1.04 Statement of Work.pdf

STATEMENT OF WORK

SAFETY MANAGEMENT SYSTEM PROGRAM

GENERAL REQUIREMENTS:

The overall objective is to implement an effective Integrated Safety Management System (SMS) Program aligned with the requirements of the International Safety Management System (ISM) and International Standards (ISO) as applicable with documentation that is simplified and could be controlled within an electronic document management software platform allowing CSG-4 vessels the ability to maintain compliance with the following;

1. ISM - International Safety Management

2. ISO 9001- 2015 for Quality Management

3. ISO 14001-2015 for Environment Management

4. TMSA 3 - Tanker Management and Self-Assessment – OCIMF Level of Compliance

5. SIRE Ship Inspection Report Program – OCIMF Level of Compliance

6. ISO 45001-2016 for Occupational Health and Safety Management (Replacing OHSAS 18001)

- OPTIONAL

The intention is to maintain the CSG-4 SMS in a tiered structure as follows, replicated and potentially controlled within an electronic document management software platform.

Tier 1 – Navy Policies

Tier 2 – Management Procedures

Tier 3 – Common Procedures

Tier 4 – Specific Procedures or Work Instructions

Maintaining “electronic” and “paper free” as far as reasonably practicable within a suitable software platform, such as SAM, which is currently being used capable of enabling:

• Effective document management and version control.

• Reports, distribution and notification controls.

• Monitoring and management of Risk Assessments.

• Control of Incidents, Accidents, Near Misses, Inspections, Audits and associated Corrective Action Records.

• Provide Document Library Controls holding, Policies, Procedures, Work Instructions, Certification, Manuals and Plans

To achieve the review and revision objectives it is recommended that the project is conducted in four (4) phases;

Phase 1 Undertake a Gap Analysis Review of the CSG-4 SQEMS documentation and processes as an initial benchmarking exercise to establish the full scope of the project requirements and identify where streamlining and simplification can be applied. This will provide an Integrated Management System Road Map identifying documents, policies, procedures, work instructions and system processes including software management platforms that need to be revised or updated. (Timescale - Approximately 5 Days)

Phase 2 Revise and update CSG-4 current SMS documentation identified from Phase 1, ensuring compliance with the ISM Code and applicable International Standards that the Client is accredited to, including industry best practices.

Phase 3

OPTIONAL

Implementation and support of the revised and updated CSG-4 SMS documentation and processes within an electronic software platform if applicable.

Phase 4

OPTIONAL

Introduction, familiarization and roll out of the revised CSG-4 SMS documentation and processes. Followed by withdrawal of the original Company Management System.

THE CONTRACTOR SHALL PERFORM THE FOLLOWING FUNCTIONS:

1. Undertake a Gap Analysis Review of the CSG-4 SMS documentation and processes as an initial benchmarking exercise to establish the full scope of the project requirements and identify where streamlining and simplification can be applied. This will provide an Integrated Management System Road Map identifying documents, policies, procedures, work instructions and system processes including software management platforms that need to be revised or updated.

a. Gap Analysis Evaluation

b. The Initial Gap Analysis Review of the CSG-4 SMS documentation and processes is recommended to be conducted by the Company, establishing CSG-4 compliance against International Safety Management (ISM), ISO 9001-2015 Quality Management Requirements and Tanker Management and Self- Assessment (TMSA 3) Elements 1 -13 levels of compliance (Level 1 being the lowest and Level 4 being the highest).

c. The remainder of the CSG-4 SMS level of integration against International standard ISM and ISO requirements would be evaluated by a desk-top study to conclude the initial Phase 1 objective.

i. It is understood that although a detailed evaluation process would be conducted of the areas outlined, it does not necessarily mean that there are no other issues present within the system, which this gap analysis evaluation may not have identified or that there are no issues present within other areas not subject to this desk-top study.

d. Provide a copy of the Gap Analysis Review to the Client.

e. Provide the findings from the desk-top study against these requirements are identified within this report including associated APPENDIX A - SQEMS ISM-ISO GAP Analysis Evaluation (ROAD-MAP), categorized using the legend in the following table:

SAT Requirement(s) that have been FULLY SATISFIED with consideration given to making amendments to existing policies, procedures, work instructions or processes

(identified with comments as felt applicable) AFI Requirement(s) that have either been FULLY SATISFIED or SATISFIED in PART where there are Areas for Improvement with consideration given to making amendments to existing policies, procedures, work instructions or processes (identified with comments as felt applicable)

TBD Requirement(s) that still need To Be Developed ensuring compliance, with consideration given to making amendments to existing policies, procedures, work instructions or processes (identified with comments as felt applicable)

Not Sampled Requirement area(s) that has not been fully evaluated or witnessed with additional supporting evidence.

a. This, example, table top gap evaluation report has found there is already a good level of compliance against ISM and ISO standard requirements, outlined in Section 4 already some of which have been implemented within the Companies current SMS Program, generally summarized in the following table:

Description ISM ISO

ISO

14001

ISO

50001

ISO

45001

Scope SAT SAT SAT SAT SAT Normative references SAT SAT SAT SAT SAT

Terms and definitions SAT SAT SAT SAT SAT Energy – Environmental – Quality Management system requirements SAT SAT SAT SAT SAT General requirements SAT SAT SAT SAT SAT Hazard Identification, Risk Assessment SAT SAT SAT SAT SAT Emergency Preparedness SAT SAT SAT SAT SAT Management responsibility SAT SAT SAT SAT SAT Top management – Management commitment-resources, roles responsibility and authority SAT SAT SAT SAT SAT Management representative – Responsibility-resources, roles –responsibility and authority SAT SAT SAT SAT SAT Safety-Health-Energy-Quality – Environmental Policy AFI AFI AFI AFI AFI Planning SAT SAT SAT SAT SAT General–objectives – determination of requirements related to the product SAT SAT SAT SAT SAT Legal requirements and other requirements - determination of requirements related to the product-design and developments inputs

SAT SAT SAT SAT SAT

Energy review – Environmental aspects- Quality review SAT SAT SAT SAT N/A Energy baseline SAT SAT SAT SAT N/A Energy performance indicators (EnPIs) SAT SAT SAT AFI N/A Energy objectives, targets, management and action plans- Quality objectives – Environmental & Health targets and programs- Safety objectives & targets

SAT SAT SAT SAT SAT

Implementation and operation and product realization SAT SAT SAT SAT SAT General-Operational control – control of production AFI SAT SAT SAT SAT Competence, training and awareness SAT SAT SAT SAT SAT Communication / Participation & Consultation AFI AFI AFI AFI AFI Documentation requirements AFI AFI AFI AFI AFI Control of documents AFI AFI AFI AFI AFI Operational control – control of production and service provision SAT SAT SAT SAT SAT Design and development SAT SAT SAT SAT SAT Procurement of energy services, products, equipment and energy-Purchasing SAT SAT SAT SAT SAT Checking-Measurement and analysis and improvement SAT SAT SAT SAT SAT Evaluation and compliance with legal requirements and other requirements AFI AFI AFI AFI AFI Internal audit – Internal audit of EnMS SAT SAT AFI SAT AFI Non-conformities-Corrective and preventive actions Control of nonconforming product SAT SAT SAT SAT SAT Control of records SAT SAT SAT SAT SAT Management review SAT SAT SAT SAT SAT Input to management review SAT SAT SAT SAT SAT Output from management review SAT SAT SAT SAT SAT

SQEMS Tier 3 Forms AFI AFI AFI AFI AFI

2. Revise and update CSG-4 SMS documentation identified from Phase 1, ensuring compliance with the

ISM Code and applicable International Standards that the Client is accredited to, including industry best practice.

a. This desk top gap analysis evaluation study has been conducted against the Company’s SMS

Management System and level of integration against International standard to include the ISM Code (2018 Edition), ISO 9001-2015 and TMSA-3 requirements as follows. (ISO 14001-2015:

and 45001-2016 OPTIONAL)

REQ ISM REQ ISO 9001:2015 (Quality) REQ ISO 14001:2015 (Environmental) REQ ISO 45001-2016 (OHSAS Health & Safety)

---- Introduction ---- Introduction ---- Introduction ------ Introduction 1 General 1 Scope 1 Scope 1 Scope 2 Safety and Environmental

Policy 2 Normative References 2 Normative References 2 Normative References

3 Company Responsibility and Authority

3 Terms and Definitions 3 Terms and Definitions 3 Terms and Definitions

4 Designated Person(s) 4 Context of the Organisation

4 Context of the Organisation

4 Context of the Organization

5 Masters Responsibility and Authority

5 Leadership 5 Leadership 5 Leadership

6 Resources and Personnel 6 Planning 6 Planning 6 Planning 6 Resources and Personnel 7 Support 7 Support 7 Support 7 Shipboard Operations 8 Operation 8 Operation 8 Operation 8 Emergency Preparedness 9 Performance Evaluation 9 Performance Evaluation 9 Performance Evaluation

9 Reports and Analysis of Non- Conformities, Accidents, Hazardous Occurrences

10 Improvement 10 Improvement 10 Improvement

10 Maintenance of the Ship and Equipment

11 Documentation 12 Company Verification and

Review 13 Certification & Verification

REQ TMSA (3)

Tanker Management

1 Management, Leadership and Accountability 1A Developing and Maintaining a Safety Management System 2 Recruitment & Management of Shore Based Personnel 3 Recruitment, Management and Wellbeing of Vessel Personnel 3A Wellbeing of Vessel Personnel 4 Vessel Reliability and Maintenance 4A Vessel Reliability and Maintenance (Critical Equipment) 5 Navigational Safety 6 Cargo, Ballast, Tank Cleaning and Bunkering Operations 6A Mooring and Anchoring Operations 7 Management of change 8 Incident Reporting, Investigation and Analysis 9 Safety Management - Shore Based Monitoring 9A Safety Management - Fleet Monitoring 10 Environmental and Energy Management 11 Emergency Preparedness and Contingency Planning 12 Measurement, Analysis and Improvement - Inspections 12A Measurement, Analysis and Improvement - Audits 13 Maritime Security

3. Implementation and support of the revised and updated CSG-4 SMS documentation and processes within an electronic software platform if applicable

a. The Client operates a very comprehensive and well-established SMS Program that is clearly understood by all departments and its associated employees within their head office and their fleet, as witnessed during the Gap Analysis.

b. Generally, there are areas of improvement needed that the company have already recognized, some of which are currently in progress with some other objectives more challenging requiring further attention and development meeting the objectives outlined at Section 1 supported by the findings from Phase 1 of this project.

4. Findings from this desk-top study has highlighted the following key findings to focus on, outlined in

Table below for the Client to consider, which should be addressed if felt applicable prior or during Phase 2 and 3 of this project objectives:

Ref No Area Details

SQEMSGAP-001 Company Policies Company Policies are all embedded within IMSM CH-5 which is a 28-page document and would benefit from the actual policies being standalone documents within the SQEMS Tier 1 structure.

SQEMSGAP-002 Company Policies Within the management system Tier 3 – Forms, OPS-RT14 refers to a Company Drug and Alcohol Policy which is not easily identifiable within the Tier 1 structure for an actual Company D&A Policy

SQEMSGAP-003 Planned Maintenance The company has a computerized planned maintenance system CPMS (Fortune Technology) which is managed in part within the electronic computerised system for Hull and Machinery equipment.

Navigation, Communications, LSA, FSA equipment including hull and dry dock inspections records are managed outside of the CPMS. This is an area for improvement recommended for review during Phase 3 and 4 to have one electronic PMS software platform that captures everything.

SQEMSGAP-004 Document Control Overall there is evidence that document control within the Companies current SQEMS management system and associated hard copy documentation distribution is well managed by a manual process within a windows explorer structure. This is an area for improvement which can be simplified and controlled more efficiently within an electronic document management software platform that captures everything.

SQEMSGAP-005 Communications There is evidence of communication taking place between the office and ships through email to key personnel on board. However, there is not an overall automated system of notification or acknowledgement or tracking system currently in place, which could be captured within a document management platform as outlined at Ref No SQEMSGAP- 004 above

SQEMSGAP-006 Benchmarking and KPI’s

The company has yet to establish and implement a full KPI programme including review and analysis of data from inputs and outputs from overall company processes and department areas with associated benchmarking against other areas of the industry.

SQEMSGAP-007 IMSM Appendix E The correspondence tables between ISO 9001, ISO 14001, OHSAS 18001, ISO50001 and ISM in this matrix (Change Status 01 – October 2017) reflects ISO 2008 requirement clauses which will have to be amended during 2018 when the Company receives ISO 9001:2015 and ISO 14001:2015 accreditation.

SQEMSGAP-008 Document Software Product

The company who provide this software should be investigating the capabilities and full functionality of this software product to see if it is suitable for the full objectives of this project.

SQEMSGAP-009 Forms and Checklists

It was found there are 281 Forms and associated Checklists within areas of the SQEMS management system, although very well documented many of these forms could be either simplified or hyperlinked from the references in existing procedures or work instructions, for ease of access. Or alternatively removed with the process requirements and captured, controlled and managed within an electronic software platform as outlined at Ref No SQEMSGAP-003 above The company operates several Permit to Work forms under a manual approval process that could also be streamlined going forward as outlined in the previous paragraph.

SQEMSGAP-010 Security Although the company identify safeguards against hazards as an objective in IMSM Chapter 05 the company have yet to implement a formal travel policy and travel risk assessment process. Including developing a Security Policy and Security Plans for their Head Office similar but outside the scope of the ISPS Code.

It should be noted that APPENDIX A - SQEMS ISM-ISO GAP Analysis Evaluation (ROAD-MAP) spreadsheet should be continually referenced, used and updated during the remaining Phases of this project.