CBT 1 - Understanding the ISM Code

1. CBT 1 - Understanding the ISM Code

2. Course Format Course is made up of this PowerPoint presentation and accompanied by the small questionnaire next to you! Advance through the slideshow as you need by hitting the “ENTER” key on your keyboard! You should be able to complete within 2 hours • Introduction to Management System • The ISM Code • The HSC QMS

3. Check on yourself Please read the questionnaire and answer the questions to your best knowledge without consulting this presentation or an instructor. Be fair to yourself! Complete it (not more than 8-10 minutes), turn it around and continue here.

4. 1. Introduction – Management System

5. Guidance You can refer to : • Agency personnel • SOLAS • The ISM code booklet • HSC Quality Manual • HSC Fleet Manual • HSC Crew Management Manual • Infomanager software

6. 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

7. Management Systems At the end of this introductory session, participants should be able to define what is meant by a “Safety Management System” (SMS); It’s role in “Quality Management”; The functional requirements of a Safety or Quality Management System; and Understand the requirements for focusing on the software elements of the system rather than on the hardware elements as in the past.

8. 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.

9. 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 Managementisthemajor aspectof Quality Ship Management.

10. 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

11. Inter-Relationship • Safety Management Systems • are 85 % of Quality Management Systems

12. What is Quality? • Quality is the totality of features and characteristics of a serviceto 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 directimpact on all of the above 6 items.

13. What is Quality Management? A Quality Management System is specifically designed to offer independent assurance that the supplier (SHIPMANAGEMENT COMPANY) is capable of consistently delivering the service to the specifications required by the customer (OWNER OR CHARTERER).

14. 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 (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%)!

15. 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.

16. Safety Management • Activities of shore based organization that determines the safety policy, objectives, responsibilities, supportand controls the work activities of the crewmembers onboard; • It is the responsibility of all levels of a company’s management. Its implementation, involves all personnelin the organization;

17. 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.

18. 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.

19. 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.

20. Functional Requirements of a Safety Management 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;

21. Functional Requirements of a Safety Management System • Procedures for Reporting Accidents & Non-Conformities; • Crew Training & Familiarisation; • Procedures for Internal Audits, Master’s & Management Reviews; • Record Keeping; and • Document Control Procedures.

22. 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.

23. Commitment Without 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.

24. Recap - Management Systems What is a Management System ? • The application and documentation of “CommonSense”. • Basis for more effective management control. • Requires commitment from the top. • Requires total company involvement.

25. Take a break, before you carry on! 10 minutes.

26. 2. The ISM Code The International Management Code for the Safe Operation of Ships and for Pollution Prevention or The International Safety Management Code or The ISM Code

27. 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.

28. 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.

29. Objectives of the ISM Code • to ensure safetyat 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.

30. Purpose of the ISM Code Is 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.

31. To whom does it apply? • Company management from the very top level; to • All shore staff; • The Master; • Officers; and • Ratings onboard the ships.

32. 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.

33. 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.

34. H i story • 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.

35. 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.

36. 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;

37. 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.

38. 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.

39. ISM Certification • All seafarers must be aware that without a valid SMC, your ship will notbe 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!

40. What are the Benefits ? • Quality/Safety awareness program for all staff; • Significant savings in efficiency, productivity, insurance, and an increase in profit and customer confidence and satisfaction; • Less exposure to critical liability claims in the event of a major casualty • Avoidance of duplication and waste of effort; • Continuous improvement of the system and therefore company performance; and • Improvement in morale throughout the company.

41. What are the Advantages ? • Reduction in operational errors, therefore costs; • Reduction of accidents to personnel; • Protection and safe guarding of property • Protection 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; and • An accepted means of interface between the Client and the Company regarding the quality of service.

42. Part2 - 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.

43. Lets make a break, before we carry on! 20 minutes

44. Part 3 – The HSC Quality Management System Hanseatic Shipping Co. Ltd

45. Warn i ng ! • 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.

46. 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.

47. The ISMA Code • ISMA members wrote their own guidelines for the promotion of high quality ship management; • These guidelines were issued before the ISM Code became mandatory; & • Whereas the ISM Code focuses on the ship (safety and environmental protection), the ISMA Code focuses onall themajor activities of a ship management organisation.

48. Which Code applies? • Hanseatic’s QMS complies with both the ISM Code and the ISMA Code. Our offices and ships will therefore be audited against the requirements of BOTH codes; • All ships are audited in line with the ISM Code as this is a mandatory requirement; • Only selected ships are audited against ISMA requirements - this is sufficient for HSC to prove compliance; • However, we at Hanseatic firmly believe that our compliance with the ISMA Code produces a higher quality ship management service to our clients.

49. HSC 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.

50. 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)