Univan Maritime (H.K.) Limited: Bjective and Mplementation of Afety and Uality Anagement Ystem Ection

UNIVAN MARITIME (H.K.
) LIMITED
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REV 1
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FLEET OPERATION MANUAL
Date 22.02.2010
OBJECTIVE AND IMPLEMENTATION OF SAFETY AND QUALITY

MANAGEMENT SYSTEM
SECTION2.5
2.5 OBJECTIVE AND IMPLEMENTATION OF SAFETY AND QUALITY

MANAGEMENT SYSTEM
2.5.1 GENERAL
2.5.1.1
OBJECTIVES
The objectives of the Code and S&QMS are to ensure safety at sea,
prevention of human injury or loss of life, and avoidance of damage to
the environment, in particular, to the marine environment, and to
property.
Safety management objectives of the UMLshall, inter alia:
provide for safe practices in ship operation and a safe working
environment;
Assess all identified risks to its ships, personnel and the environment
and establish appropriate safeguards against all identified risks; and
continuously improve safety management skills of personnel ashore
and abroad ships, including preparing for emergencies related both to
safety and environmental protection.
The safety and quality management system shall ensure:
compliance with mandatory rules and regulations; and
that applicable codes, guidelines and standards recommended by the
Organization, Administrations, classification societies and maritime
industry organizations are taken into account.
2.5.1.2 FUNCTIONAL REQUIREMENTS FOR A SAFETY MANAGEMENT

SYSTEM (S&QMS)
UMLshall develop, implement and maintain a Safety and Quality
Management System (S&QMS) which includes the following functional
requirements:
a safety and environmental protection policy;
instructions and procedures to ensure safe operation of ships
protection of the environment in compliance with relevant
international and flag State legislation;
defined levels of authority and lines of communication between, and
amongst, shore and shipboard personnel;
procedures for reporting accidents and non-conformities with the
provisions of this Code as per form 1.9 and 1.11.
procedures to prepare for and respond to emergency situations as
per forms in Section 7; and
procedures for internal audits and management reviews as per
forms in section 1 of the Form Manual.
Copyrights: Univan Maritime (H.K) Limited. All rights reserved

Any unauthorized reproduction of this manual, in any form is prohibited
UNIVAN MARITIME (H.K.) LIMITED
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MANAGEMENT SYSTEM
SECTION2.5
2.5.2. SAFETY AND ENVIRONMENTAL PROTECTION POLICY

The UMLsafety and Environment protection policy is provided in section 1.4 of
this manual and is implemented and maintained at all levels of the
organization, both ship-based as well as shore-based.
2.5.3 COMPANY RESPONSIBILITIES AND AUTHORITY

1 If the entity who is responsible for the operation of the ship is other than the
owner, the owner must report the full name and details of such entity to the
Administration. Copy of this declaration shall be maintained onboard.
2 UMLshall define and document the responsibility, authority and interrelation
of all personnel who manage, perform and verify work relating to and affecting
safety and pollution prevention. On shore Safety committee, Designated
Person and Shipboard safety committee, Master are responsible to manage,
perform and verify work relating to and affecting safety and pollution
prevention.
.3 UMLis responsible for ensuring that adequate resources and shore-based
support are provided to enable the designated person or persons to carry out
their functions.
2.5.4. DESIGNATED PERSON
To ensure the safe operation of each ship and to provide a link between the
UMLand those on board, Univan, as appropriate, shall designate a person or
persons ashore having direct access to the highest level of management. The
responsibility and authority of the designated person shall include monitoring
the safety and pollution-prevention aspects of the operation of each ship and
ensuring that adequate resources and shore-based support are applied, as
required. The Designated Person and alternate Designated Person as per
FOM Section 7.18.
2.5.5. MASTERS RESPONSIBILITY AND AUTHORITY
1. The Master on board the vessel is responsible with regard to:
.1 implementing the safety and environmental-protection policy of Univan;
.2 motivating the crew in the observation of that policy;
.3 issuing appropriate orders and instructions in a clear and simple manner;

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MANAGEMENT SYSTEM
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.4 verifying that specified requirements are observed; and

.5 reviewing the SMS and reporting its deficiencies to shore-based
management as per form 1.3
2 The master has the overriding authority and the responsibility to make
decisions with respect to safety and pollution prevention and to request the
Companys assistance as may be necessary.
2.5.6. RESOURCES AND PERSONNEL
1. UMLshall ensure that the master is:
.1
properly qualified for command;
.2
fully conversant with the Companys S&QMS; and
.3
given the necessary support so that the masters duties can be
safely performed.
2 UMLshall ensure that each ship is manned with qualified, certified and
medically fit seafarers in accordance with national and international
requirements.
3 UMLshall establish procedures to ensure that new personnel and
personnel transferred to new assignments related to safety and protection
of the environment are given proper familiarization with their duties as per
form 2.2, 3.21, 4.4, 4.5 & 4.19. Instructions which are essential to be
provided prior to sailing shall be identified, documented and given.
a. UMLshall ensure that all personnel involved in the Companys
S&QMS have an adequate understanding of relevant rules,
regulations, codes and guidelines.
b. UMLshall establish and maintain procedures for identifying any
training which may be required in support of the SMS and
ensure that such training is provided for all personnel
concerned.
c. UMLshall establish procedures by which the ships personnel
receive relevant information on the S&QMS in a working
language or languages understood by them.
d. UMLshall ensure that the ships personnel are able to
communicate effectively in the execution of their duties related
to the S&QMS.
2.5.7. DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
UML shall establish procedures for the preparation of plans and
instructions for key shipboard operations concerning the safety of the
personnel, ship and the protection of environment by prevention of
pollution. The various tasks involved shall be defined and assigned to

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MANAGEMENT SYSTEM
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qualified personnel. Section 0.10 of the Fleet Operation Manual provides

references to various shipboard operations. The following sections of this
manual cover shipboard operations
Section 6 Safe working practices and procedures
Section 8 Navigation and Bridge Procedures
Section 9 Machinery Space Procedures
Section 10 Maintenance and Repair
Section 11 Cargo OperationsOther Cargo Ships/Bulker/Tanker vessels
as applicable
Section 12 Ship's Business
Section 13 Environment Protection.
2.5. 8. EMERGENCY PREPAREDNESS
1 UMLshall establish procedures to identify, describe and respond to
potential emergency shipboard situations. Same are detailed in Section 7
of this manual and Section 7 of the form manual.
2 UMLshall establish programmes for drills and exercised to prepare for
emergency actions. Same are detailed in Section 7 of this manual and
Section 7 of the form manual.
3 The S&QMS shall provide for measures ensuring that the Companys
organization can respond at any time to hazards, accidents and
emergency situations involving its ships.
2.5.9 REPORTS
AND
ANALYSIS
OF
NON-CONFORMITIES,
ACCIDENTS AND HAZARDOUS OCCURRENCES
1 The Master and the shipboard Safety Committee shall ensure that nonconformities, accidents and hazardous situations are reported to the
Company, investigated and analysed with the objective of improving safety
and pollution prevention. Form 1.2 of the form manual shall be used for
reporting Non Conformity. And Form 1.9A and 1.9B of form Manual shall
be used for reporting Accidents / incidents and near misses respectively.
2 UML shall ensure the implementation of corrective action including
measures intended to prevent recurrence.
2.5.10 MAINTENANCE OF THE SHIP AND EQUIPMENT

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SECTION2.5
1.The Master shall ensure that the ship is maintained in conformity with
the provisions of the relevant rules and regulations and with company
procedures.
2. In meeting these requirements UMLshall ensure that:
.1 inspections are held at appropriate intervals;
.2 any non-conformity is reported, with its possible cause, if known;
.3 appropriate corrective action is taken; and
.4 records of these activities are maintained.
3. UMLshall establish procedures in its S&QMS to identify equipment and
technical systems the sudden operational failure of which may result in
hazardous situations. Form No 7.1, 7.2 or 7.3 shall be used in the
event of the failure of critical equipment. The S&QMS shall provide for
specific measures aimed at promoting the reliability of such equipment
or systems. These measures shall include the regular
4. testing of stand-by arrangements and equipment or technical systems
that are not in continuous use. The critical equipment shall be tested as
per the provision of section 7.1 and section 9.5 of this manual
5. The inspections mentioned in 2.5.10.2 as well as the measures
referred to in 2.5.10.3 shall be integrated into the ships operational
maintenance routine.
2.5.11 DOCUMENTATION
1. UMLshall establish and maintain procedures to control all
documents and data which are relevant to the S&QMS.
2. UMLshall ensure that:
.1 valid documents are available at all relevant locations;
.2 changes to documents are reviewed and approved by authorized
personnel; and
.3 obsolete documents are promptly removed.
3. The documents used to describe and implement the S&QMS may be
referred to as the Safety and Quality Management Manual.
Documentation shall be kept in a form that UMLconsiders most
effective. Each ship shall carry on board all documentation relevant to
that ship. UMLshall maintain the documents onboard as indicated in the
Form 1.7 and Form 1.10 of the Form Manual.
2.5.12 COMPANY VERIFICATION, REVIEW AND EVALUATION
a. UMLshall carry out internal safety audits to verify whether safety
and pollution-prevention activities comply with the S&QMS. The

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MANAGEMENT SYSTEM
SECTION2.5
b.
c.
d.
e.
f.
checklist of the same is provided in Form 1.1 of this manual. The

frequency of the audit shall be yearly.
UMLshall periodically evaluate the efficiency of and, when
needed, review the SMS in accordance with procedures
established by the Univan. Same shall be carried on the basis of
QMS review obtained from the vessel.
The audits and possible corrective actions shall be carried out in
accordance with documented procedures.
Personnel carrying out audits shall be independent of the areas
being audited unless this is impracticable due to the size and the
nature of the Company. Yearly Internal Audits on vessels shall
be carried out by Technical Superintendents during the course of
their vessel visits or by Auditors in the SQM Department. The
staff of the vessels being audited is not permitted to conduct
these audits on their own vessels.
The results of the audits and reviews shall be brought to the
attention of all personnel having responsibility in the area
involved.
The management personnel responsible for the area involved
shall take timely corrective action on deficiencies found.
g. Corrective action for Non-Conformities and Observations issued

as a result of internal audits is to be taken not later than the due
date stated on Form 1.2, which should be within three months of
the date of the Audit. If extensions are necessary, they are to be
authorized by the Safety & Quality Manager. The effectiveness of
such corrective action is to be verified before the next External
ISM audit or at the time of the next internal audit. Verification
may be done by Superintendents or Managers of the Technical
or Safety & Quality Departments during the course of shipboard
inspections / audits or on the basis of documentary /
photographic evidence provided by the Master.
2.5.13 CERTIFICATION, VERIFICATION AND CONTROL
1. The ship shall be operated by UMLwhich is issued a document of
compliance relevant to that ship.
2. A document of compliance shall be issued for every Company
complying with the requirements of the ISM Code by the
Administration, by an organization recognized by the Administration
or by the Government of the country, acting on behalf of the

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MANAGEMENT SYSTEM
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Administration in which the Company has chosen to conduct its

business. This document shall be accepted as evidence that the
Company is capable of complying with the requirements of the
Code.
3. A copy of such a document shall be placed on board in order that
the master, if so asked, may produce it for the verification of the
Administration or organizations recognized by it.
4. A certificate, called a Safety Management Certificate, shall be
issued to a ship by the Administration or organization recognized by
the Administration. The Administration shall, when issuing the
certificate, verify that the Company and its shipboard management
operate in accordance with the approved SMS.
5. The administration or an organization recognized by the
Administration shall periodically verify the proper functioning of the
ships SMS as approved.


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UNIVAN MARITIME (H.K.

FLEET OPERATION MANUAL

OBJECTIVE AND IMPLEMENTATION OF SAFETY AND QUALITY

2.5 OBJECTIVE AND IMPLEMENTATION OF SAFETY AND QUALITY

2.5.1.2 FUNCTIONAL REQUIREMENTS FOR A SAFETY MANAGEMENT

Copyrights: Univan Maritime (H.K) Limited. All rights reserved