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.
The DPA in the shore office and the Master on board ship are assigned the main responsibility and authority for the
functioning of the management system. Group IT and SMC IT is responsible for the development and
implementation of information security management system. The energy team and the energy management
representatives are responsible for the development and implementations of the Energy management system.
Workers at each level of the organization assumes responsibility for those aspects of the management system over
which they have control. Further, every person in the workplace takes account of not only his own health and safety
but also of others. However, the top management remains accountable for the overall functioning of 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
IT and cybersecurity manual appendix
ISO 50001 Manual
Occupational Health, Safety and Environmental (OHSE) Committee
The OHSE committee led by the SMC MD consists of representatives appointed from each
operational area – Fleet teams, LPSQ, HR shore / Admin, Accounts IT, VAS etc. The
committee is responsible for the overall implementation of the management system in the
SMC for the office staff. The responsibilities may be assigned to the concerned department
as applicable. This includes ensuring that the:
• Workplaces and activities are maintained safe and hygienic and periodically inspected to prevent work
related injury and ill health
• Workers and new joining staff are familiarized with the OHSE policies and procedures
• All incidents, Non-conformities, Unsafe acts or conditions are investigated, root causes identified and
addressed
• Contractors and visitors are briefed and that they follow the company’s management system requirements
• Firefighting equipment are periodically checked and maintained in good condition as per local laws –
including fire detection systems, emergency escape etc.
• Emergency / Fire drills are conducted at regular intervals as per local laws and workers briefed on
emergency procedures
• Environmental, Energy and Security aspects are monitored and implemented as required by the
management system
• Legal and other requirements are monitored complied with
• Quarterly OHSE meetings are conducted and minutes recorded
3
Designated person ashore(DPA)
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

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 ISO Responsibility, Authority and Communication BSM
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• 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 onboard
• 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 health, 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
• Coordinating and organizing the company's internal audits.
• Ensuring and evaluating the quality and effectiveness of all outsourced / delegated ISM relevant services
and activities like seafarers’ recruitment, internal audits, regulatory tracking, purchasing etc. The quality
control of these delegated entities and their activities is ensured by the concerned department of the
Company through measures like PAL monitoring, analyzing, information and approval requirements,
internal audits
• 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 / Energy and 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 prevention 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:

• Implementing the occupational health, Safety, Health and Environmental-protection, Quality and
information security 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

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 ISO Responsibility, Authority and Communication BSM

• Reviewing the management system and reporting its performance and 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
Master: Company, Owners, Class societies, Flag states, Port states, Agents
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, 50001:2018, 45001:2018 and 27001:2013 sect.5.3;
2
TMSA 1A 3.3;
3
ISM Code sect 4;
4
Cyprus Flag requirement
5
TMSA 2.3.b;
6
ISM Code sect. 5.1,
7
ISM Code sect. 5.2;

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 ISO Responsibility, Authority and Communication BSM
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SOLAS Chapter V, Reg 34
Organisational Control
Below is the BSM organisational chart showing key functions, their hierarchy and reporting lines.

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 ISO Responsibility, Authority and Communication BSM

Participation and consultation 1

The Company has established, implemented and maintained processes for consultation and participation in the
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 ISO Responsibility, Authority and Communication BSM
development, planning, implementation, performance evaluation and improvement actions of the management
system by workers and their representatives at all applicable levels and functions. The mechanism for this is
determined with the participation of both managerial and non-managerial workers.
The Company identifies and provides the necessary training, resources and mechanisms to improve worker’s
participation by:

• Masters review and provision in QDMS to suggest changes/improvements to the management system
• Initiatives like ‘My idea!’ and ‘Improvement suggestions’ in PAL to encourage workers to come out with
best practice/improvement/ innovative ideas to improve the management systems
• Safety themes, in-house and the ‘Shell’ initiative which is based on reflective learning involving interactive
group discussions.
• Safety meetings, work plan and tool box meetings with participation of entire crew or their representatives
• Speaking up policy, Complaint procedure, Stop Card system, Unsafe act / Unsafe condition / Near-miss /
Accident reporting etc., with assurance to workers against any negative repercussions
• 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 to identify hazards and assessing risks and opportunities. This process involves all
team members who determine the actions to eliminate hazards and reduce the OH&S risks before start of
work
• Training and familiarization in the management system including workers involvement in training
/competence identification and evaluation through appraisal reports
• Involving workers in determining and removing obstacles or barriers to communication (what and how to
communicate) e.g. Language barrier overcome by making available relevant sections of the management
system in the language understood by the ship’s crew
• Ship inspections and audits with workers participation to determine control measures and their effective
implementation and use
• Investigating incidents and non-conformities with workers participation to determine corrective actions
with the participation of the workers
• Management review meetings
• Seafarer’ web portal to easily access various PAL modules and chat function to communicate with office
• Safety culture survey to improve the reporting culture within the Company and promote a just culture
The consultations with the managerial and non-managerial workers using above mechanisms are discussed in the
management review meetings and considered for:

• Establishing the Q/OHSE policies, objectives and targets including how to achieve them; roles,
responsibilities and authorities as applicable etc.
• Determining the key performance indicators – what needs to be monitored, measured and evaluated
• Determining the legal requirements and needs and expectations of interested parties and how to fulfil
them
• Determining applicable controls for outsourcing, procurement and contractors
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 ISO Responsibility, Authority and Communication BSM

• Planning, establishing, implementing and maintaining the audit programs

• Continual improvement of the management system and process
1
ISO 45001:2018 sect. 5.4

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