JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

1 MANAGEMENT OF CHANGES

1.1 CHANGE MANAGEMENT POLICY

We believe “Change is continuous”. While many changes are envisaged and procedures
formulated in advance and presented in this management system manuals, some of the
changes can be unexpected. Company shall strive to mitigate the risks and guard against
unforeseen hazard that could arise from not managing the change correctly.

1.2 RESPONSIBILITY
The overall responsibility for managing the changes affecting various activities in office
and Vessels lie with the Head of Ship Management team.
The Head of CMS team is responsible for monitoring the changes affecting the office.
The Master is responsible for monitoring the changes affecting the vessel.
each employee of the company has the responsibility to become aware of the Management
of change process.

1.3 DEFINITION
Change:
Change means a temporary or permanent substitution, alteration, replacement (not in
kind), modification by addition or deletion of organization, personnel, critical equipment,
applicable codes, operating limits, procedures, emergency response equipment from the
present configuration whether they are planned or out of emergency.
Management of change:
Changes affecting the ships and offices can introduce new hazards, which if not identified
and managed in time, could result in incidents. A well-defined process for approving the
changes, prior to their implementation is called Management of change.

1.4 TYPE OF CHANGE

Change can be classified as Organizational change, Engineering change and Operational /
Document change.
The following activities come under the scope of Management of change (or change
management) process. The below list is given for guidance only and is not exhaustive.

1.4.1 Organizational changes:

Addition of New vessels in the fleet
Handing over vessels to other managers
New post created or eliminated in office
Opening of new branch office
Recruitment of new manning agent
Changes in office organization structure
Change of key personnel in office (Exchange of MR/DPA)
Riding crew in ships for major repairs
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

Promotion of key personnel (Ex - C/O to Master)

Change in vessels trading area (e.g. First time port for Vessel/company, First US call for
vessel, Calling Alaska, First time voyage though particular areas like Northern sea route
etc.)

1.4.2 Engineering changes:

Installation of new equipment in ships (Ex -Installation of a new compressor)
Major Modification to existing ships or original design of equipment
Introducing new system or program (Ex – New PMS system),
Changes to software of a critical equipment (Ex – changes to approved loadicator
software)
Replacement of equipment / material - not of same kind
Use of different materials
Using a new instrument setting (e.g.: outside normal operating limits) for equipment
Changes and/or upgrades to software.

1.4.3 Operational / Document changes:

Operational change means any change to or from documented operating procedures and
principles as outlined in the company management system or Manufacturers
recommendation.
New procedure to be introduced
Changes to controlled documents
Changes to third party manuals
Changes from the operating procedures

1.4.4 Temporary changes:

This is the change process required for any changes that are not permanent in nature.
That means changes are initiated with intentions to restore back the system in its original
state after pre-defined time interval.
Examples for temporary changes include, but are not limited to:
Defects or failure of any equipment associated with Statutory Certificates for which
dispensation is required.
Items listed in SEQ Form E
Items listed in SRR Form R
IOPP Form A / B
Supplement to IAPP Certificate
Not meeting Safety Manning Certificate
Example: GMDSS Equipment defective, LSA Equipment Defective, FFA Equipment
Defective, SSAS malfunction, MLC/ Crew Accommodation, etc
Any temporary change in machinery or critical fixture
Vessel fell short of critical spares.
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

Temporary change in routing

Vessel short of required navigation charts or ENC
Deviation from existing procedures
Visiting new Port
Temporary de-activation of security features for carrying out maintenance or operation.
Deviation from manufacturers recommendations

1.5 PROCESS (REFER TO THE FLOW CHART IN APP 1)

The process explained in this section is not applicable to changes that are adequately
covered by existing procedures such as:
Changes to company-controlled documents and third-party documents (Addressed in
SMM Ch. 11)
Change of Master & Chief Engineer (Addressed in this procedure section 16.6.1)
Change of Superintendents in office (Addressed in Office procedure manual)
Temporary operational changes from documented procedures (Addressed in this procedure
section 16.7)
Changes to alarm settings / Isolation of alarms (Addressed in this procedure section 16.8)

1.6 INITIATION:
All staff in ships or in office is responsible for identifying a need for change. Ship staff
shall inform either Master about the need for a change. Similarly, office staff shall inform
any Superintendent about the change identified. Whenever there is a change is identified,
the change initiator (Master / Marine & Tech Superintendent) shall fill up the relevant
section of the Change request form, including the reason & the source for the change
requirement; justification for the change and send to change coordinator for endorsement
(Organizational and Operational changes – to Marine Superintendent / Engineering
changes to Technical Supt) If there are any supporting documents that can also be attached
with the filled-up form.
The initiator shall provide sufficient details to enable the objectives of the proposal is fully
understood.
The filled-up Change Request form shall be submitted to Change Coordinator. One of the
Marine or Technical Superintendent will be the change coordinator. The Change Initiator
could also be Change Coordinator.

1.7 ENDORSEMENT
The Change Coordinator shall receive the Change request form and analyse the change
request based on the justification, other options, and budget requirements. If he considers
that the change proposed is likely to be implemented, then only he will endorse the change
proposal for further review. He will fill in the relevant sections of the Change request
form, informs the Master and will coordinate for registration of the change.
Any proposed change is approved at an appropriate level and not by the person directly
involved in the change. (Ref 16.5.5)

1.8 REGISTRATION AND TRACKING

The Change Administrator (designated CMS executive) receives the Change request form,
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

registers the request in Change Register and issues a unique number for the change
proposed.
Once the change is registered and given number, the Change Administrator shall fill in the
relevant section of the Change request form and inform the Change Coordinator and the
Master. He will start collecting all the records associated with the change proposed like
risk assessment, meeting minutes etc., till the change is closed out. Even if the change
proposal is rejected or not progressed, details must be collected and documented as to why
the change proposal is rejected.
He / She will maintain the status of all change requests in the data base whether they are
open or closed. The records (like the signed change request forms or risk assessments) will
also be stored in the data base for each change requested.

1.9 ASSESSMENT OF IMPACTS

Change coordinator shall form a team for assessing the impact of the change proposed on
QHSE aspects. The team shall have at least the following members:
Tech Superintendent
Marine Superintendent - SMT
Marine Superintendent - CMS
Master / Ch. Eng. (for changes made in the ship)
The hazards identified should be eliminated or mitigated to bring down the consequences
to minimum acceptable level. The proposed change should be thoroughly assessed for
various points including the following:
Is it necessary at first point?
Is it feasible / cost beneficial?
Availability of resources
Impact on Quality issues
Impact on Safety issues
Impact on Health issues
Impact on Environmental issues
Impact on business
Impact on security issues
Impact on the organization
Impact on other activities and interfaces
How the consequences of the changes are eliminated, substituted, or mitigated?
Does it confirm to mandatory regulations?
Does it meet contractual obligations?
Does it require certification?
Does it meet original design?
Does it affect the goals and targets set by the company?
Does it involve service providers?
Training requirements
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

Time frame for temporary change

Requirement for new procedures or modification to existing procedures
Modification to drawings, manuals
Modification required to emergency response process or equipment
Requirement for additional maintenance / spares
Effective risk reduction measures shall be identified for potential consequences of all
identified hazards. Basis the outcome of the assessments, the change shall be classified
based on risk, priority, and the cost estimate. Once the risk assessment is completed,
relevant section of the Change Request Form is filled in and sent to approving authority
along with the records of all risk assessments carried out and additional documents such as
sketches / drawings marked with proposed changes.
MOC Process to state clearly on identification of stake holders and methods of
communication to the stake holders. Ref TE 19

1.10 APPROVAL
The approving authority may:
approve the change plan
alter or send it back for revision, if he determines that certain aspects of the change
proposal are unacceptable or need more work
Reject it if the plan is not suitable.
If the change is approved under some conditions, then these conditions shall be clearly
described in the Change Request form. While approving temporary change, duration for
approval shall be highlighted. For permanent changes, proposed time scale for
implementation shall be highlighted.
After the change is approved, it may be implemented. Change coordinator shall send the
approved change request form along with other records such as risk assessments etc. to
change administrator for maintaining records.
Approving authority for changes are mentioned in the below table:
SL NO CHANGE CLASSIFICATION APPROVING AUTHORITY
VERY HIGH & HIGH BASED ON RISK ASSESSMENT Head of Ship Management
1 HIGH BASED ON COST (Above 100,000 USD) / Head of Technical / Head of
CMS
MEDIUM BASED ON RISK ASSESSMENT Marine Manager / CMS
2 MEDIUM BASED ON COST (50,000 ~ 100,000 USD) Manager / Technical
Manager
LOW & VERY LOW BASED ON RISK ASSESSMENT Marine Manager / CMS
3 LOW BASED ON COST (Below 50,000 USD) Manager / Technical
Manager

The approver’s review must ensure that:

Progress is monitored against time.
Objectives are being met and risks managed.
Any deviations are identified and addressed.
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

Any identified improvements to the plan are recorded.

Temporary changes do not exceed the initial authorisation for scope or time
without review and re-approval by the appropriate level of management.

1.11 IMPLEMENTATION
Once the change proposal is approved, a step-by-step implementation plan shall be
developed to ensure that the implementation of change is carried out:
All identified hazards are mitigated or controlled by the identified risk reduction measures
With minimum interference to other routine activities
By maximizing the use of available resources
After the training is provided to relevant personnel
Complying with all relevant permit to work system
Within the planned time line
Change Coordinator is responsible forming a change implementation team and for
planning the implementation of the change in consultation with Master and other personnel
as required. Once the implementation plan is developed, it shall be circulated to all
concerned personnel including the Change Administrator for record keeping.
The implementation plan should describe how the change would be tested prior to
implementation, where it is possible. This will greatly reduce unwanted surprises and
delays.
The required material, equipment and contracted services shall be arranged as necessary.
All the implementation work should be in compliance with the Permit to Work system.
Regular updates on the progress of the change implementation should be reported to
office.
If the change cannot be implemented within the proposed time line, the change shall be
reviewed once again and revalidated.

1.12 COMMUNICATION
Successful change requires the engagement and participation of the people involved.
Communication before, during and after the change is one of the most important aspect of
the change management process.
The Change Coordinator has to ensure that all the end users of the changes are informed of
the change.
To achieve support of all personnel in a change management, proper communication shall
be established to ensure that:
Sufficient advance notice is given before implementing any change, especially if a
response is expected.
Affected staff knows to whom they should respond to, if they have comments or concerns.
The impacts, hazards associated with change and mitigation requirements are well
communicated across the organization
All employees are informed when the change is implemented
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

1.13 DOCUMENTATION
The change should be fully incorporated into the management system. The procedures
affected by the change should be amended by following the required document change
procedure as explained in Ch. 11 of this manual.
The changes to designs should be reflected in drawings and copies of design changes shall
be made available to operating personnel as well as to maintenance personnel.
Documents that may be affected may be as below, but not limited to;
Certification.
Manuals.
Plans and drawings.
Operational procedures.
Records checklists and forms.
Planned maintenance including spare parts inventories.

1.14 COMPLETION REVIEW AND CLOSE OUT

After the implementation of the changes, a review should be carried out to verify whether
the change has produced the desired result.
A review of the change involving the appropriate personnel from the office or the ship
must take place upon completion of the change implementation to ensure the following:
That the scope of the approved Change Request has been implemented
All actions on the implementation plan have been completed
That affected documentation and databases are updated
Personnel of the affected area are informed of the changes
Where any discrepancies are identified, they shall be corrected or resubmitted into the
relevant Change Management process for review, approval and sign off.
If the review result is satisfactory, the change can be closed out.
Lessons learnt / Improvements after the completion of MOC shall be used to better similar
changes in the future.
Completion of temporary change:
Whenever Temporary MOC approaches its maximum specified duration, the MOC team
shall decide to progress the MOC using one of the following Temporary Assurance
Options:
Restore the temporary change to its previous state. Risk assessment of temporary MOC to
be revalidated to checkout for effective closure.
Extend the Temporary MOC – Any requirement to extend the duration of temporary
change will require a revalidation of the risk assessment and approval from DPA.
Convert the Temporary MOC to a Permanent Technical MOC – Requires a new risk
assessment and new MOC. Temporary MOC shall not be closed until the permanent MOC
has been approved.
Below flow chart explains the process for temporary changes:
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

1.15 ASSIGNED STAFF FOR MANAGING CHANGE PROCESS

Designation Organizational Engineering changes

changes
V Office Vess Office
es el
se
l
Initiator M Marin Mast Tech Supt
as e Supt er
te
r
Coordinator Marine Supt Tech Supt
Administrator CMS Executive CMS Executive

Review Team M Marin Mast Fleet

leader as e er Manager
te
Mana
r
ger
Approving As per table in section 16.5.5
authority
Implementati Marine Supt Tech Supt
on
team leader
PROCEDURE FOR CHANGE OF PEOPLE
Whenever a new staff joins the office, he / she undergo a familiarization program. The
staff will be assigned to function under the care of a senior until sufficiently familiarized.
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

In case of travel of a superintendent, other superintendent will take over the

responsibilities and will be briefed by the outgoing Superintendent.
When a staff leaves the office, the responsibilities handled will be transferred to the other
staff as assigned by the team Head until such time a replacement is announced.
For change of people on-board, procedures on induction briefing, briefing of a specific
vessel, handing over procedures is provided in H&S Manual and Fleet Personnel
Recruitment Manual.
For change of people in office, procedures on induction briefing, briefing of specific
division and handing over procedures is provided in Office procedure Manual and Fleet
Personnel Recruitment Manual.

1.16 HAND OVER (MASTER AND CHIEF ENGINEER)

When a Master hands over to his relief he must use the Master’s hand over record form as
the basis for his hand over notes. The form must be completed and hand over notes should
be written to include, as a minimum, the items mentioned in the hand over record form.
Where possible, this hand over notes shall be sent to the joining Master in advance by
mail. The incoming master shall carry out the Navigational audit as per the company
guidance.
When a Chief Engineer hands over to his relief he must use the Chief Engineers hand over
form as the basis for his hand over notes. The form must be completed and hand over notes
should be written. Where possible, this hand over notes shall be sent to the joining Chief
Engineer in advance by mail.

Masters and Chief Engineers, after joining a ship and taking over, should issue their own
set of standing orders, and have the pertinent officers sign them. After successful take
over, both Master and Chief Engineer should carry out a thorough inspection of their
respective departments, as per the takeover audit checklist, and forward the completed
report to the office within 14 days of takeover.
HAND OVER (OTHERS)
The Master must ensure that in advance of a crew change, all relevant hand-over notes
(including inventories) are prepared by each member of the shipboard management team
and other crewmembers as appropriate.
These notes should be concise while covering all key areas of activity. The members of the
shipboard management team are responsible for preparation. A copy should be retained on
board for the verification of the Superintendent (if required). The Chief Officer and the
2nd Engineer additionally complete the takeover audit checklist according to their
respective positions, and the report should be sent to office within 14 days of takeover.
The hand-over period for senior staff will be determined by the Technical Superintendent
in-charge of the concerned vessel.
HANDING OVER CALL
When the change of top four ranks on board is planned, the technical/marine
superintendent shall:
Obtain the handing over notes of outgoing officer one week before the planned sign off.
Go through the handing over notes and verify that outstanding defects on board are
mentioned and updated in ship-palm defect reporting module.
Conduct a telephonic ‘handing over call’ with the outgoing and the incoming officer as per
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

the handing over notes and discuss the outstanding defects on board.
Outline the corrective action plan for defects with the incoming officer.
The call shall be recorded in the respective handing over form in ‘additional information
section’.
OPERATIONAL CHANGES FROM DOCUMENTED PROCEDURES
All operational changes from the documented procedures shall be of temporary nature with
a definite time limit.
Should it become necessary to deviate from the documented procedures, the Master or the
office staff involved in the process shall send the required deviation from the procedure
along with the justification for the change and risk assessment done showing the impacts
of the changes proposed to the Marine Manager. The Marine Manager will coordinate for
a HSE and technical review of the proposed deviation from the procedure by relevant
department personnel. Based on the review result, the Head of Ship Management will
approve the temporary change from operating procedure.
TEMPORARY CHANGES TO ALARM SETTINGS / DEACTIVATION OF ALARMS
Temporary changes in settings of any equipment from the maker’s or statutory
recommendations and temporary deactivation of any critical system safety alarms shall be
carried out in accordance with the procedure explained in this section.
Any permanent changes to alarm settings shall go through the process explained in section
16.5 of this procedure.
Critical and safety systems include but not limited to:
Fire Alarms, Fire Pumps & Emergency fire pumps, Fixed Fire Fighting Systems, Overfill
Prevention or Warning Systems, Thermal/Pressure Relief Valves, ME alarms, UMS
alarms, AE alarms
Critical systems / equipment is reflected in the vessel specific computer-based PMS.
Temporary changes on critical system safety alarms / controls must be controlled
and authorized using the form “Temporary changes to critical system safety alarms”
Prior to planned deactivation of alarms or changing any settings of any safety alarms
/ controllers, the Chief Engineer or Chief Officer shall complete the Form. Steps will
involve identifying the risk involved, the action planned to mitigate the risks and the
personnel who will be informed of the intended changes. Master will confirm the steps and
send the form to Technical Superintendent for approval.
Technical Superintendent will go through the request, discuss with the Fleet Manager if
necessary.
He will send a mail to the vessel approving the changes and duration of approval if the
changes planned are safe. Master will attach the email copy with the form and send it to
the Chief engineer or Chief Officer who will carry out the changes to settings or the
deactivation of alarms. Upon completion of the job planned or after the expiry of the
approval duration, the alarm system shall be reinstated to original position and the
technical superintendent shall be informed.
If the job is not completed, for any extension, the process has to be repeated.

1.17 TEMPORARY CHANGES

Temporary MOCs are not a recommended approach for changes that will be in place for
significant periods of time. Therefore, use of Temporary MOCs should be minimized and
 JNM - SHIP MANAGEMENT MANUAL

Rev No: 0.0

09 - REPORTING Rev Date: 25 April 2023
Page: 1 0f 1

carefully managed to ensure restoring of system within time frame. Duration of temporary
MOC should be based on the expected time frame as well as any increase in risk.
The maximum life of a Temporary MOC shall be 60 days from the date of approval.
However, to evaluate the risk during change, risk assessments shall be validated every 15
days.
In addition, the management of change procedures for temporary changes shall ensure that
the equipment and procedures are returned to their original or designed conditions at the
end of the time limit for the temporary change. If any extension is required for a temporary
change, it should go through the complete management of change process again.

1.18 EMERGENCY CHANGE REQUESTS

All change requests which need to be implemented within 24 hours of raising change
request is classified as Emergency Change.
In some cases, events are critical enough that they must be rushed into effect thereby
creating an unscheduled change. During those events, where practical, the review should
include as much of the normal process as possible. An appropriate risk assessment shall be
conducted prior to proceeding with the approval process.
Master shall discuss with key office personnel as required and request to speed up the
approval process.
All emergency changes shall require the approval of the approving authority, acting on
advice and guidance from Ship Management Team and CMS personnel.
The complete change process, including validation of the risk assessment, shall then be
followed as soon as practicable.

1.19 Records:
Engineering and Organization Change Request Form: TE-19
“Temporary changes to critical system safety alarms” (Form No TE 28)
APPENDIX 1
 JNM - SHIP MANAGEMENT MANUAL
(This section is specific to PT Jala Nusantara Mardika)
Rev No: 0.0
APPENDIX I Rev Date: 25 April 2023
Page: 1 0f 1