Organisation and Responsibilities in FLEET MANAGEMENT activities

FLEET MANAGEMENT (FM)

FM organisation

• Fleet Management activities cover Classification and Statutory Certification, Systems Certification, Training, Supervision and Functional support for Units in Service.

• The organisation of FM and its role in the Fleet Management activity are shown in the following flowchart.

• The Operational Structure entities (Marine Manager, MOC’s, operational units, CD’s, RSC’s, etc.) follow a matrix organisation:

  • they are hierarchically linked to the Operational Structure management (Zone or Regional manager) for the operational or commercial matters,

  • they are functionally linked with FM concerning the quality of their services and for the support to achieve their goals.

  The Functional Management of FM to the Operational Structure is to:

  • Manage ships in service delegation process

  • Prepare and manage training and quality procedures

  • Verify and validate ships in service Surveyors qualifications

  • Manage internal and vertical audits

  • Make operational decisions and give specific instructions when necessary

  • Manage the entry and the withdrawal from class and statutory certifications

  • Monitor job reports issued by the Network

  • Manage the quality of the fleet through specific monitoring process

  • Set policy on casualties, damage and repair activities

  • Draft technical and safety instructions

  • Provide operational support to the M&O Network with respect to new technologies for ships in service inspections

• Each vessel of the Recognised Organisation (RO) Fleet is connected to a given CD and/or CS unit, which then connects the ship to a given MOC and MO. See for zones of responsibilities.

DO VP : Operations Direction Vice President

FM : Fleet Management

MO : Operational Management of Fleet Management activities

OTS : Operations Technical & Support

ENV : Environment & Verification

SAT : Systems, Audits and Training

CDR : Casualty Damage & Repairs

ONT : Offshore & New Technologies

TPP : Technical Performance & Port State Control

PAX : Passenger Vessels Department

REG : Class Register

QMC : Quality Monitoring Centre

MOC : Marine Operational Centre

MCC : Marine Customer Centre

RSC : Remote Survey Centre

SC : Survey Centre

CD : Connecting District

SSQM : Ships in Service Quality Manager

CSQM : Crews and Systems Quality Manager

CS Unit : Crew & System unit

NS operations manager : Ships in service operations manager

SYS operations manager : Crew & system operations manager

Responsibilities

Defining and supervising all services related to in-service sea-going, inland ships and floating offshore units, as assigned by the Marine & Offshore Division, namely:

• Services supervision and monitoring

• Management of FM’s human and material resources

• Quality Policy and Quality Objectives of Fleet Management activities

• New concepts, maintenance and evolution of services

• Qualification of personnel

• Keeping the network informed of the authorisations granted to MOC’s and of the operational authority limitations (authorisations)

• Maintaining close relationships with Flag Administrations on operational matters

Authorities

• Commit FM’s own departments to the performance of missions, or authorise MOC’s to carry them out to FM requirements and conditions

• Determine the extent, characteristics and processes of specific services

• Determine the qualification and training necessary for specific services and Crew & Systems

• Approve the nomination of MOC, RSC and Ships in Service Quality Managers (SSQM’s and CSQM’s)

• Certify Surveyors in compliance with the Ships in Service Surveyor Certification Scheme and Auditors/Inspectors in compliance with the Marine Management Systems Auditor and MLC Inspector Certification Schemes

• Define the operational authority limitations provided in Operational Authority Limitations

• Define the Classification and Statutory Certification management tasks entrusted to MOC’s, as per MOC authorisations (Within the limits of Operational Authorities given in the Table of Operational Authority Limitations)

• Monitor the missions entrusted to MOC’s and control the quality of services

• Assess the performance of the services delivered by the network

• Investigate internal complaints and those coming from clients, and decide or propose to Units, as necessary, pertinent corrective actions

Operational Management Department (MO)

Responsibilities

MO’s monitor Fleet Management activities of MOC’s, RSC’s and Units which are in specific geographical sectors, as defined in Untitled. MO’s also control classed ships followed up by Connecting Districts (CD’s) and CS units located in the MO zone of intervention.

• Supervise the services performed by the Operational Structure within the scope of Classification/Statutory Certification and of System certification

• Provide technical support to MOC’s, RSC’s and Units within the MO zone

• Perform internal audits (or assign auditors on their behalf) of the SSQM’s, CSQM’s, NS and SYS Operations Managers, MOC’s and RSC’s within the MO zone

• Monitor MOC’s, RSC’s and SSQM’s and the quality of services within the MO zone

• Investigate internal and external complaints

• Monitor clients’ degree of satisfaction when concerns relating to the quality of services performed are raised

Authorities

• Take technical decisions in line with the operational authority limitations (Operational Authority Limitations)

• Ensure the follow-up of missions which the MOC’s and RSC’s are authorized to carry out

• Deal with the clients’ complaints against technical decisions taken by MOC’s, RSC’s and Surveyors

• Settle internal disputes concerning the technical decisions adopted

• Supervise the Surveyor and Auditor/Inspector's certification within the scope of the Ships in Service Surveyor/Auditor/Inspector’s Certification Scheme

• Decide the onboard practical assessment of Surveyors/Auditors/Inspectors within the scope of the Ships in Service Surveyor/Auditor/Inspector’s Certification Scheme

• Perform Vertical Ship Audits (or assign auditors on their behalf) within the scope of the performed services or investigation of internal and external complaints

• Propose corrective actions for detected nonconformities, raised during external audits

• Follow-up detentions, requesting action from the Recognised Organisation (RO) operational structure

Organisation

• The MO’s are the FM contact point with the operational Structure within the scope of Ships in Service survey, audit and inspection activities

• For technical matters, the MO’s can seek advice from the Units of the Technical Management (DT)

• For damage and repair matters, the MO’s inform FM_CDR and work together with this entity for solving the issue

• The MO’s are responsible for the quality monitoring of the MOC’s, RSC’s, CD’s, Survey Centres, CS unit and ships. The related tasks may be delegated

• The MO’s shall maintain the quality records related to the quality monitoring activities

• Ships committed to a MO are those which are connected to the countries placed under its supervision. For reference see Untitled and Zones of Responsibility of inland MO and inland MOC’s.

operations technical & support (OTs)

Responsibilities regarding Operations

• Lead Fleet Management supporting departments (CDR, ONT, TPP, REG, PAX)

• Provide support and coordinate training of FM staff and of all personnel under FM supervision

Responsibilities and Authorities regarding Support

• Assist the Fleet Management Director and MO’s in the selection of and appointment of proposed SSQM’s, CSQM’s, NS / SYS Operation Managers

• Assist the MO’s in monitoring the performance of SSQM’s and CSQM’s. Participate in identification of necessary corrective/preventive actions and provide support, as and when necessary, for the implementation and effectiveness checking

• Support FM in the creation, reviews and amendment of procedures related to operations

• Work with QMC, MO’s, SSQM’s and CSQM’s to identify preventive and corrective actions needed regarding preparation, surveying, reporting, validation, monitoring, and training with the objective of improving the overall quality of delivered services

• Support the network and Operational Management (MO’s) when requested regarding technical issues or detentions

• Support technically the FM Director and Operational Management (MO’s) as necessary for the fulfilment of FM Responsibilities

CASUALTY DAMAGE & REPAIRS (CDR)

Untitled

CDR reports, provides functional technical support and expert advice to the FM Director, Operational Management and the M&O network, assisting in setting policy on casualties, damage and repair activities and drafting technical and safety instructions.

In cooperation with the M&O functional entities, CDR:

• Provides functional technical support and assistance with casualties, damages, repairs, suspected design deficiencies and proposed enhancements, by taking the lead role on behalf of the FM Director where multiple vessels/units may be affected, or by delegation of the MO in charge for a single vessel or unit. Attends ships and units as deemed necessary.

• Monitors, maintains and proposes enhancements to the Damage Information System and database.

• Maintains records of casualties and key damages and provides statistical analysis of such, on a year-by-year basis.

• Receives, analyses and cascades to the relevant departments and units, details of key damages and casualties, providing experience feedback information from damage surveys, casualty reviews and other sources, for risk assessment and mitigation, and for rule development. Formulates case studies to be rolled out to the network.

• Issues advice to the MO’s and M&O network by means of Technical Notices and Safety Circulars covering technical, safety and manufacturers’ alerts in the scope of the related procedure ‘Procedure for issuing Technical Notice and Safety Circulars’. Provides casualty alerts to the MO’s, as received from Industry Intelligence sources.

• Acts as M&O expert and primary contact for accident investigation branches of Flag Administrations and other investigating bodies, in respect of casualties and historical records investigations concerning Recognised Organisation (RO) classed vessels. Monitors investigations into key damages and casualties carried out by other bodies.

• Participates in IACS PR 02 ‘Procedure for Failure Incident Reporting and Early Warning of Serious Failure Incidents - “Early Warning Scheme - EWS”.

• Authors and maintains the related survey procedure ‘Guidelines for ship and offshore unit repairs’, assisting the FM Director in setting policy. Authors and maintains the Mini Survey Handbook(s) (Mini SH).

offshore & NEW TECHNOLOGIES (ONT)

Untitled

ONT provides functional technical support and expert advice to the FM Director, Operational Management and the M&O Offshore network.

In cooperation with the M&O functional entities, will:

• Develop and maintain the principles of classification and pertinent surveys in the Society's Offshore Rules (NR 445) Part A, Rule Notes (NR) and Information Notes (NI) as concerns offshore floating units. Part A of the Rules is developed in compliance with the related management procedure, under the coordination of DV, and in liaison with C&R_SCD where required.

• Develop and maintain necessary procedures, instructions and technical guidelines (TNS’s and PNS’s) for the M&O Offshore network, in line with the requirements of surveys requisite under Offshore Rules. For verification and validation of these documents, the document management procedure applies.

• Contribute to the development and updating of ASMS checklists for offshore floating units, in line with surveys requirements necessitated under the Offshore rules.

• In conjunction with MO’s, Development Department (DV), DTO and Offshore Technical Centres, ONT will work towards the integration of Verification and Validation Inspections and audits and Risk based inspections (RBI) within Class procedures, instructions and guidelines in the scope of NR 445 Part A, NI 567 – Risk Based Verification of Floating Offshore Units and NR 568 – Classification of Offshore Units – Risk Based Approach.

• Provide interpretations of the Offshore rules and regulations to the network in liaison with the responsible MO.

• Within Fleet Management, ONT develops and updates the Offshore Surveyor Certification scheme and Offshore Certification Grid as set out within the ships-in-service personnel qualification and certification scheme ‘Ships-in-service Personnel Qualification and Certification Scheme’.

• Provide operational support to the M&O network with respect to new technologies for ship in service inspections.

Technical performance and PORT STATE CONTROL (TPP)

Responsibilities

• Performs assessment of the classed fleet performance

• Analyses PSC detentions

• Follows-up actions further to detentions

• Manages the appeal process of RO related detentions

• Develops preventive actions

• Develops and maintains relations with major PSC Administrations

• Controls and analyses Concentrated Inspection Campaigns

• Analyses monitoring reports and issues recommendations for improvement

• Cooperates with MO’s for actions to be required on ships, companies or Surveyors

• Ensures interface with external auditors for topics related to the above responsibilities

• Maintains the TPP Connections community

Authorities

• Takes technical decisions in line with the responsibilities assigned

• Requests network (globally or by country) to implement preventive actions where required

• Decides on appeal preparation and communication with PSC

• Prepares and issues PSC detention appeal letters

• Recommends scope of training

• Prepares case studies on recurrent or interesting cases

• Delivers training

• Supports the network for action plans (e.g. detention prevention)

systems, audits and training (SAT)

Responsibilities and Authorities regarding Systems

“Systems” in this procedure refers to statutory management systems certification encompassing the requirements of the ISM Code, ISPS Code and the MLC 2006 Convention.

• Manage the implementation of IACS, IMO and ILO requirements into Systems activities

• Assist the FM Director, MO’s, MOC’s, CSQM’s, SYS Operations Managers, Auditors, Inspectors and Units for technical advice related to Systems activities

• Participate in IMO, ILO and IACS activities related to Systems (project teams, expert groups, etc.) as required

• Participate in development and improvement of IT tools applied for Systems activities (ASMS, Neptune and Qualif)

• Produce and maintain the quality documentation related to the Systems activity (PNS’s, TNS’s, etc.)

• Define and produce systems-related statistics

Non-Statutory Certification Systems

• Manage the activities related to the certification of non-statutory certification systems (Integrated ISM/ISO systems, certification of training institutes, training courses and simulators, certification of manning agencies, ISPO certification, etc.)

• Assist the network with technical advice related to non-statutory certification systems

• Produce and maintain the quality documentation related to non-statutory certification systems activity (PNS, TNS)

Responsibilities and Authorities regarding Audits

• Schedule and conduct internal audits of the MOC’s, MCC’s and Operational Units as indicated in the annual internal audit plan established and distributed by the Compliance Department (C&R_CPL). Internal audits are to be reported in NEXUS and conducted at a location and date agreed with the auditees.

• Perform internal audits of newly appointed SSQM’s, CSQM’s, NS & SYS Operations Managers, within the next calendar year of their appointment, in addition to the annual audit plan

• Conduct Vertical Contract Audits (VCA) on Surveyors or Auditors involved in a Class or RO-related detention (or other quality-related issues) within the next calendar year of the detention in addition to the annual audit plan at the request of the FM Director or MO

• Conduct Vertical Ship Audits (VSA) for NS and SYS at the request of MO or FM Director and report the result to the responsible MO

• Assist the network and MO’s as required, before and during external audits

Responsibilities and Authorities regarding Training

Training to the Network

• Perform induction training for each employee to be appointed as SSQM, DSSQM, CSQM, DCSQM, System Operation Manager and NS Operation Manager. The results of this induction are to be reported by the SAT trainer to the responsible MO with recommendations for actions required for them to be appointed to the function.

• Provide support and training to SSQM’s and CSQM’s when required or requested to improve their capability to effectively support, manage, monitor, and train their respective surveyors, auditors, and inspectors. This includes raising awareness of the methods (including monitoring, measurements, and related performance indicators) needed and used by FM to ensure the effective operation and control of our processes for the effective delivery and improvement of our services.

• Review and approve MOC/MCC Surveyor training and induction plans and perform induction training for each employee to be appointed MOC/MCC Surveyor as required to support the MOC/MCC Manager

• Work in close association with the Fleet Management Director and MO’s, to assist in the identification of any training needs and competencies to continue to deliver our services as required

Training Material and Qualif

• Maintain and update the training catalogue in Qualif

• Define and create the training modules in Qualif and connect it to the relevant surveyor qualification box in the qualification grid in Qualif

• Define the relation between the qualification and survey codes in ASMS2 and maintain them in ASMS2 and Qualif

• Define for new class notations and statutory regulations the training grid in Qualif

• Develop and review new training material, for eLearning courses and classroom training

• Conduct periodic reviews of existing training material for both eLearning courses and classroom training so that the material stays up-to-date with current rules and legislation

• Collect feedback on both eLearning courses and classroom training to improve the quality of training if required

• Support FM in the preparation of training and case studies to MOC Surveyors, NS Surveyors, Auditors, and Inspectors

• Collect, catalogue, archive and make available all training materials (presentations, videos, pictures, case studies/exercises, etc.) to trainers

Trainers and RTC’s

• Supervise the 5 RTC’s (Rotterdam, Rijeka, Singapore, Dubai, and Shanghai)

• Identify new training needs, prepare and update the training material

• Establish and distribute the Training Calendar to the network at least twice a year

• Conduct approvals and periodical monitoring of RTC’s

• Conduct approvals and periodical monitoring of trainer’s certification

Annexes to the procedure:

• Template Training Calendar

External Training

• Manage the activities related to external training

• Coordinate the activities related to development and update of external training material (presentations, documents, brochures, exercises, certificates, etc.)

• Participate in development and improvement of databases and websites related to external training activity

• Assist in the organization of external training sessions when requested by the network

• Ensure the qualification of Recognised Organisation (RO) trainers performing external training

• Manage the commercial effort expected from FM personnel to propose this product for Recognised Organisation (RO) clients

• Monitor KPI’s related to external training activity

• Produce and maintain the quality documentation related to the external training activity (PNS’s, TNS’s, etc.)

environment & verification (ENV)

Responsibilities and Authorities

• Development and maintenance of processes in compliance with GHG emissions monitoring scheme requirements (EU MRV/ETS/FuelEU, IMO DCS and UK MRV)

• Development of new and update of existing Recognised Organisation (RO) procedures related to GHG emissions monitoring activities

• Obtaining of new accreditations and maintenance of existing accreditations required for EU and UK GHG emissions monitoring schemes and providing assistance in relation to IMO DCS flag authorisations

• Development of training materials and delivery of training sessions required for qualification of GHG (EU, UK and IMO) emissions schemes verifiers and surveyors

• Providing technical assistance and coordinating development of Recognised Organisation (RO) IT tools related to GHG emissions monitoring activities

• Providing information and assistance to Recognised Organisation (RO) M&O Network and external parties in relation to GHG emissions monitoring activities (performance of training sessions, webinars and participation to GHG related forums and working groups)

• Performing tasks as per individual authorisations from Accredited Entities related to EU and UK GHG monitoring scheme activities

Passenger Vessels Department (PAX)

Responsibilities

• Compliance of Recognised Organisation (RO) Classed Passenger Ships, Ferries & Roro Passenger ships with applicable rules and regulationsControl and supervision of in-service survey/audit/inspections on passenger ships

• Availability and follow-up of up-to-date key drawings, including fire safety related drawings

• Monitoring of selected ships during occasional or periodical passenger ship safety surveys, occasional, periodical audits and inspections

• Training of Surveyors, Auditors, and Inspectors for passenger ship safety surveys, audits and inspections

• Development and updating procedures and instructions for passenger ship safety surveys, ISM audits and MLC inspections

Authorities

• Identifies ships to be monitoredReviews safety drawingsAssesses targeted shipsRequests all data deemed necessary to confirm compliance of passenger ships with regulationsValidates or selects attending Surveyors, Auditors and Inspectors for passenger ship safety surveys on selected shipsParticipates in CAC preliminary surveys, recommends, in conjunction with MO’s, class entry of existing passenger ships (CAC)Attends ships when deemed necessary or appoints a qualified Surveyor, Auditor or Inspector to represent FM_PAXParticipates in scheduled and/or unscheduled drillsMonitors surveys, audits and inspections reports and identifies training needsPrepares case studies on recurrent or interesting cases

class REGISTER (REG)

Role

In coordination with the MO, REG:

• Assist MO for notifications to IACS Secretary and Flag Administrations

• Assist MO in maintaining, updating of Recognised Organisation (RO) Register

Organisation

REG includes:

• Head of Section

• Administrative Staff

Authority

Refer to authorisations.

quality monitoring centre (Qmc)

General

The QMC is responsible for monitoring reports worldwide for both NS (Seagoing Class and Statutory) and System (ISM, ISPS and MLC) with the aim of analysing the global quality of the Services and proposing preventive and corrective actions if necessary.

The minimum percentage of jobs to be monitored is 2% of the total global number of jobs worldwide and per year.

The QMC will aim to select jobs that are representative of the activity in the various parts of the network both by ship type and by type of survey/audit/inspection.

The QMC Manager reports hierarchically to the VP Operations and reports functionally to the FM Director.

The QMC will support and work closely with the MO’s.

The QMC Manager is the single point of contact for MO’s concerning reports monitored by QMC Surveyors.

The QMC may participate in external third-party audits when required by FM Director.

Responsibilities

• Select the jobs to be monitored verifying the percentage of jobs already monitored in the concerned SC in accordance with the annual objectives set by FM Director (see General)

• Review reports including any attachments and certificates and complete the monitoring checklist for each report. If necessary, discuss with SSQM or CSQM to confirm the findings.

• List all findings for a job and inform the concerned SSQM or CSQM

• Discuss with MOC as applicable concerning any proposed corrective actions

• Escalate to MO in the case of disagreement with SSQM or CSQM or MOC

• Validate checklists when there are no findings or when actions are validated by MOC

• Ensure that each finding necessitating an answer has been completed within defined delay (the related procedure)

• Monthly reporting to FM Director, TPP Manager and MO’s including dedicated KPI’s and identification of the most common issues to propose preventive actions for quality improvement of reports. Where applicable to define and evaluate the efficiency of preventive actions.

• Ensure that QMC Surveyors can properly perform their tasks. QMC Manager shall support QMC Surveyors when questions or issues arise and prepare an annual training plan to ensure competency levels are maintained. The training plan to be approved by FM Director.

• Propose improvements to FM Director and implement improvements to tools and processes

• Continuously update technical, regulatory and procedural knowledge and attend the annual M&O seminar

Authorities

• Takes technical decisions in line with the responsibilities assigned

• Requests information from the network

• Requests implementation of corrective and preventive actions where necessary further to the monitoring findings

• Recommends scope of training for QMC Surveyors

• Delivers training on request of FM

• Supports the network for action plans

FM Auditors and internal ho auditors

FM Auditors

FM Auditors are committed to the performance, when needed, in lieu of the MO Managers, mainly of audit and supervision tasks which are part of the MO’s responsibilities, but also of training tasks or any other tasks that the FM Director can entrust them. They are appointed on a case-by-case basis by the FM Director.

Internal HO Auditors

Internal HO Auditors’ responsibilities consist in:

• Performing internal audits including risk management and control management over operations’ effectiveness in compliance with all applicable M&O procedures, at the request of MO

• Assisting MO in determining internal audit scope and developing annual audit plans

• Analyzing and evaluating quality documentation, reports, data, tools for implementation of improvements

• Supporting MO during external audits

This function is assigned upon request of MO, subject to FM Director agreement.

Marine operational Centres (MOC)

General

MOC’s represent the marine Head Office (FM) for their zones of responsibility.

MOC’s manage Classification/Statutory Certification for Units which are located in specific geographical sectors, as defined in Zones of responsibility of MO’s, MOC’s AND MCC’s.

In addition, MOC’s directly deal with classed ships followed by Connecting Districts and CS units which are linked to the MOC, as defined in Untitled.

MOC’s manage also RSC’s.

Responsibilities

1. Carry out the tasks related to the management of Classification and Statutory Certification, as authorised by FM in MOC authorisations (Within the limits of Operational Authorities given in the Table of Operational Authority Limitations), in accordance with FM procedures

2. Provide technical support to Units of the MOC zone

3. Provide technical support to Units worldwide for ships connected to the MOC

4. Provide necessary information and support to MO’s within the scope of the MOC’s missions

Authorities

1. Take technical decisions in line with the responsibilities assigned, within the limitations set out in the Operational Authority Limitations Table (Operational Authority Limitations)

2. Instruct the Units according to the Operational Authority Limitations Table (Operational Authority Limitations)

3. Ask the Units for additional information necessary to the issuance of certificates

4. Issue Classification certificates and, on behalf of Administrations, permanent Statutory certificates if not already done (NC, CAC, class reinstatement, change of flag, and other cases). In specific cases (CAC, Class re-instatement), this issuance is subject to MO instructions, as the case may be

5. Issue attestations. In specific cases, for example, attestation for sale, this issuance is subject to a former approval by the MO

Role

1. MOC’s act as liaison offices appointed by FM, within the frame of their delegation.

   The responsibility of the MOC’s covers in-service seagoing, inland ships and Offshore units activities, for clients belonging to a specific area, wherever the interventions are carried out.

   The areas are determined in Zones of responsibility of MO’s, MOC’s AND MCC’s.

   For easy reference, the correspondence table CD and associated MOC is given in Zones of responsibility of MO’s, MOC’s AND MCC’s.

2. MOC’s are responsible for the following operational tasks:

   • Issuance of instructions for surveys in case of CAC, Class Re-assignment, Change of flag (as deemed necessary), postponements, ship conversion, initial Statutory surveys, and other cases as deemed necessary (client's complaint, request from Survey Centre). For reference see MOC authorisations (Within the limits of Operational Authorities given in the Table of Operational Authority Limitations).

   • Review of survey reports for updating (if necessary) of Neptune database

   • Assistance to CD’s, CS units and SC’s for understanding of Rules, Regulations and Fleet Management procedures and instructions

   • Issuance of Class attestation

   • Issuance of definitive certificates (class renewal)

   • Approval of SOPEP/SMPEP/STS manuals

   • Liaison with LPO’s (for reference see AssociatIONS)

   • Liaison with the MO’s

   • Liaison with Flag Administrations, for operational matters through appropriate channels as set up for individual Flag Administrations

   • Issuance of service supplier certificates as provided in the related survey procedure

   • Inland MOC’s are accountable for inland vessels and tasks. In addition to the above operational tasks as far as practicable, inland MOC’s will be responsible for:

     • Issuance of Dangerous Substances List as per ADN Regulation

   • Inland MOC Rotterdam is the focal point for issuing all types of inland statutory certificates delegated by Dutch authorities, such as Certificate of Approval, Rhine or Union Certificate, Zone 2 NL certificate, etc.

3. MOC’s inform FM of their budget previsions and achievements.

Organisation

1. A Marine Operational Centre includes:

   • The MOC Manager

   • MOC Surveyors

   • Administrative staff

2. The MOC Manager supervises all affairs within their MOC and bears the responsibility for all duties committed to the MOC and is the MOC interlocutor vis-à-vis FM.

3. MOC Surveyors ensure functions stated in Paragraph Authorities hereabove. They participate in other activities as requested by the MOC Manager.

4. The administrative staff ensures the handling of correspondence, typing, filing, circulation of documents, data processing.

marine customer centres (mcc)

Organisation

MOC’s can delegate part of their tasks to an affiliated Marine Customer Centre (MCC) to handle activities related to a specific CD.

This delegation of authority is granted on a case-by-case basis and formalised in the this procedure attached file.

MOC’s are responsible for the work performed by their respective MCC’s and shall monitor them every 3 years through an audit.

The overall MOC quality will be controlled by DO_FM through an audit, as per the related procedure.

The list of MCC’s are described in Untitled.

Remote survey centres

General

RSC’s manage administrative jobs and remote surveys activities as defined in the planned inspection programme and the related procedure on classed ships followed by Connecting Districts which are linked to its MOC (or its MCC), as defined in Untitled.

The RSC is in the same office as it’s MOC (or MCC).

Organization

RSC staff are designated by the Zone Operational Management, subject to DO_FM Director agreement.

RSC staff are composed of an RSC Manager and RSC Surveyors including NS Operations Manager and SSQM in the remote survey process (see Note 1).

The RSC Manager is either a MOC Manager or one of their MOC technical staff (in case of an RSC located in an MCC, the process should be controlled by its MOC).

The RSC Surveyor can be either:

• RSC Surveyor with MOC profile: MOC Surveyor to execute the administrative jobs as defined in the planned inspection programme

• RSC Surveyor with NS Remote Surveyor profile: NS Surveyor designated by the Zone Operational Management and granted with the role of “Remote Surveyor” in Qualif

Note 1 : The NS Operations Manager will assign the RSC Surveyors (NS Remote Surveyor profile) for the execution of the remote survey and the SSQM will control the quality of the remote survey execution.

Note 2: RSC Surveyor qualification is defined in the ships-in-service personnel qualification and certification scheme.

Responsibilities

The RSC is responsible for (refer also to the related procedure):

• Checking the eligibility of the request for administrative job or remote survey

• Ensuring with the manager/owner that a 2-way visual and audible communication mean (e.g. smart glasses, webcams, mobile apps, ...) is available

• Assigning the administrative jobs to RSC Surveyor

• Instructing NS Operations Manager to plan and book the slot and assign the RSC Surveyor in case of remote surveys

• Providing technical support to RSC Surveyors

• Transferring remote survey request to another RSC when ship is in another time zone

• Providing necessary information and support to MO’s within the scope of the RSC’s missions

Authorities

• Deciding whether a remote survey is eligible or not

• Declining administrative job or remote survey whenever they deem the necessary conditions are not met

Operational Units

Responsibilities

The Operational Unit, or Unit, may be a Branch Office, a geographical subsidiary, a region/country or part thereof, as derived from the Society’s Operational Structure. Most of the time, this designates the organization which oversees one or more CD’s, CS units, and one or more SC’s and CS offices.

• Maintain and manage the resources in adequacy with the performance of services

• Manage the allocation of Surveyors, Auditors and Inspectors to jobs

• Manage the profitability and development of activities

• Provide necessary information and technical support to FM Departments and MOC’s concerning their missions

• Liaise with the CD, CS unit of passing vessels and MOC with respect to survey issues which cannot be dealt with locally

• Liaise and maintain proactive relationships and coordination with national Flag and PSC Administrations, see Port State Control (PSC) Coordinator

Authorities

The Unit shall nominate Ships in Service Quality Managers (SSQM) and Crew and System Quality Managers (CSQM) and define their geographical sectors. These nominations are subject to validation by FM.

The Unit shall define the amount of time the SSQM and CSQM should spend on chargeable activities dependent on workload and maintain their own practical competence level.

Port State Control (PSC) Coordinator

Each Survey Centre and Connecting District shall appoint a person(s) as PSC Coordinator. The PSC Coordinator function shall be clearly identified and documented in the organisation chart and local procedures. The PSC Coordinator(s) shall be registered in Qualif and the PSC Coordination tool.

The PSC Coordinator function shall have two (2) areas of responsibility:

1. To act as a liaison and contact point for the local/regional Port State Control Office.

This should include visits between Recognised Organisation (RO) and the local/regional Port State Control Office to promote relationships between the operational staff/surveyors who may be required to cooperate in the field, such as PSC inspections occurring during a Recognised Organisation (RO) intervention, or when a vessel has, or may be detained.

All efforts should be made to promote a level of trust in Recognised Organisation (RO) by PSC and to be seen to be proactive during and following detentions. The PSC Coordinator should try to use this trust to encourage PSC officers to call the Society before detaining a vessel and allow the situation to be handled by Recognised Organisation (RO) without the need for detaining the vessel.

All visits, discussions, and interventions between the PSC Coordinator, or by a Surveyor acting on behalf of the PSC Coordinator shall be recorded in the PSC Coordination tool.

2. To support the CD Fleet contact and/or CS Unit contact in the follow-up of PSC detentions of connected vessels.

The PSC Coordinator should assist the CD Fleet contact and/or CS Unit contact in both proactive and reactive measures relating to PSC inspections on connected vessels. This may involve the provision of training and guidance in the actions to be taken following a PSC Detention. Actions proposed from both a maintenance/operation and a systems perspective following a PSC Detention are to be followed up and the implementation and effectiveness verified. This may be through reviews of records/reports, meetings with the vessel managers, or arranging follow-up visits to the vessel(s). The provision of training for clients shall be recorded in the Training Solutions tool.

Connecting Districts (CD) and crew & systems units (CS unit)

Responsibilities

CD’s and CS units are offices located in units which are committed to maintaining privileged relations with existing and potential ship Owners/Managers located within the Unit's intervention zone. Each Unit shall undertake the tasks relevant to the proper follow up of the connected ships, such as:

• Filtering and selecting potential class entries or ISM contracts in accordance with the Quality Plan, before proposal to FM

• Providing support in the administration of class entries and communication with the client

• Dealing with survey or audit requests pertaining to connected vessels

• Acting as a technical liaison with the client with respect to survey issues, as required

• Exercising technical monitoring of the quality of the connected ships and operators and reporting to FM as required

• Providing the clients with the required information and support pertaining to survey scheduling, survey preparation and pre-planning and implementation of class requirements, such as:

  • Liaising with the client to ensure the follow-up of the class, statutory and system certification of the fleet connected to them

  • Liaising with clients to ensure the follow-up of PR17’s issued to ships connected to them

  • Liaising with clients to ensure the follow-up of detentions

  • Liaising with the client for the preparation of the ESP survey plan (for ESP ships)

  • Liaising with MOC, LPO and clients, to ensure the availability of the hot spot map, and it’s updating when required (for ships with VeristarHULL or STAR HULL notations)

• Undertaking commercial actions towards existing and potential clients located in their zones

• Preparing and managing the connected contracts, considering the possible existence of parent contracts worldwide

• Ensuring collection of invoices issued by all Units of the Society to clients in the Unit's zone

• Following up and taking required actions to meet the KPI’s and quality objectives assigned by FM to the CD and CS unit, specifically the follow-up of detentions

Authorities

The Unit shall act as Recognised Organisation (RO) interlocutor vis-à-vis the clients in their zones.

Local Administrator

A Local Administrator refers to any employee recognized as participating in the office’s administrative management.

This function is assigned upon the request of the NS / System Operations Manager, subject to MO agreement.

NS/SYS Planner

The NS/SYS Planner:

• Is responsible for survey and audit planning and job assignment in cooperation with NS/SYS Operations Manager, through the corresponding scheduling tool

• Monitors the KPI’s dedicated to planning tasks under supervision of NS/SYS Operations Manager

This function is assigned upon request of NS/SYS Operations Manager, subject to MO agreement.

ships in service quality managers (SSQM), CREW & systems quality managers (CSQM)

Ships in Service Quality Manager (SSQM) Definition

An SSQM is committed to continuous improvement of the quality of the service delivered to clients by ensuring that Surveyors under their control are providing reports of the required standard in line with applicable requirements and procedures and by raising and maintaining the expertise of the Surveyors and their knowledge of relevant Rules and Regulations.

An SSQM is committed to control one or several Surveyors, over a specific geographical sector as defined in the Qualif table “SSQM’s and areas under their supervision”.

SSQM’s will have one or two delegates. Delegate SSQM’s must be validated by the applicable MO.

In exceptional circumstances, where the number of surveys conducted and workload is too large for a single SSQM, enhanced delegation may be granted to a Delegate SSQM. This will be subject to MO agreement and the extent of delegation shall be documented in a local procedure.

SSQM shall provide an annual analysis, which is to be included in the unit management review.

SSQM Responsibility

Report Validation

Review reports submitted by Surveyors including any attachments and certificates or documents either issued or endorsed. Validate reports according to applicable requirements.

Review and validate CAC preliminary reports before CAC and validate reports after CAC.

Ensure reporting meets the defined KPI’s.

Follow up KPI’s regarding survey reporting and take corrective actions where necessary for improvement.

Activity Monitoring

The SSQM shall ensure that activity monitoring of each Surveyor is conducted as defined and as required by FM procedures. Monitoring shall cover the full scope of surveys including survey preparation, opening meeting, execution, issuance and endorsement of certificates and reporting. The periodicity of activity monitoring is defined in the monitoring of quality of services procedure and conditions defined in the related procedure.

Monitoring should be carried out during periodical surveys representative of the Surveyor’s qualifications. The time devoted for the monitoring of on-board surveys should be the necessary time devoted for each survey, or at least half a day if the survey extends over several days. Only a single Surveyor can be monitored on a particular job.

Provide a detailed report to each Surveyor and to their line manager following every activity monitoring and make the necessary record in Qualif.

Prepare and follow up an annual monitoring plan for all Surveyors for which they are responsible.

Perform a quarterly review of Surveyor monitoring reports and identify any training needs.

Training

Identify the training needs of each Surveyor under their responsibility and prepare and follow up a training plan for each Surveyor.

Develop local training or adapt training material in coordination with HO. Specific training material should be validated by HO.

Develop and present case studies to all Surveyors coming from report validation, activity monitoring and MOC, QMC, MO comments.

Training should be provided to Surveyors in the most suitable way e.g. classroom, webinar etc.

Ensure that regulatory watch information coming from HO or MOC is cascaded to all Surveyors and understood.

Track KPI’s to ensure Surveyors attend training and provide analysis to their reporting line and HO to ensure training is effective.

Other responsibilities

Provide technical support to Surveyors. SSQM should be the first point of contact for Surveyors when they have questions, related to a survey or not, and strive to provide answers as soon as possible. The SSQM should only escalate the question to MOC in case of lack of sufficient technical expertise or in case of lack of authority to answer directly.

Support CD’s, NS Operations Managers, MOC’s, and HO when requested for any subject related to their activity, in particular: flag state requests, detention cases, additional survey requests and external audit issues.

Ensure continuous improvement in quality of services in coordination with HO, such as:

• Inform MO about any recurrent issue concerning Surveyors which may result in additional measures such as increased monitoring or suspension of a Surveyor’s qualification

• Cooperate with MOC and HO for continuous improvement

• Maintain their own technical and regulatory knowledge up to date and undergo training as defined by FM, particularly the annual ships-in-service seminar

• SSQM is to be audited by MO at least once every 3 years

Additional tasks requiring contribution from SSQM

Qualification monitoring

• Support the NS Operations Manager in making sure that each Surveyor has adequate qualifications based on competency and local needs

• Ensure that the pre-requisites for upgrading Surveyor’s qualifications are satisfied before initiating the request in Qualif

PMP

• The SSQM should be consulted and support the NS Operations Manager or Surveyor’s N+1 as appropriate in the preparation of the PMP of the Surveyor.

Technical support to clients, authorities, third parties

• Support CD’s, NS Operations Managers, MOC’s and MO by answering client and authorities’ questions both for issues related to surveys and non-survey issues

Third party training

• The SSQM should support CD’s, NS Operations Managers or MOC’s by helping with the training of clients, authorities and third parties. (Which may include preparation of material and/or delivery of training).

Execution of complex surveys

• The SSQM is authorised to perform surveys only in exceptional cases for complex or sensitive surveys.

Crew and Systems Quality Manager (CSQM) Definition

A CSQM is committed to continuous improvement of the quality of the service delivered to clients by ensuring that Auditors/Inspectors under their control are providing reports of the required standard in line with applicable requirements and procedures and by raising and maintaining the expertise of the Auditors/Inspectors and their knowledge of relevant Rules and Regulations.

A CSQM is committed to control one or several Auditors/Inspectors, over a specific geographical sector as defined in the Qualif table “CSQM’s and areas under their supervision”.

CSQM’s will have one or two delegates. Delegate CSQM’s must be validated by the applicable MO.

In exceptional circumstances, where the number of audits/inspections conducted and workload is too large for a single CSQM, enhanced delegation may be granted to a Delegate CSQM. This will be subject to MO agreement and the extent of delegation shall be documented in a local procedure.

CSQM shall provide an annual analysis, which is to be included in the unit management review.

CSQM Responsibility

Report Validation

Review reports submitted by Auditors/Inspectors including any attachments and certificates or documents either issued or endorsed. Validate reports according to applicable requirements.

Ensure reporting meets the defined KPI’s.

Follow up KPI’s regarding survey reporting and take corrective actions where necessary for improvement.

Activity Monitoring

The CSQM shall ensure that activity monitoring of each Auditor/Inspector is conducted as defined and as required by FM procedures. Monitoring shall cover the full scope of the audit/inspection including survey preparation, opening meeting, execution, issuance and endorsement of certificates and reporting. The periodicity of activity monitoring is defined in the monitoring of quality of services procedure and conditions defined in the related procedure.

Monitoring should be carried out on one ISM, ISPS audit or MLC inspection.

Provide a detailed report to each Auditor/Inspector and to their line manager following every activity monitoring and make the necessary record in Qualif.

Prepare and follow up an annual monitoring plan for all Auditors/Inspectors for which they are responsible.

Perform a quarterly review of Auditor/Inspector monitoring reports and identify any training needs.

Training

Identify the training needs of each Auditor/Inspector under their responsibility and prepare and follow up a training plan for each Auditor/Inspector.

Develop local training or adapt training material in coordination with HO. Specific training material should be validated by HO.

Develop and present case studies to all Auditors/Inspectors coming from report validation, activity monitoring and MOC, QMC, MO comments.

Training should be provided to Auditors/Inspectors in the most suitable way e.g. classroom, webinar etc.

Ensure that regulatory watch information coming from HO or MOC is cascaded to all Auditors/Inspectors and understood.

Track KPI’s to ensure Auditors/Inspectors attend training and provide analysis to their reporting line and HO to ensure training is effective.

Other responsibilities

Provide technical support to Auditors/Inspectors. CSQM should be the first point of contact for Auditors/Inspectors when they have questions, related to an intervention or not, and strive to provide answers as soon as possible. The CSQM should only escalate the question to MOC in case of lack of sufficient technical expertise or in case of lack of authority to answer directly.

Support the CD, CS unit, SYS operations manager, MOC and HO when requested for any subject related to their activity, in particular: flag state requests, detention cases, additional survey requests and external audit issues.

Ensure continuous improvement in quality of services in coordination with HO, such as:

• Inform MO about any recurrent issue concerning Auditors/Inspectors which may result in additional measures such as increased monitoring or suspension of an Auditor/Inspector’s qualification

• Cooperate with MOC and HO for continuous improvement

• Maintain their own technical and regulatory knowledge up to date and undergo training as defined by FM, particularly the annual ships-in-service seminar

• CSQM is to be audited by MO at least once every 3 years

Additional tasks requiring contribution from CSQM

Qualification monitoring

• Support the SYS Operations Manager in making sure that each Auditor/Inspector has adequate qualifications based on competency and local needs

• Ensure that the pre-requisites for upgrading Auditor/Inspector’s qualifications are satisfied before initiating the request in Qualif

PMP

• The CSQM should be consulted and support the SYS Operations Manager or Auditor/Inspector’s N+1 as appropriate in the preparation of the PMP of the Auditor/Inspector.

Technical support to clients, authorities, third parties.

• Support CD, CS unit, SYS Operations Manager, MOC and MO by answering client and authorities’ questions both for issues related to audits or inspections or other issues

Third party training

• The CSQM should support CD, CS unit, SYS Operations Manager or MOC by helping with the training of clients, authorities and third parties. (Which may include preparation of material and/or delivery of training).

Execution of complex audits/inspections

• The CSQM is authorised to perform audits/inspections only in exceptional cases for complex or sensitive audits/inspections.

Ships in Service OPERATIONS MANAGEMENT

Responsibilities

Units are responsible for the management of ships in service operations. A Ships-in-Service Operations Manager (NS Operations Manager) may be a unit manager, or a person assigned to control one or several Surveyors, over a specific geographical sector.

A Surveyor having a recorded appropriate certification to each specific survey should be appointed to every survey.

In case of ESP ships, 15 years old and over, and above 20,000 dwt, for Intermediate and Class renewal hull surveys, and in the execution of the hull intermediate survey, between 10 and 15 years of age, of cape-size bulk carriers (i.e 100,000 dwt and over), of single side skin construction, two Surveyors shall be exclusive Surveyors, certified to the applicable requirements of the ships-in-service personnel qualification and certification scheme, without exception.

Attention is also drawn to the fact that Statutory surveys, onboard ships subject to the SOLAS, MARPOL and Load Lines Conventions, must be carried out by exclusive Surveyors, certified to the applicable requirements of the ships-in-service personnel qualification and certification scheme, without exception.

The responsibilities of an NS Operations Manager are to include:

• Managing consistency between the team of Surveyors (number, qualifications, availability, etc.) and requests for services

• Informing the Country Manager (Chief Executive) and FM of difficulties encountered relating to the consistency between the Surveyors and the requested services and request necessary corrective actions

Management Support

Management Support’s responsibilities consist in:

• Processing the various data concerning customers, quality and/or ship and company performances at Country/Geographical Area/Zone level to support corresponding CD fleet contacts, CS unit contacts and NS / System Operations Managers

• This function is assigned upon request of Country/Geographical Area/Zone Marine Manager (Chief Executive) or Director of Operations, subject to MO agreement.

SHIPS IN SERVICE SURVEYORS

General

A Ships in Service Surveyor is an expert acting in the Fleet Management Classification and Statutory Certification activities as defined in the Ships in Service Surveyor Certification Scheme. They are always under the supervision of an SSQM (Ships in Service Quality Manager).

• Carry out surveys, draw up and send relevant reports to the SSQM, in compliance with the FM and inland specific procedures

• Assess the conditions necessary for carrying out surveys to the expected quality level, against their own abilities, availability and the conditions on board

• Surveyors should request advice from their SSQM on any questions they deem beyond their abilities,

• Ensure the quality of their services

• Provide information and support necessary to CD’s, NS Operations Managers, SSQM’s, MOC’s and MO’s concerning missions involving them

Authorities

• Surveyors carry out the surveys they are qualified for as defined in their valid Ships in Service Surveyor Certificate,

• Surveyors may decline a survey whenever they deem the necessary conditions are not met,

• Take technical decisions on board, within the limitations of Surveyor responsibilities, as set out in the Operational Authority Limitations Table (for reference see Operational Authority Limitations)

• Issue their own reports

• Issue certificates and attestations. Attestations are issued upon agreement of MO (Sale, damage) or MOC (all others).

CREW AND SYSTEMS AUDITORS

General

A Marine Management Systems Auditor (MMSA) is an expert acting in the Management Systems Certification activities as defined in the related TNS’s (0034 and 0044). Auditor qualification shall follow the requirements under the the surveyor qualification procedure.An Auditor is always under the supervision of a CSQM (Crew and Systems Quality Manager) or Delegate CSQM.

Responsibilities

Ref the ISM audits process - 2.3 and the related survey procedure - 2.2.

SIGNATURES OF CERTIFICATES AND ATTESTATIONS - PRINCIPLES

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• As stated in Authorities above, all Surveyors are authorised to issue and sign, "by order of the Secretary", certificates and certain types of attestations as stated in relevant TNS’s. The type of certificate to be issued is defined in the general administrative instructions and the related survey procedure. See also MOC authorisations (Within the limits of Operational Authorities given in the Table of Operational Authority Limitations).

• Attestations are issued only upon agreement of the MO (Sale, damage) or MOC (all others).

• The list of Secretaries is indicated in the Marine Directory.

• At the level of a country, as concerns the certificates and attestations that Units within the country are authorised to issue in compliance with relevant TNS’s, the Marine Manager (Chief Executive) is, de facto, given the delegation for signing these certificates and attestations.

• The Marine Manager (Chief Executive) has the possibility of sub-delegating these signatures to well identified staff members. The list of sub-delegates for each type of Unit (MOC, TLO) or activity (Classification, Statutory in general, ISM Code, ISPS Code, MLC ...) shall be sent to FM any time there is a change therein.

Appendix — Zones of responsibility of MO’s, MOC’s AND MCC’s

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Marine Operational Centres:

MOC Middle East

Istanbul (ITB)

MOC Far East

Singapore (CSG)

MOC South West Europe & Africa

Paris (CPA)

MOC Americas

Port Everglades (CMI)

MOC North European Zone

Rotterdam (CRO)

MOC South East Europe, Black Sea & Adriatic

Piraeus (CPI)

Zones of Responsibility of inland MO and inland MOC’s

FM_INL is the inland MO which has functional links with 2 inland MOC’s, namely Inland Marine Operational Centre South Europe & Africa and Inland Marine Operational Centre North European Zone. Inland MOC North European Zone manages vessels flying Dutch flag and vessels connected to CD Rotterdam and Groningen regardless of flag. Inland MOC South Europe & Africa manages vessels with flag or CD’s different than those of Inland MOC North European Zone.

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Appendix — authorisations

MOC authorisations (Within the limits of Operational Authorities given in the Table of Operational Authority Limitations)

(1) Class Attestations as pre-formatted in the related survey procedure

Operational Authority Limitations

This Annex applies to ship's Classification and Statutory Certification. For System Certification continuity, refer to the ISM audits process & 0044.

For reference see the attached file: “this procedure Operational Authority Limitations.pdf”.

Appendix — AssociatIONS

Associations between MOC and LPO

In connection with Classifications after Construction, Class Re-assignments and Specific Studies requested by clients, the documents for LPO review are sent by the in-charge MOC to one associated LPO, as shown in the Table hereunder, whatever could be its technical delegations.

The associated LPO will communicate with other LPO’s or DA as concerns documents which could not be examined locally (foreign language, restricted delegation, ...) of for any other reasons specific to the case and will centralise the answers to the associated MOC.

Associations between MOC and RSC