ISO Responsibility, Authority and Communication BSM

Responsibility, authority and communication 1

Roles, responsibilities and accountabilities of various personnel employed by the Company are defined within the
management system. When organisational change occurs, those responsible for supervising or managing the function(s)
undergoing change are responsible for clear and explicit reassignment of this accountability. 2
Ref: Accountability profiles
Designated person ashore(DPA) 3
The Company’s top management has Designated members of management who, irrespective of other responsibilities,
have defined roles, responsibilities and authority for:
Ensuring the safe operation of each ship;

• Direct access to senior management and the authority to implement suitable controls.
4
• Maintaining nautical standards on board ships . Such person(s) have direct access to senior management and
the authority to implement suitable controls.
• Providing a link between the Company and those aboard;
• Liaising with external parties on matters concerning establishment, approval and timely auditing of the
management systems to comply with applicable code, standard or industry guidelines
• Monitoring the safety and pollution prevention aspects of the operation of each ship and ensure that adequate
resources and shore-based support is applied as required;
• Ensuring that the relevant management systems is established, implemented and maintained in accordance
with the requirements of the applicable Codes and Standards. Also that the integrity of the relevant
management system is maintained when changes to it are planned and implemented
• Reporting to top management on the performance of the management system for review, including
opportunities for improvement; and
• Providing awareness of the customer’s requirements and ensuring the promotion of customer focus throughout
the Company.
• Investigating reported Nonconformities with Ship, Masters and appropriate persons within the Company.
• Co-ordinating in testing the readiness of the Company to respond to emergencies on board.
• Planning and arranging Management Reviews and maintain records of same.
The Company ensures that adequate resources and shore-based support are provided to enable the Management
Representative / Environmental Management Representative/ Designated Persons/ OH&S Management Representative
to carry out their functions.
Alternate Designated Person has been appointed to ensure availability of a Designated Person.5
6
Master’s responsibility and authority
The Ship’s Master has the complete overriding authority and responsibility for taking all necessary actions for safety,
pollution and the efficient operation of his ship and to request the Company’s assistance as may be necessary. In certain
circumstances this may mean deviating from documented procedures.7
The Owner, Charterer, or the Company shall not prevent the Master from taking, or executing any decision which, in the
Master’s professional judgment, is necessary for safe navigation and protection of the environment.8
The Company has clearly defined and documented the Master’s responsibility with regard to:

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 ISO Responsibility, Authority and Communication BSM

• Implementing the occupational health, Safety, Health and Environmental-protection and Quality policy(ies) of
the Company;
• Motivating the crew in the observation of the policy;
• Issuing appropriate orders and instructions in a clear and simple manner;
• Verifying that specified requirements are observed; and reviewing the management system and reporting its
deficiencies to the shore- based management.
Masters are to take into account that Safety concerns will primarily prevail over security concerns should such a situation
arise.
The Master ensures that the vessel meets the current international regulations for pollution prevention as well as
appropriate local port state regulations. He is to ensure that proper on board training programs are conducted and vessel
is fully prepared to deal with all emergency situations.
He is also overall responsible for the Security of the ship and co-ordinates with the CSO/SSO actively in this regard.
Communication
Communication and feedback paths within BSM and outside are defined broadly by the Accountabilities Profiles of staff.
As examples:
Fleet Director: Owners, Flag States, Port States, Corporate,
Fleet Manager: Owners, Class Societies, Shipyards, Suppliers
Technical Superintendent: Owners rep for ship, Suppliers, Class Societies,
Fleet Personnel Manager: CSC, Corporate, Agents, P&I
The responsible person determines the appropriate method of communication and feedback based on relevant BSM
procedures considering:

• Who needs the information

• The urgency of the information
• When the information is needed
• Most effective means of ensuring successful transmission
• Recording or verification requirements
Methods of communication and feedback

• Face to face
• Telephone
• Email
• Teleconferencing
• Video Conferencing
• Posted documents
1
ISM Code sect. 3.2, ISO 9001,14001:2015 and 45001:2018 sect.5.3;
2
TMSA 1A 3.3;
3
ISM Code sect 4;
4
Cyprus Flag requirement
5
TMSA 2.3.b;
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 ISO Responsibility, Authority and Communication BSM
6
ISM Code sect. 5.1,
7
ISM Code sect. 5.2;
8
SOLAS Chapter V, Reg 34
Organisational Control
Below is the BSM organisational chart showing key functions, their hierarchy and reporting lines.

Participation and consultation 1

The Company has established, implemented and maintained processes for participation (including consultation) in the
development, planning, implementation, evaluation and improvement actions of the management system by workers
and their representatives at all applicable levels and functions.
The Company identifies and provides the necessary resources and mechanisms to improve worker’s participation by:

• Masters review of the QHSE management system – which includes inputs from all ship staff
• Initiatives like Innov8 to encourage workers to come out with innovative ideas to improve systems
• Safety themes, in-house and the ‘Shell’ initiative which is based on reflective learning involving interactive group
discussions.
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 ISO Responsibility, Authority and Communication BSM

• Safety meetings, work plan and tool box meetings with participation of entire crew or their representatives
• Speaking up policy, Complaint procedure, Stop Card system, Near-miss reporting etc., with assurance to workers
against any adverse employment actions for exercising these policies.
• Implementing Behaviour based safety (BBS) on all ships
• Communicating the policies and procedures to the workers through various means – QDMS access, posters,
BSM bulletins, Insight magazine, Seminars, emails, etc.
• Risk assessment process prior start of work to evaluate and abort work in case of unacceptable risk without any
fear of reprisal
• Training and familiarization in the management system
• Removing or minimizing obstacles or barriers to participation e.g. Language barrier overcome by making
available relevant sections of the management system in the language understood by the ship’s crew
• Providing appropriate PPE at no cost to workers
• Ship inspections and audits, incident investigations to determine corrective actions and improvements
• Management review meetings
The inputs of non-managerial workers sourced from above are discussed in the management review meetings and
considered for:

• Establishing the policy and determining the QHSE objectives and targets including roles and responsibilities as
applicable
• Determining the key performance indicators – what needs to be monitored, measured and evaluated
• Determining the legal requirements and needs and expectations of interested parties
• Determining controls for outsourcing, procurement and contractors
• Planning, establishing, implementing and maintaining the audit programs
• Continual improvement of the management system and process
1
ISO 4500:2018 sect. 5.4

Doc No:38/ Rev No:4/Effective Date:23-11-2018/ Approved by Director LPSQ 4

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