How to implement The 10 Steps Approach Ships in Service Training Material A-M CHAUVEL.

How to implementHow to implement

The 10 Steps ApproachThe 10 Steps Approach

Ships in Service Training Material A-M CHAUVEL

10 - Final assessment10 - Final assessment

9 - Personnel Training9 - Personnel Training

8 - Reporting8 - Reporting

7 - Companies procedures7 - Companies procedures

6 - Port Authority procedures6 - Port Authority procedures

5 - Project team5 - Project team

4 - Responsibilities and authority 4 - Responsibilities and authority

3 - Port Authority S&EP policy3 - Port Authority S&EP policy

2 - Strategic planning2 - Strategic planning

1 - Initial assessment1 - Initial assessment

IPSEM Code in PortThe vehicle for Safety &

Environmental Protection

The vehicle for Safety &Environmental Protection


OBJECTIVEOBJECTIVE

Assess safety andAssess safety and

environmental risksenvironmental risks

in port operationsin port operations

and define performancesand define performances

required to comply withrequired to comply with

IPSEM Code. IPSEM Code.

IPSEMCode 0 25 50 75 100

% of Compliance

1- Objectives of the Port

2- Safety & Environmental Policy

3- Port Authority Responsibilities

4- Designated Person (s)

5- Harbour Master 's Responsibility

6- Resources & Personnel

7- Development of Plan for

8- Emergency Preparedness

9- Reports & Analysis of

10- Maintenance of Port…...

11- Documentation

12- Port Authority Verif.,Review

1 - Initial Assessment


1.1 - Evaluating current practices in relation to the IPSEM Code.

1.2 - Identifying deviations in relation to each chapter of the IPSEM Code.

1.3 - Presenting deviations observed to the Port Authority, and sectors where improvements are desirable to qualify for IPSEM certification.

1 - Initial Assessment


Marine Services

Conservancy

Ship/Shore Interface

Berth operations

Cargo handlingStorage of cargo

Transport withinthe port area

Maintenance of handling equipmentand transport means

Waste management

Emergency preparednessand response

1 - Operational Areas


Pilotage

Tug ServicesBunkers Suppliers

Mooring Services

Vessel Traffic Management

1 - Marine Services


Ship pre-arrival to the portShip arrival to the portShip unloading Storage of cargoShip in portShip loadingShip departureShip leaving the port

Truck pre-arrival to the portTruck arrival to the portTruck unloading Storage of cargoTruck in portTruck loadingTruck departureTruck leaving the port

Train pre-arrival to the portTrain arrival to the portTrain unloading Storage of cargoTrain in portTrain loadingTrain departureTrain leaving the port

1 - Major Operational Processes


Terminal name andActivities Owner Operator

City QuaysBulk, General cargo, Bulk liquids

Port Authority Private

Oil BerthBulk liquids

Private Private

Bulk BerthOres concentrates


Container TerminalContainers

Port Authority Port Authority

RO/RO Terminal 1Trade vehicles


Oil, Livestock JettyBulk liquids, LPG, Livestock


General TerminalGeneral cargo


RO/RO Terminal 2Passengers, Freight


Cruise TerminalPassengers


Activities


Terminal name andActivities Owner Operator

City QuaysBulk, General cargo, Bulk liquids

Private Private

Oil BerthBulk liquids

Private Private

Bulk BerthOres concentrates

Private Private

Container TerminalContainers


RO/RO Terminal 1Trade vehicles


Oil, Livestock JettyBulk liquids, LPG, Livestock


General TerminalGeneral cargo

Private Private

RO/RO Terminal 2Passengers, Freight


Cruise TerminalPassengers



Equipments

- Port regulation

- Port management policy

- Port organisation

- Responsibilities and authority

- Personnel

- Port operations

- Port installations and equipment

- Emergency preparedness

- Accidents & Non-conformities

- Documentation

- Links with operators in the port

Understanding processes and personnel involvedUnderstanding processes and personnel involved1 - Data Collection


OBJECTIVEOBJECTIVE

Achieve on time andAchieve on time and

at reasonable costat reasonable cost

implementationimplementation

of the requiredof the required

performances performances

in portin port

operations.operations.

Period N°Period N°

ActivitiesActivities

Initial assessmentInitial assessment

- - PlanningPlanning

- Document review- Document review

- Shorebased audits- Shorebased audits

- Ship board audits- Ship board audits

- Preparation of action plan- Preparation of action plan

- Approbation of planning- Approbation of planning

- Preparation- Preparation

- Review- Review

Company policyCompany policy

- Preparation of report- Preparation of report

- Presentation of reprt- Presentation of reprt

- Executive seminar- Executive seminar

- Definition of objectives- Definition of objectives

Strategic planningStrategic planning

11 44 55 66 88 99 1010 111122 33 77

2 - Strategic planning


2.1 - Creating the action plan, sequence by sequence, in port areas.

2.2 - Defining and selecting realistic deadlines for each action.

2.3 - Identifying the resources required for implementation of the programme within the agreed periods.

2 - Strategic planning


AimAim

What isWhat isneededneeded

GuidelineGuideline

PolicyPolicy

RouteRoute

Action planAction plan

DestinationDestination

ObjectivesObjectives

2 - Set up a Realistic Time Schedule


2 -

Saf

ety

& E

nvi

ron

men

tal

pro

tect

ion

po

licy

3 -

Po

rt A

uth

ori

ty

re

spo

nsi

bili

ties

& a

uth

ori

ty

4 -

Des

ign

ated

per

son

( s

)

5 -

Har

bo

ur

Mas

ter'

s

re

spo

nsi

bili

ties

& a

uth

ori

ty

6 -

Res

ou

rces

& p

erso

nn

el

7 -

Dev

elo

pm

ent

of

O

per

atio

nal

pla

n

8 -

Em

erg

ency

pre

par

edn

ess

9 -

Rep

ort

s, n

on

-co

nfo

rmit

ies,

a

ccid

ents

& h

azar

d. o

ccu

r.

10 -

Mai

nte

nan

ce o

f

in

stal

lati

on

s &

eq

uip

men

t

11 -

Do

cum

ents

12 -

Ver

ific

atio

n,

rev

iew

& e

valu

atio

n

Safety assessment

Strategic planning

Safety & Env. prot. Policy

Responsibilities & authority

Project team

Port procedures

Company procedures

Personnel training

Final assessment

Measurement & reporting

IPSEM

Generalplanning

BUREAU VERITAS - DNS/DCO. A-M CHAUVEL Ships in Service Training Material A-M CHAUVEL

14 2131 07

March11 1828 04 10 1725 03 07 1424 31

FebruaryJanuary AprilPLATEFORM

2.1 Define the priorities for implementation

2.2 Establish an action plan to follow up the planning

2.3 Revise action plan

3 S,H & EP POLICY

3.1 Write the policy

3.2 Approve the policy

3.3 Implement the policy

3.3.1 Divulge the policy to Geops, Germans & Barges Master

3.3.2 Divulge the policy to Supervisors

3.3.3 Divulge the policy to all Employees

1 INITIAL ASSESSMENT

3.3.4 Revise briefing procedure including policy

3.3.5

Discuss the report of evaluation with consultant

1.3 Divulge the report to locals coordinators

2 STRATEGIC PLANNING

1.1 Hold evaluation by external auditor

1.2

Implement revised briefing

OBJECTIVEOBJECTIVE

Make all the personnelMake all the personnel

aware of the policyaware of the policy

selected and theselected and the

commitment of thecommitment of the

Port Authority toPort Authority to

ensure the successensure the success

of the project.of the project.

Our success rests essentially onthe skill of our staff

In a growing market we mustprevent any risk of accident and

respect the environment

The success of our port over timeis seen as continuous

progress

In the name of the Port Authority,I make a personal commitment to this policy,

which is vital for our future,and I count on your participation.

3 - Safety & Environmental Policy


3.1 - Drafting the Port Authority safety and environmental protection policy. 3.2 - Informing all employees of the importance of the project, its content, and the planned process of implementation.

3.3 - Communicating the safety and environmental protection policy and also explaining it point by point, so that everyone can understand how they are directly concerned by its implementation.



PORTAUTHORITY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

3 - From Boundaries


PORTAUTHORITY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

COMPANY

ORGANISATION

3 - To Interdependence


A-M CHAUVEL - BUREAU VERITAS - DNS / DCO

3 - And Overall Port Policy




Our success rests essentially onthe skill of our staff

In a growing market we mustprevent any risk of accident and

respect the environment

The success of our portover time is seen as

Continuous Progress.

In the name of the Port Authority,I make a personal commitment to this policy,

which is vital for our future,and I count on your participation.

3 - Policy : Key Values


The following are some Key Values central to our Policy:

- Act with Integrity, Openness and Vibrancy.- Maintain the Highest Standards of Corporate Governance.- Treat all Stakeholders with Trust and Respect.- Acknowledge that Our People are Our Greatest Asset.- Promote a Healthy, safe and Secure Workplace.- Aim for Quality and Cost-efficient services.- Be responsive to Customer Needs.- Develop and Operate State of the Art Facilities.- Promote a Continuous Improvement Ethic.- Respect the Principles of Environmental Sustainability.

OBJECTIVEOBJECTIVE

To ensure that everyoneTo ensure that everyone

concerned in theconcerned in the

certification projectcertification project

knows what theknows what the

Port AuthorityPort Authority

expectsexpects

from them.from them.

4 - Responsibilities & Authority


4.1 - Defining responsibilities and authority at every level of the organisation.

4.2 - Establishing operational links, as clearly and as simply as possible, among the Port Authority, marine services and Companies.

4.3 - Documenting the responsibilities and authority of departments and the functional links among them.



S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP

S&EPS&EP



Clarify

ACTIONACTION OBJECTIVEOBJECTIVE

Develop and carry outDevelop and carry out

all necessary actionsall necessary actions

within the context ofwithin the context of

the selected programme,the selected programme,

and solve any problemsand solve any problems

which may havewhich may have

adverse consequencesadverse consequences

on the success ofon the success of

the project.the project.

5 - Project Team


5.1 - Appointing members of the team responsible for concluding the project.

5.2 - Designating the team leader who coordinates all activities necessary to achieve the goal.

5.3 - Defining the responsibilities of each member of the project team.

5.4 - Carrying out actions according to the programme and the responsibilities allocated to each member of the team.

5 - Project Team


The 3 Musketeers

Alain-Michel Chauvel Director of QMS, Bureau Veritas DNS Marine,Captain Michael McCarthy, Deputy Harbour Master andPort Facility Security Officer and Captain Pat Farman,

Deputy Chief Executive and Harbour Master of the Port of Cork

He must report directly to the highest level of management

5 - Designate the Project Leader


5 - Who is Who and Who do What ?


ACT CHECK

PLAN DO



Implementing IPSEM Code

in Port AuthorityImplementing IPSEM Code

in Port Authority


Responsible

Delegate

Inform

Train

Participate

Contribute

R

D

I

T

P

C


1- Initiate pre-assessment of the SEMS

2- Train head of each department

3- Define achievements required to complywith IPSEM Code

4- Nominate the Designated Person and the project team members

5- Train project team

6- Review SEMS documentation

7- Prepare SEMS action plan

8- Approve SEMS action plan


R

R

R

R

R

T

D

R

R

R

P

T

P

P

P

I

T

P

P

P

P

P

I

T

P

C

C

P

Po

rtA

uth

ori

ty

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t

Safety & Environment ProtectionSafety & Environment ProtectionManagement System ( SEMS )Management System ( SEMS )

1- PLAN 1- PLAN

1- Prepare Policy and Port AuthorityCommitment

2- Inform personnel and Companieson the project

3- Assign responsibilities

4- Implement SEMS at Port Authority level

5- Identify training needs and train the personnel

6- Assist companies during the implementationof their SEMS when requested

7- Train companies personnel when requested

8- Co-ordinate SEMS action plans with Companies when requested


R

I

I

P

P

P

P

R

R

R

R

I

P

P

P

R

R

I

I

I

I

P

P

R

P

I

I

Po

rtA

uth

ori

ty

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t


2- DO 2- DO

1- Measure progress according to theaction plan

2- Prepare monthly activities report toPort Authority

3- Present activities report to Port Authority

4- Review & approve report

5- Inform heads of department& Companies

6- Inform personnel about progress

7- Make final assessment of SEMS

8- Adjust SEMS if necessary


I

R

R

R

P

P

R

P

R

P

C

C

P

P

P

R

I

I

P

R

P

R

Po

rtA

uth

ori

ty

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t


3 - CHECK 3 - CHECK

1- Prepare schedule for certification

2- Prepare file for certification

3- Obtain Certificate of Compliance for PortAuthority SEMS

4- Help Companies to obtain their Certificates of Compliance

5- Inform personnel on obtaining thecertificates

6- Recognize people for outstanding efforts& contributions

7- Prepare improvement plan for the coming year

8- Plan date for the next SEMS review


I

I

R

R

I

R

R

R

R

P

R

P

P

I

P

I

P

P

R

I

I

C

P

I

Po

rtA

uth

ori

ty

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

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fd

epar

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t


4 - ACT 4 - ACT



Implementing IPSEM Code

in Port FacilityImplementing IPSEM Code

in Port Facility

1- Initiate pre-assessment of the SEMS

2- Train head of each department

3- Define achievements required to complywith IPSEM Code

4- Nominate the Designated Person and the project team members

5- Train project team

6- Review SEMS documentation

7- Prepare SEMS action plan

8- Approve SEMS action plan


R

R

R

R

R

T

D

R

R

R

P

T

P

P

P

I

C

I

T

P

C

C

P

Hea

d o

f th

eC

om

pan

y

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t


1- PLAN 1- PLAN

1- Prepare Policy and CompanyCommitment

2- Inform Company personnelon the project

3- Assign responsibilities

4- Implement SEMS in the Company

5- Identify training needs and train the personnel

6- Assist companies during the implementationof their SEMS when requested

7- Train companies personnel

8- Co-ordinate SEMS action plans with Port Authority when requested


R

R

R

I

P

P

P

P

R

R

R

R

I

P

P

I

C

C

C

P

P

R

P

I

I

Hea

d o

f th

eC

om

pan

y

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t


2- DO 2- DO

1- Measure progress according to theaction plan

2- Prepare monthly activities report toCompany

3- Present activities report to Company

4- Review & approve report

5- Inform heads of department

6- Inform personnel about progress

7- Make final assessment of SEMS

8- Adjust SEMS if necessary


I

R

R

R

R

P

P

R

P

R

P

C

C

P

I

I

P

R

P

R

Hea

d o

f th

eC

om

pan

y

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t


3 - CHECK 3 - CHECK

1- Prepare schedule for certification

2- Prepare file for certification

3- Inform personnel on obtaining thecertificates

4- Recognize people for outstanding efforts& contributions

5- Prepare improvement plan for the coming year

6- Plan date for the next SEMS review


I

R

R

R

I

R

R

P

R

P

I

I

C

P

P

P

IH

ear

of

the

Co

mp

any

Des

ign

ated

Per

son

Pro

ject

Tea

m

Har

bo

ur

Mas

ter

Hea

d o

fd

epar

tmen

t


4 - ACT 4 - ACT

OBJECTIVEOBJECTIVE

Describe as clearlyDescribe as clearly

as possibleas possible

all of the activitiesall of the activities

which contribute towhich contribute to

maintenance of themaintenance of the

safetysafety

environmental protectionenvironmental protection

policy in the port.policy in the port.

WHEREWHERE

HOWHOW

WHOWHO

WHENWHEN

WHY WHY

WHATWHAT

??IPSEM CODEIPSEM CODE

6 - Port Authority Procedures


6.1 - Listing the existing documentary system in each department of the Port Authority.

6.2 - Analysing the procedure for its conformity to the IPSEM Code.

6.3 - Identifying any element missing.

6.4 - Drafting missing or obsolete procedures.

6.5 - Creating the port authority documentary system in accordance with the requirements of the IPSEM Code.

6 - Port Authority Procedures


A - M Chauvel

Describe as clearlyDescribe as clearly

and simply as possible alland simply as possible all

specific activities necessaryspecific activities necessary

in each company andin each company and

their interfaces withtheir interfaces with

the Port Authority,the Port Authority,

to ensure properto ensure proper

maintenance ofmaintenance of

Port Authority policy.Port Authority policy.

OBJECTIVEOBJECTIVE

WHEREWHERE

HOWHOW

WHOWHO

WHENWHEN

WHY WHY

WHATWHAT

??IPSEM CODEIPSEM CODE

BUREAU VERITAS - DNS/DCO. A-M CHAUVEL

7 - Companies Procedures


7.1 - Listing the existing documentary system in each company in relation with safety dispositions.

7.2 - Analysing the procedure in terms of compatibility with Port Authority procedures.

7.3 - Identifying any element missing.

7.4 - Drafting missing or obsolete procedures.

7.5 - Creating the necessary interfaces with the Port Authority documentary system.

7 - Companies Procedures


Policies

Generalprocedures

Specific procedures

Work instructions

Codes, StandardsCodes, StandardsRules, RegulationsRules, RegulationsCustomer contractsCustomer contracts

SpecificationsSpecificationsMethodsMethods

IN

Audit reportsAudit reportsSafety reports Safety reports Statistical dataStatistical data

RecordsRecordsCertificates Certificates

OUT7 - Documentary System


7 - Procedures


Time saving

Processimprovement

MemorySavoir faire

Constructivedialogue

Trainingsupport

ProceduresProcedures

OBJECTIVEOBJECTIVE

Enable theEnable the


to monitorto monitor

progress ofprogress of

the project andthe project and

to act when theto act when the

situation requires.situation requires.


8 - Reporting


8.1 - Establishing a time table of meetings at the start of the project to follow progress.

8.2 - Building a project monitoring system, for which the team leader is directly responsible. 8.3 - Identifying deviations and their causes.

8.4 - Taking corrective action as required, in order to meet deadlines or, in the last resort, amending the timetable.

8 - Reporting


0 - Nothing evident according to requirements. 10 - Need for improvement recognised. 20 - Project for Improvement opened. 30 - Documentation partially written. 40 - Documentation completed. 50 - Awareness of staff and personnel. 60 - Documentation implemented. 70 - Records available. 80 - Positive results from an internal audit. 90 - External audit planned. 100 - Positive results from the external audit.

IPSEM Legogram - Rules


2- Port management policy- Health and safety- Environment- Waste disposal3- Responsibilities and authority- Port authority- Port master- Designated person- Personnel6- Personnel- Qualification- Training- Communication7- Port operations- Infrastructure- Access- Channel and berth box- Storage facilities- Loading and unloading equipment- Dangerous goods- Navigation aids- Pilot service- Port communication- Waste disposal

400 60 80 10020

IPSEM Legogram

400 60 80 10020

IPSEM Legogram 8- Emergency preparedness- Response plan- Drills and exercises9- Checking and corrective action- Monitoring and measurement- Non-conformities- Accidents- Hazardous occurrences- Corrective actions10- Port installations & equipment- Maintenance planning- Testing records and control- Equipment certificates11- Documentation- Control and maintenance12- Verification review & evaluation- Internal audit- System review- Improvement plan13- Certification, verif. & control- External audit


400 60 80 10020

IPSEM Legogram ( Example )


400 60 80 10020


400 60 80 10020



OBJECTIVEOBJECTIVE

Develop and improveDevelop and improve

the skills of personnelthe skills of personnel

with regard to applicationwith regard to application

of the Port Authorityof the Port Authority

policy relating topolicy relating to

safety andsafety and

protection of theprotection of the

Environment.Environment.


9 - Personnel Training


9.1 - Preparing a cycle of training for all those involved in the implementation of the system.

9.2 - Setting up the mechanisms and means to multiply awareness of the system implemented.

9.3 - Providing the training to employees in order to keep the system operational.

9.4 - Arranging the necessary training when modifications are made to the system.

9 - Personnel Training


OBJECTIVEOBJECTIVE

Prove that the systemProve that the system

implemented by theimplemented by the


will satisfywill satisfy

the requirementsthe requirements

of the codeof the code

for Safety andfor Safety and

EnvironmentalEnvironmental

Protection.Protection.

I PSEMSystem 0 25 50 75 100

% of Compliance

1- Objectives of the Port

2- Safety & Environmental Policy

3- Port Authority Responsibilities

4- Designated Person (s)

5- Port Master 's Responsibility

6- Resources & Personnel

7- Development of Plan for

8- Emergency Preparedness

9- Reports & Analysis of

10- Maintenance of Port…...

11- Documentation

12- Port Authority Verif.,Review

10 - Final Assessment


10.1 - Checking the key points of the system implemented.

10.2 - If necessary, adjusting details which might delay certification.

10.3 - Preparing the certification schedule.

10 - Final Assessment


Date post:	27-Dec-2015
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How to implement The 10 Steps Approach Ships in Service Training Material A-M CHAUVEL.

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