Operation System Procedure Rev No.

Responsibility and Resource Control Issued

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Management Procedure Date
OSP - 001 Page 1

1.0 Quality Policy Set Up

Director have to set the Quality Policy according to the Company’s Mission

1.1 Quality Objectives Set Up

1) Management Representative has to set Quality Objectives as an implementation

reference of company’s Quality Policy.
2) When setting the Quaity Objectives, the process evaluation must be in
accordance to OSP – 006 Monitoring and Measurement Procedure.
3) Quality Objectives is set up on the financial current year by identifying
improvement target.
4) The selected Quality Objectives must be approved by the Director and being
displayed at the office.

1.2 Practical Planning Arrangement for Quality Objectives

1) Management Representative has to set Practical Quality Plan at the beginning of

the year by using guidelines from Achievement Quality Target Promotion Plan to
achieve annual quality target.
2) Practical Quality Plan have to cover measured and accountable program to be
achieved.

1.3 Performance and Evaluation Management for Quality Policy and Quality
Objectives practical planning implementation.

Performance and Evaluation Management for Quality Policy and Quality Objectives
practical planning implementation must be conducted according to OSP – 003
Management Review.

1.4 Duty, Responsibility and Authorization

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1.4.1 Director
1) The Director responsible to direct company’s strategies in accordance with the
budget and business plan to achieve rapid growth and revenue in the future.
2) The Director is supervising the company’s operation generally as well specifically
related to the company’s business growth by considering political, economy,
monetary, and working environment changes.

1.4.2 Management Representative (MR)

1) Management Representative is responsible to directly reports management
minute meeting such as target achieved, effectiveness, flaws etc.
2) Management Representative makes annual Quality Management Target.
3) Management Representative makes QMS Report.
4) Management Representative manages Department’s Quality Management
Target.
5) Management Representative manages working process
6) Management Representative is reviewing management review’s material, set up
management meeting, make notation from management meeting and report its
process.
7) Management Representative ensures all employees truly understand the QMS,
company’s policy, procedures and instructions.
8) Management Representative is responsible for QMS continuous improvements.

1.4.3 Operation Director

1) Operation Director is responsible to manage daily operation in Crewing
Department
2) Operation Director is responsible to apply and implement effective system in
handling the crewing operation, recruitment and selecting process of the Crews.
3) Operation Director is responsible to coordinate and check the Crews’
deployment.
4) Operation Director has to support Principal’s query regarding Crews’ deployment,
Crews’ availability, deployment schedule, Crews’ salary, Crews certification and
Crews cash advance.
5) Monitoring and supervising Crewing Department.
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6) Monitoring and supervising the payment to the agent related to the crew change
in every port.
7) Doing vessel visit to communicate with the crews onboard.
8) Monitoring strategy and supporting the crews onboard to always perform well.
9) Monitoring office employee welfares.
10) Regularly conduct meeting with all office employee; receive and follow up
suggestion related to company’s success.
11) Recommend and introduce new policy or procedures that will help improve the
company’s effectiveness in serving the principals.

1.4.4 Finance Director

1) Monitoring and supervising for all Crews payroll.
2) Authenticate invoices settlement.
3) Monitor and supervise all finance reports before presenting it to Director.

1.4.5 Crewing Staff

1) Maintain Crews’ data such as personal information, experiences, working
evaluation, qualifications, medical history, trainings, etc.
2) Preparing all the paper works when Crews are about to join vessel.
3) Implementing new policy to improve effectiveness in the Crewing Department.
4) Supervise and responsible to Crewing Department operation when Director is
not available.
5) Arranging Crews’ flight ticket during crew change sign in/off and ensure all the
documents such as passport, seamen’s book, and all certificates are valid.
6) Monitor and coordinate all staff in Crewing Department daily operation.
7) Giving full explanation about procedures and instructions of joining vessel to all
Crews who are about to sign on.
8) Doing cross check reference about Crews’ experiences on their old company for
a new recruit to ensures their certifications validity.
9) Other tasks given by Crew Manager or Senior Operation Manager.

1.5 Individual Duty

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1) Management Representative is responsible to make a individual report and

assigned staff member to execute their respective task after being approved in
accordance to OSP – 004 Trainings and Conformity Management Procedure
2) Individual Task must cover every details of the job description.

1.6 Communication

Communication must be established in 2 (two) ways, Internal communication and

External communication. Internal Communication is a communication between
staffs and manning agent employee to build internal relationship accoding to the
company mission. While External Communication is a communication established
between the company with the principal, Crews’ next of kin, sub contractor company,
goverment, association, and other parties related with the company’s activities.

1) Internal Communication :
Management Representative shall promote well established internal
communication between the staffs regarding grievance, quality matter, issues
which need company’s or principal’s support. Example of internal communication
will be depicted as follows:
a. Internal meetings.
b. Working communication
c. Circulars
d. Trainings
e. Reportings
f. Opinion Proposal system
g. Bulletin Wall displayed at the office.
h. Working instructions and reports.

2) External Communication :
The company’s executives is responsible to build ideal and qualified
communication networks with the company’s external parties intensely such as:
a. Customer Satisfaction Survey.
b. Meeting with Principal.
c. Communications with Crews next of kin.
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d. Free call facility for the Crews which enable them to communicate with their
family onshore.
e. Conducting sub-contractor’s performance evaluation.
f. Setting periodic meeting with the sub-contractor company
g. Establish intensive relation with the government.
h. Establish intensive intensive relatin with concerned association.

1.7 Resource Management

1) Management Representative is controlling the resources needed to implement

well running operation of the company, its fundamantal structure and its working
environment.
2) During the management reviews, the lack of resources, infrastructure, and
working environment must be evaluated and recorded whether it is sufficient or
not. The supportive plan shall be made if necessary.
3) Resource conformity to human resource and trainings must be handled in
accordance to OSP 004 - Trainings and Conformity Management Procedure
4) Resource fulfillment is evaluated whether it is on the management review or not.
5) Experts fulfillment has to comply national regulation depicted in PERMEN
No.84/2013 :

 have certificate of competence as low as Nautica Level III (ANT III) Expert or
Technical Level III (ATT III) or Diploma IV of Sea and Port Marine
Transportation (KALK) and or Nautica Expert of Fishing Vessel Level I
(ANKAPIN I) or Technical Ship Capture Fisherman Level I (ATKAPIN I) or
have experience of at least 5 (five) years on cruise ships.
 In possession of Certificate of Competency Deck Officer Class III or Engine
Officer Class III or Diploma IV in Port and Naval Administration or Deck
Officer for Fishing Vessel Class I or Engine Officer for Fishing Vessel Class I
or having served 5 (five) year on a Cruise Ship
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6) Expert Recruitment Procedure is conducted in accordance with applicable

Human Resource Recruitment Procedure in the company with step described as
follows:
a. Department Head file an Employee Request Form according to the
department needs.
b. Employee Request Form must be approved by the Director.
c. Based on filed Employee Request Form, Human Resource Department is
looking for the suitable candidates through advertising such as
newspaper, internet, job fair, third party/outsource, and other media.
d. Human Resource Department will conduct selection process to the
applicants.
e. For staff level, the selection process can be done by HR. While for
supervisor or department head, the selection process must involve the
respected department who need the employee.
f. Should the applicant is declared pass the selection process, the applicant
have to sign the individual working contract accordingly.
g. All of the employees have to participate on the job training before starting
to work.
h. Base on the training already given, HR is preparing Employee Training
Plan for future progress.

1.8 Attachment Form

1) Work Compatibility Evaluation ( MR 21.01)
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