be available at least 1 day before departure Mails and parcels must be sent through joining crew
Reviewed by:
Liaison and Documentation Officer Liaison and Documentation Officer Admin/Operation Mgr.
Acknowledgement Per issuance to Line-up List, Crew receipt of crew departing crew Working Gear Receipt
Sending of crew Mails and mails and parcels parcels

Prepared by:
Timeliness
Acknowledgement Every receipt of joining departure crew

Approved by:
Record Book; FIN7.5.1-004 Sending Of Provisions To
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used Crew Onboard Releasing of Travel Fund travel allowance and visa allowance Cash availability Must maintain a minimum 400USD Finance Asst. Verification of Travel Allowance Logbook Daily Travel Allowance Logbook
Timeliness
Travel allowance must be released to all crews after final deployment from crewing/operations Must maintain a minimum 400 Euro Finance Officer Verification of Euro Allowance Logbook Daily Euro Allowance Logbook; FIN-7.5.1004 Sending Of Provisions To Crew Onboard
Releasing of Euro Visa Allowance
Euro Visa Allowance
Cash availability
Timeliness
Must be released to selected joining crew prior to crew deployment Amount of cash must be in accordance with the agreed
Reviewed by:
Releasing of cash to master

Prepared by:
Cash to master
Accuracy
Finance Officer
Verification of Letter Request by

Approved by:
As warranted
Letter Request; FIN7.5.1-004 Sending
Document Controller
QMR
QUALITY MANUAL

Process Name to joining crew Timeliness Item to be Controlled Dimension Standard amount between the master and the office Must be released to selected joining crew prior to crew deployment Must be processed and remitted before the last working day of the month Finance Officer Verification of amount debited from the bank Monthly FIN-7.5.1-002 Regular Home Allotment Processing and Releasing; BPI Expresslink; LOI; Tranfile; Allotment Slip Person Responsible Control Methodology the President Frequency of Monitoring Support Documentation/ Records Used Of Provisions To Crew Onboard
Processing and Releasing of Regular Home Allotments
Regular Home Allotments
Timeliness
Accuracy Scanning of Crew crew documents documents
Regular Allotments should match the approved Allotment Slip Checking of Every documents posted departure in the DMS DMS
Completeness Documents to be scanned and ICT Officer posted in Document Management System (DMS) shall be the ff:
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Standard Biodata Personal Documents Philippine Licenses (for officers only) STCW Mandatory certificates Principal Requirements Flagstate requirements Processing and rd Releasing of 3 Allotments 3 Allotments
rd
Person Responsible
Control Methodology
Frequency of Monitoring
Support Documentation/ Records Used
Timeliness
Must be processed and released within 2 weeks after the end of the month
Finance Officer
Verification of amount debited from the bank
Monthly
FIN-7.5.1-003 3 Allotment Processing and Releasing; PNB Online Banking; LOI, Confirmation Report; Monthly US$ Allotment
rd
Accuracy Social Insurance Remittance

Prepared by:
3 Allotments should match the approved Allotment Slip Financial Assistant Securing Regular Home Allotment Report
Approved by:
rd
SSS, Philhealth, Completeness Accurate and complete Pag-ibig and Accuracy remittance of all on-board crews withheld from social insurances
Reviewed by:
Monthly
Allotment Slip; Regular Home Allotment Report
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled crew wages Verification of availability of cash Dimension Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used Social insurance remittance form (outsourced) and remittance report electronic file; Voucher and check; FIN-7.5.1-005 Social Insurance Remittance Daily Cash control
Cash availability Timeliness
Cash must be available upon payment to government agencies On or before the 10 day of the succeeding month
th
Finance Officer
Cash control
Financial Asst.
Penalty policy of government agencies
Monthly
Allotment Slip Regular Home Allotment Report Social insurance remittance form (outsourced) and remittance report
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used electronic file Voucher and check Social Insurance Contribution Certificate Preparation Contribution Certificates Accuracy and Accurate and complete social Completeness contribution certificates issued to crew upon request. Accountant Reference to Social Insurance Remittance Report Record Book Upon request Social Insurances Remittance Report
Timeliness
Contribution certificates must be available within 3 working days upon receipt of request Approved special allotments are remitted to crews allottee account only Cash must be available prior to payment Note: subject to availability of funds
Reviewed by:
Special Allotment (SA) Payment
Cash
Accuracy and completeness
Finance Officer
Verification of allotment slip
Upon request
Special Allotment Request Form; FIN7.5.1-006 Special Allotment Payment Voucher and check or w/slip
Cash availability
Finance Officer
Verification of Daily availability of cash
Prepared by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Releasing of checks for SA payment Item to be Controlled Checks Dimension Timeliness Standard Must be released for payment within 3 working days upon receipt of request Person Responsible Financial Assistant Control Methodology Frequency of Monitoring Support Documentation/ Records Used Voucher and check; FIN-7.5.1-006 Special Allotment Payment Masters Cash Account Master Letter to request for CTM Voucher and telegraphic transfer form Cash control; FIN-7.5.1-007 Payment of Cash to Master Thru Telegraphic Transfer
Acknowledgement Upon request receipt or deposit slip
Payment Cash to Master thru telegraphic transfer
Cash
Accuracy
Cash to master to be sent must conform to approved amount Cash box balance is less than the succeeding months expenses
Finance Officer
Verification of Upon request availability of cash Verification of Vessels VMCI cash box balance Monthly
Dispatch of cash
Timeliness
Cash must be wired a day before vessel arrive at specified port Cash must be available prior to payment Note: subject to availability of funds
Finance Officer
Acknowledgement Every wire Receipt (email) transfer transaction Verification of Daily availability of cash
Cash availability
Finance Officer
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Accounting of Vessels PreDelivery cost Item to be Controlled Vessels Predelivery Expenses Dimension Accuracy Standard Person Responsible Control Methodology All invoices and replenishments received are checked Frequency of Monitoring Upon owners advise of new vessels Support Documentation/ Records Used
All related expenses during Accountant Vessels pre-delivery activities are Completeness to be invoiced to principal for reimbursement.
Invoices; Owners advise of new vessel and delivery date; Upon receipt of FIN-7.5.1-008 invoices Accounting of Vessel's Predelivery Cost Monthly Folder of certificates to be renewed; Crew List
Renewal of National and flagstates licenses and certificates
Licenses and certificates
Timeliness
Permanent licenses and certificates shall be sent onboard before expiration of provisional certificates or licenses
Monitoring of expiry dates of provisional certificates and licenses
Completeness All requirements for different Admin/Operation flagstates and national licenses Mgr. and certificates must be complete Financial Reporting Financial Report Completeness All disbursements for the month and accuracy are properly accounted Finance Officer Review of Financial Report by Accountant and Finance
Approved by:
Monthly
Cash Control
Prepared by:
Reviewed by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Standard Person Responsible Control Methodology Officer Invoicing Invoice Accuracy Figures stated in the invoice must Finance Officer conform to the agreed lump sum between the company and the principal All invoices are complete and accurate Monthly Crew Monitoring Report; Owners advice of delivery date; FIN-7.5.1-009 Invoicing; FIN-7.5.1008 Accounting of Vessel's Predelivery Cost Masters Cash Account Frequency of Monitoring Support Documentation/ Records Used
Timeliness
Invoice must be submitted within the month before the invoiced month Amount received conforms to principals advice
Finance Officer
Invoice must be rd ready on 3 wk of the month before the invoice month Verification with the bank
Monthly
Receiving of lump sum
Lump sum
Accuracy
Finance Officer
Upon receipt of Principals advice principals (email); FIN-7.5.1advice 008 Accounting of Vessel's Predelivery Cost; FIN7.5.1-009 Invoicing
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension Timeliness Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used
Amount must be received within 2 Finance Officer working days upon principals advice Given flight details suits the vessels stay in port Travel and Visa Officer
Follow-up with the Upon receipt of principal and the principals bank advice Conform to Daily Vessels Schedule Line-up List, National Documents; OPN7.5.1-008 Booking, Securing OK TO BOARD and Ticketing
Booking offsigning
Availability and Cost
Timeliness
Cost Accuracy
Cheapest among travel providers Passenger and vessel details
Travel and Visa Officer Travel and Visa Officer
N/A Verification of email received from travel provider Verification of Accomplished Rejoining Form
Approved by:
Daily As warranted Email
Documents assessment
National and flagstates licenses and
Validity
Documents must be valid within one year from the planned embarkation
Reviewed by:
As warranted
Rejoining Form
Prepared by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled certificates Crew performance assessment Final Wage Payment Performance report Final Wage Settlement Crew performance rating Accuracy Crew member shall not receive 3 ratings of FAIR or 2 ratings of POOR President N/A Every Performance Report disembarkation Upon Passport/Seamans disembarkation book of crew Final wage account Rejoining form Schedule of cash advance File 201 Voucher and check Releasing of final wage payment Cash Timeliness Must be released within 3 Financial Asst. working days upon receipt of final wage Note: subject to availability of
Reviewed by:
Dimension
Standard
Person Responsible
Control Methodology
Frequency of Monitoring
Support Documentation/ Records Used
Final wage settlement must be in accordance with approved Completeness standard wage scale and the number of days unpaid
Finance Officer
Verification of arrival date specified in the passport or seamans book Verification of availability of cash
Deposit slip / acknowledgement receipt
Prepared by:
Approved by:
Document Controller
QMR
QUALITY MANUAL

Process Name Item to be Controlled Dimension funds Social Insurance Contribution Certificate Preparation Contribution Certificates Accuracy and Accurate and complete social Completeness contribution certificates issued to crew upon request. Accountant Reference to Social Insurance Remittance Report Upon request Social Insurances Remittance Report Standard Person Responsible Control Methodology Frequency of Monitoring Support Documentation/ Records Used
Timeliness
Contribution certificates must be available within 3 working days upon receipt of request
Record Book
Prepared by:
Reviewed by:
Approved by:
Document Controller
QMR

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QUALITY MANUAL

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Receiving of walk-in applicant Screening

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Pre-employment PEME Medical Certificates Examination (PEME)

Follow-up with PEME Providers

Checking of qualification and work experiences vs. Rank Qualification

Per Line-up List

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Must be processed within 2 working days upon receipt of Line-up List

Liaison and Documentation Officer Travel and Visa Officer / HR Officer

Supervision by Admin/Operation Mgr. N/A

Per Line-up List

Completeness Requirements must be complied

Seamans Books and

Completeness Flagstate requirements must be complete

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

PDOS Certificates Allotment Slip

Must be provided prior departure

Follow-up PDOS providers Verification of bank accounts and IDs

Every scheduled departure Every Line-up

Accuracy and completeness

Availability and Cost

Travel and Visa Officer

Conform to Daily Vessels Schedule

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Letter to be received before departure

Travel and Visa Officer

OK TO BOARD; OPN-7.5.1-006 Booking, Securing OK TO BOARD and Ticketing

Passenger and vessel assignment details e-ticket must be issued before

Travel and Visa

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Timeliness and completeness

Checking of Every masters deployment acknowledgement receipt thru email

Sending of crew Mails and mails and parcels parcels

Acknowledgement Every receipt of joining departure crew

Record Book; FIN7.5.1-004 Sending Of Provisions To

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Releasing of Euro Visa Allowance

Euro Visa Allowance

Releasing of cash to master

Verification of Letter Request by

Letter Request; FIN7.5.1-004 Sending

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Processing and Releasing of Regular Home Allotments

Regular Home Allotments

Accuracy Scanning of Crew crew documents documents

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS

Support Documentation/ Records Used

Verification of amount debited from the bank

Accuracy Social Insurance Remittance

Allotment Slip; Regular Home Allotment Report

Quality Council Chairman

Table 7.1 QUALITY PLAN PROVISION OF QUALIFIED SEAFARERS