RO - Management of RO activities

Scope

Untitled

RO activities group together all activities related to:

• Conformity assessment of materials and components intended for ships and offshore units in compliance with relevant requirements (Classification Rules, International or National Regulations, EU Directive on Marine Equipment (MED), EU ROs scheme for Mutual Recognition of Type Approval called EU ROs MR TA, UK regulations on Marine Equipment, etc...), and additional services complying with customer's specification.

• Assessment of companies in accordance with relevant requirements (Classification Rules, International or National Regulations, EU Directive on Marine Equipment, EU ROs MR TA scheme etc).

organisation and responsibilities

General

Reference is made to the related management procedure for general organisation and operating of Marine and Offshore. The RO general organisation is shown in Fig 1.

A MPA Unit is an entity comprising MPA approval managers and MPA approval surveyors to process the technical review of documentation for product type approvals initiated by RO local offices. The list of MPA Units and actors is maintained in VPM.

The MPA approval manager is in charge of the assignment of task to the approval surveyor and check the Recognised Organisation (RO) document written by the approval surveyor. An approval manager is either the technical manager of a group (called MPA Unit) or a person designated for this role in a MPA Unit.

The MPA approval surveyor is in charge of the review of the documentation against the applicable requirements, the assistance to RO surveyors in their technical area and the writing of the Recognised Organisation (RO) document (like type approval certificates, EC type-examination certificates, etc.).

All the responsibilities (RO local manager/RO surveyor/MPA approval manager/MPA approval surveyor) within the Type Approval process are not to be managed by a unique member staff

Responsibilities and authorities within Operations Management (DO)

Head Office - Operations Management - Department EMC

The detailed responsibilities and authorities of DO-EMC are described in the EMC department organisation procedure.

Responsibilities and authorities within Design Assessment department (DA) and LPOs

Design Assessment

Where certification process requires a design assessment, this step is processed by the Design Assessment teams within the Marine and Offshore (Head Office teams in DA, or LPOs) according to the applicable procedures and instructions.

MPA Unit - Technical review

The technical teams of Technical Management and Offshore Technical Management are acting as MPA Unit when they are involved in the technical review of documentation within type approval process monitored by DO-EMC.

Responsibilities and authorities within the Local Operational Network

Local operational management

The operational management manages, organizes and monitors the performance of RO services in accordance with the relevant MPG's, PTE's, TTE's and local procedures and instructions if any.

Local MPA Unit

When the MPA Unit is an entity of the operational network (typically may be part of a Local Plan Office).

Missions of MPA units are the following :

a) Design review conformity assessment for Type Approvals

Meeting the KPI's and ensuring sufficient level of client satisfaction.

b) Dealing with the undesirable situations

Participate to task groups when anomalies, defaults, improper conducts, non conformances are detected.

c) Reinforce Recognised Organisation (RO) M&O customer relationship with major manufacturers on strategic topics

Customer visits on their premises in order to collect their needs and get new demands,

Know who are the biggest customers and what their needs/expectations are, help improving customer relationship and developing RO Activity.

d) Participate actively in the maintenance and development of Recognised Organisation (RO) Rules related to the equipment

together with DV teams in order to exchange and suggest Rules improvements,

If some missing parts are identified on certain equipment MPA Unit is in charge, it is a must to at least notifiy DV department, justify the approach and even provide proposition/suggestion of modifications.

e) Participate actively in the elaboration of trainings for the network of RO surveyors

Collaborate with EMC department and IT team to support updates of trainings.

RO local manager (or RO lead surveyor)

The RO local manager/lead surveyor is appointed by the operational management to supervise the RO activities of a given geographical zone.

The RO Manager is to be validated by EMC considering the following criteria: experience, surveyors & auditors qualifications and specific induction course is to be passed.

For his geographical zone, the RO local manager/lead surveyor is in charge of:

• the monitoring of the quality of services performed by the surveyors and auditors

• the organisation of the contract review, the assignment of surveys and audits to adequately qualified personnel, the adequate reporting and invoicing

• the final signature (electronically) of contractual deliveries to clients for marine product approvals and companies recognition, which may be delegated to surveyors or auditors

• the processing of complaints and claims as agreed with the country management, in liaison with DO-EMC as necessary

• the technical and procedural support to RO surveyors and auditors, the assistance to NC and NS surveyors as far as RO is concerned

• the management of the qualification/certification scheme of the RO surveyors and auditors including the activity monitoring for the maintenance of the qualifications

• the report monitoring

• the rolling-out of the RO seminar

• the training plan for RO personnel

• the participation to the organization, execution and analysis of the customer satisfaction evaluation plan related to RO activities as agreed with the country management

• the participation to the recruitment plan and process as agreed with the country management

• the maintenance of the local procedure for RO as agreed with the country management

• participate to management review referred to in the related management procedure §2.2 and ensure that input datas include the feed back on the impartiality of RO activities.

The RO local manager/lead surveyor may delegate some actions above mentioned which remains under his responsibility. Attached Deputy RO local manager’s duties template is to be used and transmitted to DO-EMC.

The RO local manager/lead surveyor is the operational contact of DO-EMC for actions related to RO activity.

RO surveyor and auditor

The RO surveyor or auditor carries out the assigned RO services within the scope of his qualification, takes technical decision to attest compliance, requests advice to his RO lead surveyor/manager on any questions he deems beyond his responsibilities or his technical capabilities, collects the necessary evidences of compliance, signs and issues the relevant Recognised Organisation (RO) documents (certificates, reports).

RO administrative

Administrative activity is organized according to local needs and typically includes :

• the assistance to RO lead surveyor/manager for the coordination of RO activity;

• the assistance to RO surveyors and auditors for the performance of RO services.

Deputy RO local manager / lead surveyor

The RO local manager / lead surveyor may designate ‘Deputy RO local manager / lead surveyor’ for actions related to RO activity; the actions delegated to the Deputy RO local manager / lead surveyor remain under the responsibility of the RO local manager / lead surveyor.

Designation of ‘Deputy RO local manager / lead surveyor’ is subject to the approval of the operational management and DO-EMC.

Deputy activity is organized and recorded according to local needs and typically includes :

• The assistance to RO local manager / lead surveyor for the coordination of RO activity;

• The assistance to RO surveyors and auditors for the performance of RO services.

The deputy RO local manager/lead surveyor is also to pass specific induction course.

Contract and performance of services

Request for service

Reference is made to the related management procedure.The request for service is to be in writing in general on a Recognised Organisation (RO) form filled in by the applicant as per relevant TTE.The request is to give the following details:

• the identification of the applicant (name, address, contact, phone)

• the type of service and the reference documents (Classification Rules, EU directive on marine equipment (MED), EU ROs MR TA scheme, UK Regulations on marine equipment, other standards or specifications)

• all necessary details about the product and the service requested;

Review of requests, application forms and contract

Reference is made to the related management procedure.

The review of the requests, application forms and contracts is made at the local office level.

The review shall ensure that the requested service may be carried out by Recognised Organisation (RO). The availability of qualified RO surveyor or RO auditor for the requested service is to be verified by the local office.

The review can be recorded directly on the application form using a local stamp or by any other mean such as MyChronos IT Tool and Veristar Equipment enabling sufficient traceability of staff having performed the task.

Review of requests and application forms may be delegated at local office level to administrative staff (typically for repetitive inspection of materials and equipment). Authorized administrative staff shall be identified using the form given in attached documents or an equivalent local document.

The contractual conditions are to be agreed with the applicant in a contract or an equivalent document accepted by both parties. In all cases it will be stated that the Recognised Organisation (RO) services are carried out in within the scope of the Marine and Offshore General Conditions which are to be part of the contract and accepted by the applicant.

Where Marine and Offshore General Conditions are not accepted by the applicant, Head Office is to be consulted.

Performance of services

The RO surveyor or auditor appointed by the operational management is to have adequate qualification for the service to be performed and certification in accordance with the relevant procedures.A job number is to be allocated for any further reference.The service is carried out in accordance with the relevant MPG's, PTE's, TTE's, local procedures and instructions if any, and any specific procedure which may be necessary for some special projects.

For each activity, the rotation of surveyors and auditors (avoiding that the same surveyor-auditor attend always to the same manufacturer) is compulsory unless the size of the concerned country team does not allow for it ( teams of less than 2 surveyors or auditors).The survey centers will be allowed to call for exemptions to EMC Department for a limited number of cases and for good reasons, like a qualification issue for example.For small teams (less than 2 surveyors or auditors):

• the relevant RO local manager or the MPA Unit manager is to exercise a specific vigilance on the robustness and integrity of relevant reports at the time of the performance of the inspection/audit reports monitoring

• the concerned surveyors/auditors activity monitorings, which takes place every second year, are to be performed by a qualified surveyor/auditor upon specific EMC agreement.

Records and issuance of documents

The documentation necessary to demonstrate that the requirements have been satisfied for the service performed is to be collected by the RO surveyor and filed by the local office in a way traceable to the job number allocated.The relevant documents (report, certificate) are to be issued by the local office using the tools made available and in a way traceable to the job number allocated.

Digital applications and IT tools for RO activity

General

A set of digital electronic tools has been developed and made available for the specific needs of Marine and Offshore to manage and report the services related to the RO activity.

Tools

The tools based on Web System :

• Qualif Database to manage marine personnel’s qualifications and certifications

• Quality documentation Database to manage quality documents

• Veristar Equipment, a digital collaborative platform for clients in order to manage in a digital manner the requests for product certification, applications for type approval and company recognition certification or any type of services related to RO activity

• MyChronos to schedule surveyors attendance for jobs requested

• SM2 to invoice jobs performed,

• Project Management on www.veristarpm.com which includes following modules :

  • Veristar New Building VNB to manage product certifications or attestations based on survey atworks,

  • Marine Product Approval MPA to manage product approval certifications (like type approval certificates),

  • Welding consumables to manage type approval certificates of welding consumables,

  • Companies Recognition to manage recognition certificates (Mode II and Mode I), MED Quality system approvals, UK Quality system approvals and EU MR TA Production Quality Assessment.

Access to VPM for internal users

The access to VPM is requested by the local office to VPM support team using VPMSupportMail.The VPM support team team verifies that the surveyor's qualification is in accordance with the application made.The VPM support team gives the access and profiles.The operational management has to inform VPM support team using VPMSupportMail when a Surveyor leaves Recognised Organisation (RO) in order to desactivate the access of the Surveyor.

Access to VPM for external users

The access to VPM is to be requested by the local office to VPM support team using VPMSupportMail who will give the necessary instructions and the access and profiles depending on the tool's modules concerned.

Access to Veristar Equipment for internal users

The access to Veristar Equipment is requested by the local office to Veristar Equipment support team (digital office) using VeriSTAREquipmentsupport@bureauveritas.com.The Veristar Equipment support team gives the access and profiles.The operational management has to inform Veristar Equipment support team using VeriSTAREquipmentsupport@bureauveritas.com when a Surveyor leaves Recognised Organisation (RO) in order to deactivate the access of the Surveyor.

Access to Veristar Equipment for external users

The access to Veristar Equipment is to be requested to Veristar Equipment support team (digital office) using VeriSTAREquipmentsupport@bureauveritas.com.For the first user or the user profile granted administrative rights on the company account, identification of the requester is to be confirmed by the RO local office prior to provide access.The access and profiles of additional users can be granted by the company account manager having administrative rights for the Veristar Equipment company account using the interface dedicated to user’s access management (activation and deactivation of user’s access to company account is under its responsibility).

Management of stamps

Soft stamp

Purchase, dispatch, maintenance and storage of soft stamps

The model of soft stamp is given in Annex A1.Each office has to identify the person(s) responsible for the purchase, dispatch, maintenance and storage of the soft stamps used by the Surveyors, and the corresponding appropriate records.

Use of the soft stamp

The soft stamp or rubber stamp is affixed on a document to mark an information related to a service.The use of the soft stamp on documents issued by Recognised Organisation (RO) is not limited.The use of the soft stamp on external documents (reports issued by manufacturers, specifications etc.) should be restricted to the minimum. In that case, the following typical information is to be added :

• date of stamping,

• reference to the Recognised Organisation (RO) document, Recognised Organisation (RO) job number or Recognised Organisation (RO) contract which is related to the document stamped, as relevant,

• meaning of the stamp like : Noted, Reviewed, Witnessed.

• stamps may be affixed on documents by using Recognised Organisation (RO) Approbat tool

Hard stamp

Purchase, dispatch, maintenance and storage of hard stamps

The model of hard stamp is given in Annex A1.The hard stamps shown in CV and Recognised Organisation (RO) are purchased by the local office to local suppliers or Amtrust.

The hard stamp shown in Works is supplied by DO-EMC upon request of the local office.

Each office has to identify the person(s) responsible for the purchase, dispatch, maintenance and storage of the hard stamps used by the Surveyors, and the corresponding appropriate records.

Use of the hard stamps

The hard stamps are used to affix a Recognised Organisation (RO) mark on metallic components as required by the relevant Rules.�The Recognised Organisation (RO) mark is to be affixed together with an identification number allowing to trace the mark affixed to the service performed by Recognised Organisation (RO).��The hard stamps� and and � are to be used in accordance with the requirements of the Recognised Organisation (RO) Classification Rules which define the meaning of these stamps. The hard stamp can be used for other missions than those within the scope of Recognised Organisation (RO) Classification Rules provided that the identification affixed on the component is allowing to trace the document issued by Recognised Organisation (RO) as a conclusion of the service provided.

Complaints and legal claims

Untitled

Reference is made to the complaints management procedure.

Activity monitoring

Untitled

Each RO surveyor, RO auditor and MPA approval surveyor is to be monitored once every other calendar year in accordance with the monitoring of quality of services procedure and the network activities qualification procedure.

The activity monitoring of RO surveyor or RO auditor consists in a field supervision by an assessor during performance of a job.

New RO surveyors, RO auditors and MPA approval surveyors have to be monitored within one (1) year of the initial validation of their qualification.

Nota : if the qualification was validated on 20 June 2026, monitoring will be due before 20 June 2027.

Report monitoring

Report monitoring at RO local management level

The RO documents issued locally by the RO actors are to be monitored by the RO local manager, or a person designated by him, in accordance with the monitoring of quality of services procedure and attached monitoring checklist and guidance. A person cannot perform the monitoring of the RO documents he has issued.

The monitoring consists in verifying the content of the issued documents to check their adequacy, consistency, correctness and accuracy.

Each category of documents detailed below is to be monitored to the extent of 1 per acting surveyor per 6 months period (means min.1 / surveyor / 6 months period):

• Recognised Organisation (RO) product certificate,

• Recognised Organisation (RO) Mode I product certificate,

• Recognised Organisation (RO) intermediate survey report,

• MED Module F certificate,

• MED Module G certificate,

• UK Module F certificate,

• UK Module G certificate,

• EN 10204 3.2 certificate,

• Third party certificate,

• Attestation

The monitoring period H1 (March to June of Year n) is performed on files from previous 6 months period (September of Year n-1 to February of Year n).

The monitoring period H2 (September to December of Year n) is performed on files from previous 6 months period (March to August of Year n).

Analysis of local report monitoring results

The results of local report monitoring are to be analysed by the RO local manager in order to define appropriate actions as applicable.

The results of local report monitoring are to be compiled on a yearly basis and reported in the annual management review.

Report monitoring at DO-EMC level

Are concerned by this monitoring the following types of company recognitions and quality system approvals:

• Recognised Organisation (RO) Mode I recognition,

• MED Module D (Quality Assurance of the production process) and MED Module E (Product Quality Assurance),

• UK Module D (Quality Assurance of the production process) and UK Module E (Product Quality Assurance),

• EU RO MR PQA (Product Quality Assurance).

The monitoring is performed every 3 years and consists in verifying the content of the issued documents to check their adequacy, consistency, correctness and accuracy. The monitored local office is informed of the monitoring results for appropriate action and is recorded in the internal audit IT tool.

CUSTOMER SATISFACTION EVALUATION

Customer satisfaction evaluation at RO local management level

Each local office having RO activity should at least once a year undertake measures to evaluate customers satisfaction related to the RO services delivered by the local organization.

The evaluation of the customers’ satisfaction can be done in different manners judged appropriate by local management taking into account the level of RO activity and scope of RO services provided.

It may include (non-exclusive options, several may be chosen): visits, phone calls, on-line internet questionnaires/surveys, questionnaires sent by e-mails or paper based questionnaires...

A different approach may be chosen from one year to another in order to collect different type of information related to customer satisfaction and focusing on different areas within the scope of services rendered.

The guideline for customer satisfaction survey using MS form is available on EMC sharepoint

Analysis of customer satisfaction evaluation at RO local management level

An analysis of the customer satisfaction evaluation at RO local management level should be performed and its results reported in the annual management system review as required per the related management procedure.

Internal audits

Untitled

Internal audits are to be planned and carried out in accordance with the internal and external audits procedure and the vertical contract audits procedure as applicable depending on the type of audit.General checklists are maintained by DO-EMC and made available to the auditors by DO-EMC.

Selection criteria of internal auditors

Internal auditor are either from EMC management or appointed by EMC according to the following criteria : experience and qualification for the audited activity.

External audits

Untitled

External audits may be initiated, planned and conducted by:

• Flag authorities for the delegations granted to Recognised Organisation (RO) Marine and Offshore as a Recognised Organisation, or other delegated activities,

• European Commission with European Maritime Safety Agency for the recognition of Recognised Organisation (RO) as a European Recognised Organisation

• French Maritime Authority for the designation of Recognised Organisation (RO) Marine and Offshore as a Notified Body for the European Union Council Directive 2014/90/EU on marine equipment,

• the Accredited Certification Body selected by Recognised Organisation (RO) for Recognised Organisation (RO) Marine and Offshore certification to IACS Quality System Certification Scheme,

• the body selected by Recognised Organisation (RO) for Recognised Organisation (RO)'s certification to ISO9001,

• UK Maritime Authority (and its national accreditation body) for the designation of Recognised Organisation (RO) as a UK approved body for the UK Regulations on marine equipment.

MPA Approval Surveyor AND MPA UNIT EXTERNAL TO THE TECHNICAL MANAGEMENT

MPA approval surveyor

The MPA approval surveyor who reviews the type approval technical documentation can be from the operational structure subject to the qualification process described in the network activities qualification procedure as agreed with DO-EMC.

The MPA approval surveyor may be located in the operational structure which is not a MPA Unit, like a Local Plan Office, but he is acting as a satellite of a MPA Unit and under the monitoring of that MPA Unit.

MPA Unit

A MPA Unit may be located in the operational structure provided it has been agreed with DO-EMC that:

• The local management of the MPA Unit has sufficient knowledge of the RO activity

• The MPA Unit comprises at least two MPA approval surveyors in similar technical area

Non-exclusive surveyor

Untitled

The appointment of non-exclusive surveyors for RO activities is to be made in accordance with the related management procedure and the network activities qualification procedure.The use of non-exclusive surveyors is not accepted for statutory certification activities (delegations by Flag Authorities, MED, UK Regulations on marine equipment).

Filing of documents

General

Reference is made to the related management procedure.

Duration of file keeping

The minimum durations shown in the table below are recommended.The contract documents in original paper form (application, signed Marine & Offshore General Conditions, invoice) should be kept without limitation.

Note 1: at least after the expiry date of the last certificate issued

Note 2: after the removal date from the Register or where the loss or the scrap of a unit is not confirmed, the corresponding file may not be destroyed before a theoretical unit life of 20 years

Forms

Untitled

The forms used for the RO activities are revised by DO-EMC as necessary.The forms are available in the PTE's, TTE's or can be generated automatically by the digital tools used for the RO activity such as Veristar Equipment.

access to statutory regulations

Untitled

REG4SHIPS is a digital tool allowing surveyors access to international statutory regulations and is complementary to instructions available in the related survey procedure.

Appendix — Models of stamp

Graphic chart for soft stamp

A meaning or a unique identifier can be added.

Graphic chart for "Recognised Organisation (RO)" hard stamp

Graphic chart for "CV" hard stamp

Graphic chart for "Works" hard stamp

Graphic chart for "Recognised Organisation (RO)" low stress hard stamp

Graphic chart for "CV" low stress hard stamp

Graphic chart for "Works" low stress hard stamp

Appendix — Glossary of terms

Untitled

The purpose of this table is not to replace the information to be given by each individual quality document (See "Terminology"), but to give a minimum information to

• newly engaged surveyors and administrative staff

• staff newly involved in Marine & Offshore activities.