Change to Approval - ::JABATAN LAUT MALAYSIA MSBSF43000/1.3 - 1113 Report: KLR0403591/0048 -...

Change to Approval

Report for:

Jabatan Laut Malaysia

LRQA reference: KLR0403591/0048

Assessment dates: 27 August 2014

Assessment location: Port Klang, Malaysia, Malaysia

Assessment criteria: ISO900:2008

Assessment team: Ir. Chong Kam Fook (Team Leader) Mohammad Roslan

LRQA office: Kuala Lumpur

Lloyd's Register Quality Assurance Limited, its affiliates and subsidiaries and their respective officers, employees or agents are, individually and collectively, referred to in this clause as "LRQA". LRQA assumes no responsibility and shall not be liable to any person for any loss, damage or expense caused by reliance on the information or advice in this document or howsoever provided, unless that person has signed a contract with the relevant LRQA entity for the provision of this information or advice and in that case any responsibility or liability is exclusively on the terms and conditions set out in that contract. Form: MSBSF43000/1.3 - 1113 Report: KLR0403591/0048 - 3-Sep-14 of 36

Contents

1. Executive report ........................................................................................................ 3 2. Assessment summary ............................................................................................... 4 3. Finding Log - ISO9001:2008 ................................................................................... 12 4. Closed Findings - ISO9001:2008 ............................................................................ 14 5. Audit Programme/Plan ............................................................................................ 20 6. Next visit details ...................................................................................................... 22 7. Continual improvement tracking log ([ISO 9001], [Port Klang; Selangor]) ............... 23 8. Visit theme selection ............................................................................................... 26 9. Audit Programme/Plan ............................................................................................ 29 10. Report explanation .................................................................................................. 32 11. Certificate details ..................................................................................................... 34 12. Assessment plan ..................................................................................................... 36

Attachments

This report was presented to and accepted by:

Name: Tuan Hj Baharin Bin Dato Abdul Hamid

Job title: Deputy Director General /QMR

Form: MSBSF43000/1.3 - 1113 Report: KLR0403591/0048 - 3-Sep-14 of 36

1. Executive report

Assessment outcome: The change to approval (CTA) has been carried out and assessment objective has been achieved. Based on the samples of activities reviewed, the proposed new scopes have been incorporated into the existing quality management system (QMS) and it is effectively carried out. The QMS has been implemented and maintained as per ISO 9001:2008 standard. There was no major NC except 2 minor NC and several area of concerns raised. Recommend to include new activities into current ISO9001 certificate but it is subject to technical reviewer’s approval.

Continual improvement: The quality system is effectively implemented in meeting all the quality objectives Continual improvement is evident in the achievement of quality objectives and through the use of analysis of data, internal audit, customer satisfaction and management review.

Areas for senior management attention: Jabatan Laut Malaysia is advised to look into area for attentions and to initiate necessary corrective action soonest possible as it could be potential non conformance (NC).


2. Assessment summary

Introduction: The change to approval (CTA) visit was carried out by Ir. Chong (Team Leader) and Mohammad Roslan as per schedule. New activities carried out at Ibu Pejabat Laut (IPL) have been audited. An opening meeting was held with the management team Arumugan (Head of ISPS); Suhaimi (Senior Marine Officer); Yusnan b. Abdul Rani (Marine Officer); Abdul Rahim (Marine Officer); Azwari (Marine Officer); Aimi (Marine Officer); Riziana bt. Ibrahim – IT officer and other staffs at IPL. A closing meeting was held to brief the company management of the findings of the visit. The areas of assessment were agreed. The audit are proceeded according to Audit Plan and results are reported as below. Note: JLM requests to review the corrective action records for 2 outstanding findings (Minor NC) in next surveillance visit. Some of the Observations are reviewed by Mohammad Roslan during this visit

Assessor: Ir. Chong Kam Fook (ID: 02738) guided by Suhaimi

Ibu Pejabat Laut, Port Klang, Selangor


Assessment of:

Ship Inspection / Survey Auditee(s): Abdul Rahim (Marine Officer) Aimi (Marine Officer)

Audit trails and sources of evidence: • Reviewed inspection / survey for (1) MV Geoaltus (IPL.6007-AFM, existing ship); (2) In Thye 2

(IPL.6000/2646, existing ship); (3) My RORO Langkawi (IPL.6000/2958, re-fleet & request full set certificates)

• Related records: application (email, form); Application for survey of ship’s equipment; ‘Laporan Pemeriksa Kapal Terhadap Kekurangan’

Evaluation and conclusions: • These processes are handled by Ship Accreditation Unit. This Unit is headed by Capt Abdul Samad

with 8 staffs. Five Marine Officers are qualified to carry out inspection / survey for new and the existing ships.

• Currently, above activities are undertaken by IPL Head Office and supported by Marine Officer from other Regional Port Offices. New application shall be come with Application for survey of ship’s equipment whilst application via email is acceptable for the existing ship. There are 16 type of certificates (Full & Interim) issue by Ship Accreditation Unit at IPL. Regional Port offices are authorised to issue out interim certificate valid for 3 months.

• Ship Accreditation Unit has processed one new construction and many existing ships to date. The new application is not a new construction but it is certification for Klassifikasi Malaysia (‘KM’) Class.

• Attending Surveyor have filled up the survey checklist available in Survey Tracker System (JALIN). Deficiency detected by the attending Surveyor are recorded in ‘Laporan Pemeriksa Kapal Terhadap Kekurangan’ – See Area for attention. Recommendation to issue certificate is stated in the report

• The certified ships with certificate validity of 5 years are subject to annual survey. As told, certificates have been issued out to about 500 ships. The tracking for annual survey due date has yet in place at the time of LRQA audit – See Area for attention.

Areas for attention: • It was noted that deficiency detected during site visit was recorded in ‘Laporan Pemeriksa

Kapal Terhadap Kekurangan’ available in pre-printed blue format or letterhead. It is advisable to standardise the one of the formats and then to register it for better control (CKF-01, 08/2014)

• Ship Accreditation Unit has yet to establish a proper tracking system for annual survey due

date. In view of certificates have been issued out to about 500 ships, the tracking mechanism for annual survey is essential to ensure the certified ship / equipment is satisfactorily maintained as per statutory requirements (CKF-02, 08/2014)


Assessment of: Ship Certification (new & existing)

Auditee(s): Aimi (Marine Officer) Azwari (Marine Officer)

Audit trails and sources of evidence: • Reviewed the selected samples: (1) Langkawi Auto Express 1 (IPL.6000/3022 Jld. 2, apply KM);

‘Pemeriksaan awalan’ (PT-BKI-07); ‘Pemeriksaan kapal sedia ada’ (PT-BKI-06); Pengeluaran sijil kapal (PT-BKI-08); ‘Semakan pelan dan dokumen’ (PT-BKI-09Permohonan perlanjutan dan pengecualian sijil (PT-BKI-10))

• Related records: Record of crew accommodation (RCA) Initial / renewal survey checklist; Passenger type survey checklist; ‘Laporan pemeriksaan kapal terhadap kekurangan’; Special purpose ship safety certificate

Evaluation and conclusions: • Certificate is issued out upon completion of the inspection / survey and applicant has addressed the

deficiency reported. Fresh certificate is issued out for new application whilst the endorsement was sighted on current certificate. Duplicate certificate is satisfactorily maintained in file.

Areas for attention: • Nil


Assessment of: Issuance of statement of compliance (SOC) of ISPS code

Auditee(s): Arumugan (Head of ISPS) Suhaimi (Senior Marine Officer) Faradela (Marine Officer) Bahirah (Marine Officer)

Audit trails and sources of evidence: • “Pengeluaran baru perakuan kepatuhan ‘ (PT-BKI-18); ‘Verifikasi sekuriti perakuan kepatuhan (PT-

BKI-19); ‘Pengurusan penutupan perakuan kepatuhan’ (PT-BKI-20); ‘Pembaharuan perakuan kepatuhan’ (PT-BKI-21); ‘Penggantian perakuan kepatuhan’ (PT-BKI-22); ‘Pertimbalan pembatalan perakuan kepatuhan’ (PT-BKI-23);

• Reviewed application by (1) Petrofac (Malaysia- PM Limited, FPSO Cendor IPL 6105/TOK/FCDOR, New application) ; (2) Petronas Chemical Metanol S/B – Plant 1 (IPL.6105/LBN/PECME, renewal)

• Related records: Notification for site visit; Pre-assessment verification report; Security assessment checklist; SoC Renewal questionnaire; Unschedule security audit checklist; ‘Program verifikasi sekuriti ke atas kemudahan pelabuhan di bawah ISPS code bage tahun 2014’; ‘ Program semakan dokumen MFSP & pembaharuan SOC ke atas kemudahan pelahuhan di bawah ISPS code bagi tahun 2014’

Evaluation and conclusions: • Industrial control division – ISPS Unit with the assistance of Consultant has established six procedures

governing all activities within ISPS (International Ship & Port Facility Security). • ISPS Unit is headed by Arumugan with 6 staffs. ISPS activity is officially implemented on 3 Feb 2014

onwards. So far, a total of 121 statement of compliance (SoC) have been issued to Maritime Transport (Port Authority & Port Office) and Marine Facilities (Covers on shore and offshore). Currently, there are 3 staffs who qualified to carry out security verification offshore. This Unit have conducted 23 unscheduled & 58 renewal verifications.

• Unit ISPS has issued out Appointment letter to Recognized Security Organization (RSO) under Section 249x MSO 1952. To date, Unit ISPS has issued out appointment letter to 4 Ports and 6 Ships. RSO is authorised to provide consultancy service with regard to ISPS requirement to applicants.

• Attending ISPS Auditor has gone through the Security Assessment Report with the presence of the applicant and her consultant off site. Non compliance areas are rectified by the applicant on the spot. Recommendation for SOC is clearly stated in

• Sighted SOC issued out to third party. The validity of SOC is 5 years. ISPS Unit has conducted unscheduled verification for certified client – See Area for attention.

•

Areas for attention: • ‘Verifikasi sekuriti perakuan kepatuhan (PT-BKI-19) does not explicitly explain the event raising

of the nonconfformance (NC) will affect the recommendation issuance for SOC. Under the requirement, any organization who does not compliance with Merchant Shipping (Amendment and Extension ) Act 2007 (Act A 1316) and ISPS Code 2003 Edition Part A is graded as non conformance (NC) hence it is not recommended for SOC (CKF-03, 08/2014)

• Based on current practice, ISPS Unit conducts unscheduled verification on certified

organization at least 2 times within the certification of 5 years. However, it is not clearly stated in ‘Verifikasi sekuriti perakuan kepatuhan (PT-BKI-19) (CKF-04, 08/2013)

Assessor: Mohammad Roslan Abdul Rashid guided by Yusnan b. Abdul Rani


Assessment of:

Review Outstanding Findings Auditee(s): Riziana bt. Lbrahim – IT officer

Audit trails and sources of evidence: Minor NCR:

• 1405CKF01 – Open. • 1405CKF02 – Open. OBSERVATION: Ref: CKF-01, 12/2013 till CKF-10, 12/2013; Ref: MAY-01, 12/2013 till MAY-03, 12/2013 • CKF-01, 05/2014 – Open. • CKF-02, 05/2014 – Closed on 14-07-14. Cause hard disk problem. Action - replace of hard disk on 14-

07-14. • CKF-03, 05/2014 – Open • CKF-04, 05/2014 – Open • CKF-05, 05/2014 – Open – Evidence of updated CV submitted. Requesting Institut Latihan to

establish CV submission content format. • CKF-06, 05/2014 – Closed – Acceptance from the Facilitator is only subjected to external Facilitator.

However, for internal Facilitator, a format for internal approval by the director for the appointment of external Facilitator had been established and will be implemented October 2014.

• CKF-07, 05/2014 – Closed – The CV had been made available on 02-05-14. • CKF-08, 05/2014 – Open • CKF-09, 05/2014 – Closed – All the NCR had been closed. The system for the monitoring of NCR

issued had been established through excel database effective August 2014. • CKF-10, 05/2014 – Open • CKF-11, 05/2014 – Open

Evaluation and conclusions: Some of the previous outstanding had been closed. Remaining outstanding findings will be closed and followed up during the next Surveillance 4.

Areas for attention: JLM to ensure necessary actions are taken by the auditees and records must be made available for LRQA Assessor for review in next surveillance


Assessment of: Management System Elements – ISPS

Auditee(s): Muhammad Shuhaimi bin Abd Rahman – Marine officer

Audit trails and sources of evidence:

• Organization Chart – Unit Penguatkuasaan Kod ISPS updated as of 19-06-14. • Management Responsibilities – Fail Meja 2014 Pegawai Laut Gred A 48 / 44 / 41, Senarai Tugas dan

Tanggungjawab. • Change to the QMS – 6 new established process procedures. • Data analysis & continual improvement records: “Laporan Objektif Kualiti Unit Penguatkuasaan KOD

ISPS bagi bulan Februari – Jun Tahun 2014’ • Customer satisfaction / feedback – Borang Maklumbalas & Aduan PelangganLapuran Analisa

Maklumbalas Unit Penguatkuasaan Kod ISPS bahagian Kawalan Industri Maritim. • Customer complaint – No evidence of customer complaint.

Evaluation and conclusions: • Organization chart and Roles and and Responsibilities had been established and approved. The

evidence was adequately demonstrated and documented in ‘Fail Meja’.

• Additional of 6 procedures established for ISPS unit - PT-BKI-18 to PT-BKI-23. Evidence of document approval by Division Director. Valid copies of procedures are kept in intranet ‘JALIN’. Printed hardcopies are identified as `TIDAK SAH JIKA DlCETAK’.

• Two objectives established and are being monitored. Evidence of result established and recorded in

the monitoring table. Seen progressively both evidence were achieved. • Evidence of customer survey records was demonstrated and found to be adequately addressed.

Frequency of survey was being carried upon completion of every audit. Evidence of analysis of the Customer survey / feedback was evident.

• There was no customer complain recorded as of this audit visit (Refer Areas for Attention below)

Areas for attention: OBSERVATION: • MRR01, 08/2014 – Customer complaint is currently being handled by individual unit and action

towards such complaint is being recorded individually by the unit. Coordination is required to compile these complaints from various units for analysis and to be brought forward in the management review.


Assessment of: Management System Elements – Ship Accreditation Unit.

Auditee(s): Azwari b. Ismail – Marine officer


• Organization Chart – Carta Organisasi Unit Keselamatan Kapal Bahagian Kawalan Industri Unit Akreditasi KapaI.

• Management Responsibilities – Fail Meja 2003 Pegawai Laut Gred A 52 / 44 / 41, Senarai Tugas dan Tanggungjawab.

• Change to the QMS – 5 new established process procedures. • Data analysis & continual improvement records: “ Analisa Pencapaian Piagam Pelanggan bagi

Pengeluaran Sijildan Permohonan Pengecualian dan Perlanjutan Sijil – bermula 29 April 2014 – 14 Ogos 2014’.

• Customer satisfaction / feedback – No activity. • Customer complaint – No evidence of customer complaint. • Use of logo

Evaluation and conclusions: • Seen organization chart had been established, however there is no evidence of approval for official

release (Refer Areas for Attention below)

• ‘Fail Meja’ is still in the process of updating. Roles and responsibilities is currently based on 2003 version and requires update (Refer Areas for Attention below)

• Additional of 5 procedures established for Ship Accreditation unit - PT-BKI-06 to PT-BKI-10. Evidence

of document approval by Division Director. Valid copies of procedures are kept in intranet ‘JALIN’. Printed hardcopies are identified as `TIDAK SAH JIKA DlCETAK’.

• Two objective established and are being monitored. Evidence of result established and recorded in the

monitoring table. Seen progressively both evidence were achieved. • There is no evidence of customer survey conducted (Refer Areas for Attention below)

• There was no customer complaint recorded as of this audit visit.

• LRQA and UKAS are printed on Ibu Pejabat Laut (IPL) letterheads. This Unit is parked under IPL.

Areas for attention:

NCR: • NCR 2708 MRR 01 – ‘Fail Meja’ which consists of Organizations Chart, Quality Objective and

Roles and Responsibilities issuance 2003 found to be outdated and does which requires updating and re approval.

• NCR 2708 MRR 02 – There is no evidence of customer feedback carried out as per the requirement of internal procedure ‘Pengendalian MaklumbalasPelanggan PK-WPK-04 clause 6.1.


Assessment of: Management System Elements – ISPS & Ship Accreditation Unit.

Auditee(s): Yusnan b. Abdul Rani


• Management review – Minit Mesyuarat Jawatankuasa Pengurusan Kualiti JabatanLaut Malaysia bil 1/2014 dated 26-04-14.

• Internal audit - Status Audit Kualiti Dalaman MS ISO 9001:2008 bagi tahun 2014, Jabatan Laut Malaysia; Perlantikan Juruaudit Kualiti Dalaman, Email audit notice 15-04-14, Lapuran Audit Kualiti Dalaman No Laporan 1 / 2 (Bil 3 / tahun 2014) and 2 / 2 (Bil 4 / tahun 2014).

• Corrective action – Laporan Ketakakuran 21/04/14MHSU/01, 21/04/14MHSU/02, 21/04/14MHSU/03, 21/04/14MHSU/04, 21/04/14MHSU/05, 21/04/14MHSU/06.

• Preventive action – Not available. • Documents and Records change - Borang Cadangan Pindaan Bil: 1 /2014 , 2/2014 Dated: 03-02-14. • Use of logo – Not applicable at this moment.

Evaluation and conclusions: • Management review conducted once / year. The records had been observed in the last meeting

(Refer Areas for Attention below). • Observed that 2014 audit plan had been established for all units under the certification of ISO9001.

Appointment of auditors established and appointed auditors were observed to be independent of the area to be audited. Due notice of audit had been issued by the auditor to the auditee.

• Corrective action raised in accordance to the findings raised during the internal audit found to be adequate. However, the response to close the non conformities had been delayed (Refer Areas for Attention below).

• No preventive action issued as of this audit. • Evidence of new documents established and their relevant approval was demonstrated and found to

be adequately addressed.

Areas for attention: OBSERVATION: MRR02, 08/2014 – The monitoring result of quality objectives for ISPS & Ship Accreditation Unit and their analysis was not presented and discussed in the management review due to the data insufficiency at the time of the meeting conducted. MRR03, 08/2014 – Corrective Action i.e Laporan Ketakakuran 21/04/14MHSU/02, 21/04/14MHSU/04, 21/04/14MHSU/05, 21/04/14MHSU/06 issued in April 2014 and due in 14 days from date of issuance had not been closed.

1. Grading of the finding * 2. New, Open, Closed 3. Description of the LRQA finding 4. Review by LRQA 5. Process, aspect, department or theme 6. Date of the finding 7. YYMM<Initials>seq.# 8. Clause of the applicable standard * Major NC = Major nonconformity Minor NC = Minor nonconformity Form: MSBSF43000/1.1 - 0506 Report: KLR0403591/0048 - 3-Sep-14 of 36

3. Finding Log - ISO9001:2008

Grade 1

Status2

Finding (including location if applicable)3

Correction, root cause & corrective action review

4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC New There is no evidence of customer feedback carried out for Ship Accreditation Unit as per the requirement of internal procedure ‘Pengendalian Maklumbalas Pelanggan PK-WPK-04 clause 6.1.

Propposed corrective action: To carry out customer survey / feedback as

required by the procedure.

Customer feedback 1408MRR02 8.2.1

Minor NC New All ‘Fail Meja’ which consists of Organizations Chart for Ship Accreditation Unit, Quality Objective and Roles and Responsibilities issuance 2003 found to be outdated and does which requires updating and re approval.

Proposed corrective action: To update the documents I,e ‘File Meja’

Document control 1408MRR01 4.2.3

Minor NC New Multimeters used to measure the electrical equipment of the aids to navigation system are not registered and also not calibrated. Under ISO9001 clause 7.6 (control of measuring and monitoring equipment) True RMS multimeter (S/N: 89160083; 81570240), etc. As told, some of multimeters are personal owned and it have been deployed to field / site during LRQA audit. The exact quantity are unknown.

Proposed corrective action: To collect back all multimeters and to register them and to send out for calibration To place order when additional multimeter is required

measuring equipment calibration

28 May 14 1405CKF01 7.6


Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC New • Lighthouse Pulau Rimau maintenances scheduled in Aug and Dec 13 were not executed. Record pertaining to the reason and non execution and next schedule was not available during LRQA audit. As told the non execution was due to short of manpower at field.

• There was no record relating to field staffs planning. Previously, there were 2 field staffs.

Proposed corrective action: BKP Unit has recruited 5 contract staffs this year to execute scheduled and breakdown maintenances for aids to navigation system.

Navigation aids system maintenance

28 May 14 1405CKF02 6.3


4. Closed Findings - ISO9001:2008

Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC Closed Noticed that provision of seafarer training programme are not included into current scope stated in the QM, clause 1.3. Also it is not reflected in the current quality policy dated 5 June 2006.

Proposed corrective action: To revise quality manual and quality policy and to seek approval within 2 weeks

Reviewed CA on 30 May 13: Root cause: Overlooked document change requirements Correction: QM and quality policy has been revised in May 2013.

Corrective action: JLM Urusetia will amend the relevat document when received 'Borang Pindaan Dokumen' from the process owner.

Quality policy, Documentation (ILPPPL & IPL)

27 Sep 12 1209CKF02 4.2.2; 5.3.1

Minor NC Closed • The LRQA & UKAS logo was printed on assignment Kertas 04 established by ILPPPL and Marine Officer’s business cards. . ILPPPL is not allowed to print above logo until ISO9001 certificate is granted.

Proposed corrective action: To stop using letterhead / staff business cards bearing LRQA & UKAS logo with immediate effect Reviewed by BALA on 23/05/2013 Noted ILPPPL has instruct to stop using the logo immediately as per internal memo dated 27/09/2012 As of today, ILPPPL has correctly used the LRQA & UKAS logo for Name Card and stationery.

Usage of LRQA / UKAS logo (ILPPPL)

27 Sep 12 1209CKF03 LRQA Guideline


Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC Closed There was no master list of external documents used to prepare for courses in WKO, WKE, & Basis Safety Training. ILPPPL has not identified external documents used for product realisation process. There was no master list available as required by procedure PS-BKhP-03 e.g. Model Course 7.03 - Office in charge of a navigational watch 1999 Edition (IMO) and Standards of Competence of Masters, Officers, and Ratings June 2009.

Corrective action plan: To develop a master list on all external documents used by the institute for conduct of courses. Reviewed by BALA on 23/05/2013 Noted ILPPPL has established a detail master list for external documents covering all provide courses. Now they are waiting for final approval from HQ.

Control of external documents 26 Sep 12 1209RAM01 4.2.4


Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC Closed Crew Agreement & Official Log book for Offshore intervention (Ship official no: 333983 closed on 28 Mar 2012) and MV Johan Bright (Offcial No: 329590). In SPDX, above ship official number show ship name IK Merdeka and Danum 151 respectively. The current SPDX could not provide ship previous name hence traceability to previous track records are not in place. Whilst sighted application received from MT. Straits 1 (Ship official no: 339399, Mohd. Nasir Arafar seaman card: 201123015500 signed-on 11 May 2012), but SPDX shown ‘cancelled’ status. Further investigation revealed that the Shipping Agent has cancelled the crew which was signed on earlier. The current SPDX security is inadequate as it allows Shipping Agent to do unauthorised change without notifying Port Office.

Proposed corrective action: • CT will liaise with Contractor to

customize SPDX software as such a field is inserted to capture previous ship name

• HEPP IPL will issue out a circular to notify all Port Offices with regard to endorsement of completion for crew sign-on and sign off only done after approval. Crew sign-on / sign off application shall be accompanied with IMO crew list

Root cause: Limitation to the SDPX system Correction: Notify ICT team on limitation of SDPX system Reviewed CA on 28 May 13: • Previous ship / vessel name has

been added into SDPX in March 2013.

• The current SDPX system will only captured application sign on / sign off which has been submitted and approved by JLM. Shipping agent cannot make change once it is approved.

Identification & traceability (IPL- HEPP Division)

25 Sep 12 1209CKF01 7.5.3


Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC Closed • It was noted that for the periods early Dec 12 until mid May 2013, Port Office issued out temporary ‘profile pelaut’ (A4 sized paper) and stamped with ‘Sementara’ to all applicant due to new seaman card (without chip) stock was not available. ‘Profil Pelaut’ is issued out to applicant / card holder who presence only. Sighted email sent out by Marine Officer (Norhayati Binti Ibrahim) from IPL HEPP on 30 Nov 2012 giving guideline for generating out ‘profil pelaut’.

• Sighted Identity document issued out on 26 May 2013 (by Kuala Terengganu office) bearing Applicant’ signature but overleaf without the Director General of Marine’s signature. Procedure ‘Permohonan dokumen Pelaut (PT-HEPP-05, Rev ‘0’), clause 6.4.1 require to print card / seaman book. Some customer feedbacks had highlighted the seaman card late issue e.g. Miri Office: in Feb 13 (1 case); Mar 13 (1 case); Apr 2013 (1 case); Kuala Terengganu office: March 2013 (1/2 case).

• IPL HEPP has shown a circular sent out in mid May 13 with regard to distribution of new seaman card and validity of ‘Profil Pelaut’. However, Marine Officer / Marine Asst. in-charge in Tawau, Miri and Kuala Terengganu Port Offices are not aware of it.

Root cause: Contractor (HeiTech Padu Berhad) failed to meet the deadline for supply of new seaman card in 30 Nov 2012. JLS replied Heitech in writing that Tender committee had decided not to approve request for extension of time for the supply of seaman hence tender proposal is considered void. Correction: Advertise same tender in Jan 2013. Awarded job to Ingres Software (M) Sdn. Bhd. in March 2013. New seaman cards distributed to Regional Port Office mid May 2013 Reviewed Corrective action on 19 Dec 13: Sent out email to remind all Regional Port Offices about Profil Pelaut and correct format of seaman card on 2 Oct 13. Also sent out reminder to affected Regional port offices distribution of new seaman card and its validity via email on 6 Oct 2013.

Identity Document (Kad Pelaut) – IPL / Regional Port Office

28 May 13 1305CKF01 8.2.3


Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC Closed • Kemaman Office - It was noted that issuance of certificate within 7 days upon completion of the modular course was not achieved for certain months e.g. Dec 12 (4/12 cases); Jan 13 (5 /10 cases); Feb 13 (2/7 cases); March (4/7 cases), Apr 13 (1/3 case); etc. Reason given e.g. training institute late in verification; Officer late in verification, etc. are reported repetitively. There was no evidence that necessary action is taken. Under ISO9001 clause 8.5.2: corrective action stated the organization shall initiate necessary corrective action to eliminate the root cause to prevent recurrence

• Kuala Terengganu Office - Noticed that issuance of certificate for BST training (conducted 17-22 Nov 12) had taken 22 days upon completion of the modular course. This office had verified 3 modular courses in year 2013. Target set is within 7 days. Reason of non achievement was not recorded. Under ISO9001 clause 8.5.2: corrective action stated the organization shall initiate necessary corrective action to eliminate the root cause to prevent recurrence

Root cause: No specific action has been taken except continue monitoring the monthly performance Correction: Regional Port Office to investigate the delay either caused by Training Institute of Regional Office (Wilayah Timur) then initiate necessary action Reviewed Corrective action on 19 Dec 13: The root cause of non achievement of target was mainly due to Maritime training institution issue. Sent out reminder to Ranaco Marine S/B; Maritime Skills S/B and Terengganu Safety Training Centre S/B on 13 June 13 with regard to the quality objectives to be achieved by JLM’s. Kuala Terengganu port office has monitored performance and found in order.

Quality objective - Modular course cert- Kemaman & K/Terengganu Office

28 May 13 1305CKF02 5.4.1


Grade 1

Status2



4

Process / aspect5

Date6

Reference 7

Clause 8

Minor NC Closed IPL HEPP has issued out Approved Medical Practitioner (full term) to Klinik Chong (No: PP230) and Poliklinik Ar Razi (No: PP250). However, Shipping formalisation course certificate for above Panel Doctor was not available during LRQA audit. Procedure ‘Pendaftaran Pengamal Perubatan Yang Diluluskan (PT-HEPP-03)’ clause 6.4.5 and 6.4.6 stated that Approved Medical Practitioner is issued for 12 months if the Applicant has yet to attend Familirisation of Shipping training. LRQA Assessor is not able to verify shipping familiarisation course certificate for above clinics as neither hard / printed copy nor soft copy in SPDX are not accessible during LRQA audit.

Root cause: Regional Port Office has only checked the items according to procedure Correction: IPL to investigate the root cause and to initiate action Reviewed Corrective action on 19 Dec 13: PT-HEPP-03 procedure has been revised and removed clause 6.4.6 on 16 Dec 2013. IPL HEPP has issued out Approved Medical Practitioner (full term) in view of the total panel clinics located in Malaysia (178) and overseas (376). It is difficult for Overseas panel clinic to attend Familiarisation course held in Malaysia

Approved Medical Practitioner (Bintulu office & K/Terengganu & IPL office)

28 May 13 1305CKF03 8.2.3


5. Audit Programme/Plan

Visit Type Due Date Start Date End Date

Audit Days Any change in workforce numbers That

may impact visit duration (if yes add new number)

Y/N

Process / aspect / location Final selection will be determined after review of management elements and actual performance

Refer to Audit Programme / Plan behind the report


Visit Type

Scope

Exclusion


6. Next visit details

Visit type Surveillance SV 4

Theme(s) for Next Visit

Conduct of hydrographic survey - improving the implementation of hydrographic survey according to the planned schedule

Audit days 4 Due date Oct 2014 Visit start / end dates 25-27 Nov 2014

Locations Pejabat Laut Sarikei Pejabat Laut Sibu Wilayah Tengah (Ship Registration) Ibu Pejabat Laut, Port Klang, Selangor, Malaysia

Activity codes 108501; 108902

Team Ir. Chong & Team member (on 27 Nov 14 only)

Standard(s) / Scheme(s) ISO9001:2008

Remarks and instructions

1. Reference number (CI-yymm-##) 6. Visit type/date (yymm) 10. Status – open or closed Form: MSBSF43018/0.2 - 0406 Report KLR0403591/0048 03 September 2014 of 36

7. Continual improvement tracking log ([ISO 9001], [Port Klang; Selangor])


Baseline information

1. Improvement objective reference number: CI-1004-01 Date first recorded: 28 April 2010

2. What is to be improved? 3. Baseline performance 4. Target performance 5.Target completion date

Ship Registration lead time 100% completed within 7 working days 100% completed within 3 working days 100% completed within 2 working days (Revised on 25 July 12)

31 Dec 2010 Extended to 31 Dec 2011 Extend to 31 Dec 12 Extend to Dec 2014

Progress information

6. Visit type and date 7. Progress summary 8. Current performance

9. Findings log cross reference

(if applicable) 10. Status

SV 2 Updated during SV2: Top management will continue to monitoring performance and update LRQA Assessor in next surveillance SV3

Updated during SV2: All Port Offices has achieved ship registration within 3 working days for the periods Jan - Nov 2010

Nil open

SV 3, 06/11 BKI Headquaters will laise with JL Sabah -Ibu Pejabat with regards to cause of non achievement and continual improvement plan within a week

Performance (Jan – May 2011): JL Wilayah Tengah- Port Klang (100%, 40 ships) JL Wilayah Utara – JL Pulau Pinang (100%, 7 ships) JL Sarawak – Ibu Pejabat Kuching (100%, 62 ships) JL Sabah -Ibu Pejabat (0%, 9 ships )

Nil open

SV 4/ Cert Renewal Planning 07/12

Target has been consistently achieved 100% within 3 mandays. Revised target to 2 days

Performance (Jan – Dec 2011): 100% (4 port of registry, total 253 applications) (Jan – Apr 2012): 100% (64 applications)

Nil open

CR4 & CTA 09/12

Start monitoring since 25 July 2012. A letter sent to all Port Offices to monitor the progress, internally.

Achievement is still 3 working days NIL Open


SV 1 05/2013

KK Port Office is below performance. Ship Registration Unit to coordinate with KK office to find out corrective action.

Performance for Sept 12 – April 13: Penang: 91.75% Port Klang / IPL: 91.44% Kuching: 90.8% Kota Kinabalu: 35.25%

Nil Open

SV2 27-12-2013

All registration offices recorded < 3 days of Ship Registration. Nonetheless, performance for Penang and KK Port were dropped and low, respectively. To coordinate with the respective offices for improvement plan.

Performance for Jan. ~ Nov. 2013 (for < 2 days) Penang: 67% Port Klang / IPL: 96% Kuching: 94% Kota Kinabalu: 43%

NIL OPEN

SV 3 May 2014

Target has been achieved. Continue to monitor performance until target completion date.

Performance for Jan. ~ Apr. 2014 (for < 2 days) Penang: No application Port Klang / IPL: 100% (21) Kuching: 100 % (40) Kota Kinabalu: 100% (6)

Nil

Open

CTA August 2014

Target has been achieved. Continue to monitor performance until target completion date.

Performance for Jan ~ July 2014 (for < 2 days) Penang: 100% Port Kang: 100% Kuching: 100% Kota Kinabalu: 100%

Nil Open

Form: MSBS43006/0 - 0105 Report: 0403591/0048 - 03 September 2014 of 36

8. Visit theme selection

Visit type: Surveillance SV 1 - Completed

Due date (yy-mm): 04-2013 Location:

ILPPPL (Day 1, Balaganesh) Ir. Chong Bintulu (Day 2) Kemaman (Day 2) Kuala Terengganu (Day 3) Ibu Pejabat Laut, Port Klang, Selangor (Day 4)

Actual date: 23 Apr (Day 1) 27, 28 & 30 May

Team:

Duration: 4 mandays

Selected theme(s) (include reasons for theme selection) Processes

(1) Planning, Execution and Conduct of Training for seafarers (ILPPPL)

(2) Improving management of dredging activity (Wilayah Tengah)

Reasons: (1) This process was recently included into

ISO9001 scope and require further improvement

(2) To ensure quality objective (QM, clause 2.1.3) dredging work is carried out according to schedule and budget allocation approved by JLM

Note: Theme is applied to IPL (headquarters) and Wilayah Tengah (Port Klang) only.

Day 1 (ILPPPL – 23 May 2013) - Balaganesh Institut Latihan Pentadbiran Dan Pengurusanm Pengangkutan Laut (ILPPPL) • Verify outstanding LRQA audit findings: Minor NC

(Ref:1209CKF03 & 1209RAM01); Observations ( CKF-05; CKF06; CKF07; CKF08; CKF09; 1209RAM04: 1209RAM05)

• Provision of seafarer training programme • Planning, conduct of training, training evaluation,

Issuance of certificate Day 2: Bintulu Port Offices (Morning) & Kemaman (Afternoon) – Ir. Chong Seamen certification activities Day 3: Wilayah Timur – Ibu Pejabat Kuala Terengganu

Seamen certification activities – Ir. Chong Essential Indicators (Day 4) – Ir. Chong

Organization chart, Staff responsibility & authority Management review

Corrective action included customer complaint Preventive action

Data analysis & continual improvement Customer satisfaction feedback Usage of LRQA / UKAS mark

Areas Related to Theme Mgmt. of Dredging Work (H/O- Day 4) – Ir. Chong

- Review of continual improvement activities for dredging works - Review achievement / performance of year 2010 onwards. - Review relevant QMS procedure (PT) - Control of outsourced Contractor engage for dredging works


Visit type: Surveillance SV 2 (Completed)

Due date (yy-mm): Oct 2013 Location: Bintulu Miri IPL Port Klang

Actual date: 5,6,27 Dec 2013 Team: Ir. Chong (Team Leader) & Azhan

Duration: 4 mandays


Theme: (1) Improving seafarer certification

processes particularly the new seaman card - HEPP

(2) Improving SPDX application issue encountered by the end users (Regional port office & Kiosk users) - ICT

Reason: There are area of concern observed for above processes during LRQA surveillance visit

Day 1: Seafarer certification - Bintulu port office (Ir. Chong) Day 2: Seafarer certification - Sandakan port office, (Ir. Chong) Day 3: (IPL Port Klang) - Hasnul

1) Review outstanding audit findings 2) Essential Indicators:

Organization structure & staff responsibility Internal Audit, Management Review, Corrective and Preventive Actions, Customer Feedback/ Complaints, Data Analysis & Continual Improvement; Use of logo / other marks Theme: Related Processes (Ir. Chong) Day 3: Seafarers certification activity + Improvement plan Day 3: - SDPX issue (computer hardware & software maintenance & services)


Visit type: Surveillance SV 3 (Completed)

Due date (yy-mm): Apr 2014 Location: Tawau Sandakan ILPPPL IPL & Wilayah Tengah, Port Klang

Actual date: 21,22,27,28 May 14 Team: Ir. Chong (Team Leader)

Duration: 4 mandays


Theme: 1. Navigational Aids System (Head Office) (BKP) - Improving the implementation of plan maintenance schedule for aids to navigation. 2. ILPPPL : Seafarer Training - Improving the course evaluation process and continuos improvement action. Reason: IPL has concern over above themes

Day 1: Seafarer certification - Sandakan port office Day 2: Seafarer certification - Tawau port office Theme: Related Processes Day 3: ILPPPL : Seafarer Training (Pulau Indah Office) • Training realization processes encompasses

Planning, Conduct of training course, course effectiveness evaluation

• Continual improvement process. Day 4: (IPL Port Klang) – Review outstanding audit findings

Essential Indicators: Organization structure & staff responsibility Internal Audit, Management Review, Corrective and Preventive Actions, Customer Feedback/ Complaints, Data Analysis & Continual Improvement Use of logo / other marks Day 4: Navigational Aids System (Head Office) • Aids to navigation system (NAS) maintenance

encompasses Planning; Execution & Monitoring • Complaint of aids to navigation (“Aduan kerosakan’). • Review availability of various NAS year 2013/14

MSBSF43015 of 36 Revision 0, 17 January 2014

9. Audit Programme/Plan

Visit Type CR SV 1 SV 2 SV 3 SV 4 SV 5

Certificate Renewal

Due Date April 13

Oct 2013

Apr 2014

Oct 2014

Apr 2015

Oct 2016

Start Date 24

May 12

23 May 13

5/12/13

21 May 14

End Date 28

May 12

30 May 13

27/12/13

28 May 14

Audit Days 10 4 4 4 4 4 TBC Any change in workforce

numbers That may impact visit duration (if yes add

new number)

N N N N Y/N Y/N Y/N

Process / aspect / location Final selection will be determined after review of management elements and actual performance

Management Review √ √ √ √ √ / D3 √ Internal Audits √ √ √ √ √ / D3 √ Continual Improvement √ √ √ √ √ / D3 √ Management of change √ √ √ √ √ / D3 √ Corrective action √ √ √ √ √ / D3 √ Preventive action √ √ √ √ √ / D3 √ Complaint Management √ √ √ √ √ / D3 √ Use of Logo √ √ √ √ √ / D3 √ Performance against the client management system objectives √ √ √ √ √ / D3 √ Seamen Certification (Head Office) √ √

Navigational Aids System (Head Office) √ √

Ship Registration (Head Office) √

Issuance of DoC of ISM Code (H/O) √

Conduct of Hydrographic Survey (H/O) √ √ D3

Mgmt. of Dredging Work (H/O) √ √

Issuance of SOC of ISPS Ship Inspection & Certification

Purchasing (H/O) √ Stores (H/O) √ UTMKE / ICT (H/O) √ √ Human Resource Management (H/O) √

Infrastructure & Work Environment (H/O) √

Doc. & Records Control & Bilik File (H/O) √

Ship Registration (JL √ D3



Certificate Renewal

Wilayah Tengah – H/O and Port Klang) Seamen Certification (JL Wilayah Tengah – Port Klang)

Seamen Certification (JL Wilayah Tengah - Sg. Udang, Melaka)

√

Seamen Certification (JL Wilayah Tengah - Port Dickson)

√

Seamen Certification (Wilayah Selatan- Tg Pelepas)

√

Seamen Certification (Wilayah Selatan- Pasir Gudang)

√

Seamen Certification (Wilayah Selatan- Johor Bahru)

√

Seamen Certification (JL Wilayah Utara- Pej Laut Pulau Pinang)

√

Ship Registration (JL Wilayah Utara – Ibu Pejabat) - Gelugor

√

Seamen Certification (JL Wilayah Utara – Kuala Perlis)

Seamen Certification (JL Wilayah Utara – Kuah)

Seamen Certification (JL Wilayah Utara – Lumut) √

Seamen Certification (Wilayah Timur – Ibu Pejabat)

√

Seamen Certification (Wilayah Timur – Bintulu) √

Seamen Certification (Wilayah Timur – Kemaman)

√

Ship Registration (JL Wilayah Sarawak – Ibu Pejabat)

√

Seamen Certification (JL W. Sarawak – Muara Tebas)

√

Seamen Certification (JL W. Sarawak – Sibu) √ D2

Seamen Certification (JL W. Sarawak – Sarikei) √ D1

Seamen Certification (JL W. Sarawak – Tg. Kidurong, Bintulu)

√



Certificate Renewal

Seamen Certification (JL W. Sarawak – Kuala Baram, Miri)

√

Seamen Certification & Ship Registration (JL W. Sabah -Ibu Pejabat)

Seamen Certification (JL W. Sabah -Sandakan) √

Seamen Certification (JL W. Sabah -Tawau) √

JL Wilayah Persekutuan Labuan & Laut China Selatan

√

ILPPPL : Seafarer Training Planning, Execution, Evaluation

√ √

Visit start time (approximate)

9am

Visit end time (approximate)

5pm

The exact start and finish times for the visit will be agreed at the pre-visit contact with the assessor and recorded in the report introduction.

Objective of the next visit ( including where applicable the theme selected) Surveillance: To determine that the client’s system continues to meet the assessment criteria and certification scope, any applicable statutory, regulatory and contractual requirements, and to ensure that the system is meeting its specified objectives. To address all issues outstanding from previous visits and any changes to the client’s organisation or system that impacts on the approval. The assessor will use the LRQA Business Assurance methodology to help clients manage their systems and risks to improve and protect the current and future performance of their organisation.

Scope Provision of Seafarer Certification and Ship Registration. Operations of Navigational Aids

System. Issuance of Document of Compliance (DoC) of ISM Code. Conduct of Hydrographic Survey. Management of Dredging Works. Provision of seafarer training programme. Provison of ship inspection and certification services. Issuance of satement of compliance of ISPS code. CTA scope

Exclusion Clause 7.3 (design & development); 7.5.2 (Validation of production & service provision)

Note: if the visit involves more than one team member and/or is more than one day duration, an additional plan detailing the activities of each member of the team on each day will be required.

Date am/pm

Assessor 1 Assessor 2 Standard covered


10. Report explanation

LRQA Findings Log definitions and information

Definitions of Grade Findings

Major Nonconformity The absence of, or the failure to implement and maintain, one or more management system elements, or a situation which would, on the basis of the available objective evidence, raise significant doubt of the management to achieve:

• the policy, objectives or public commitments of the organisation • compliance with the applicable regulatory requirements • conformance to applicable customer requirements • conformance with the audit criteria deliverables.

Minor Nonconformity A finding indicative of a weakness in the implemented and maintained system, which has not significantly impacted on the capability of the management system or put at risk the system deliverables, but needs to be addressed to assure the future capability of the system.

Objectives of the visit For all visits: • using the LRQA Business Assurance methodology to help clients manage their systems and risks to

improve and protect the current and future performance of their organisation • with the exception of Stage 1 visits, to address all issues outstanding from previous visits and any

changes to the client’s organisation or system that impacts on the approval (or potential approval) which will be recorded as visit specific objectives within the report.

Stage 1: The assessor shall review the system to determine that it fulfils the requirements of the assessment criteria and covers the activities detailed within the assessment scope. The assessor shall then interview the senior management of the company to determine that they have undertaken the following

• Stakeholder Analysis • Strategic Analysis • An analysis of the risk that could impact upon their business • That they have determined the context in which the system will operate • That they have identified any applicable legal, statutory or regulatory requirements that the system

has to address The assessor will then use the information gathered as a result of these interviews to review the design of the system to determine if the client has addressed the potential risk within the system and to determine if the needs of their stakeholders have been addressed. In addition the assessor shall review and confirm the contractual arrangements. This includes any changes required as a result of the outcome of the Stage 1 visit (including changes to the scope of assessment, duration of the Stage 2 visit, and duration of subsequent surveillance visits). The assessor shall also determine the planning, logistics, sampling, etc. that will be used during the Stage 2 visit. Stage 2: The assessment of the implementation of the management system. This is to confirm conformity with certification requirements such as the assessment criteria and certification scope. Surveillance: To determine that the client’s system continues to meet the assessment criteria and certification scope.

Certificate Renewal Planning / Focus: To review the system and the performance of the company during the previous certification cycle, to see how the client plans to move forward in the future and to plan the Certificate renewal visit while confirming continued compliance with the assessment criteria and


certification scope.

Certificate Renewal: The re-assessment of the implementation of the management system based on the results of the certificate renewal planning visit. This is to re-confirm conformity with certification requirements such as the assessment criteria and certification scope.

Special Surveillance: To review the effectiveness of the correction and corrective action taken after the raising of a Major Nonconformity at a surveillance visit.

Follow-up: To review the effectiveness of the correction and corrective action taken after the raising of a Major Nonconformity at a Stage 2 or Certificate Renewal.

Change to Approval: The assessment of the implementation of the management system for an additional site or activity, which expands the existing scope of approval.

Additional information

Isolated issues and opportunities for improvement Any isolated issues identified during the assessment, which have not resulted in a nonconformity being raised, we will record in the appropriate process table in the report.

If we identify opportunities to improve your already compliant system, we will either record them in the process table applicable to the area being assessed, or in the Executive summary of the report if they can deliver improvement at a strategic level.

Confidentiality We will treat the contents of this report, together with any notes made during the visit, in the strictest confidence and will not disclose them to any third party without written client consent, except as required by the accreditation authorities.

Sampling The assessment process relies on taking a sample of the activities of the business. This is not statistically based but uses representative examples. Not all of the detailed nature of a business may be sampled so, if no issues are raised in a particular process, it does not necessarily mean that there are no issues, and if issues are raised, it does not necessarily mean that these are the only issues.

Terms and conditions Please note that, as detailed in the Terms and Conditions clause of the contract (J12 -1), clients have an obligation to advise LRQA of any breach of legal, regulatory, or statutory requirements and any pending prosecution. Although proportionality and scale of the situation should be considered, you are required to advise LRQA of any serious potential risks to our certification but not, for example, isolated cases of a minor nature.

“The Client is required to inform LRQA as soon as it becomes aware of any breach or pending prosecutions for the breach of any regulatory requirements relevant to the Certified Management System. LRQA will review the details of any breaches brought to its attention and may elect to perform additional verification activities chargeable to the client to ensure compliance with specified requirements. LRQA reserves the right to suspend or withdraw certificates of approval / verification statements and opinions for both failure to inform LRQA and the appropriate regulator of such breaches”.

LRQA information The client is also reminded of the information and guidance available to them from our website (www.lrqa.com.my). This includes information on our QMS, EMS, OHSAS, Verification and Validation products, our Training Services, and our CE Directives products.

Information is also available from www.lrqa.com.

Form: MSBSF43002 revn 0.6 26 November 2013 Report: 0403591/0048 - 03 September 2014 of 36

11. Certificate details

DRAFT CERTIFICATE OF APPROVAL This is to certify that the Management System of:

Jabatan Laut Malaysia Ibu Pejabat Laut

P.O.Box 12, Jalan Limbungan, 42007 Port Klang, Selangor Malaysia

has been approved by Lloyd's Register Quality Assurance to the following Management System Standard(s):

ISO900:2008 MS ISO 9001:2008

The Management System is applicable to:

Provision of Seafarer Certification and Ship Registration. Operations of Navigational Aids System. Issuance of Document of Compliance (DoC) of ISM Code. Conduct of

Hydrographic Survey. Management of Dredging Works. Provision of seafarer training programme. Provison of ship inspection and certification services. Issuance of statement

of compliance of ISPS code. Suffix / Technical review

date: Certificate expiry

date: 10 Oct 2015

(for example, /A, /B, etc) (office use only) (office use; assessor to enter if non-standard)

Type of certificate:

Single certificate Certificate per location Multi-site certificate Multiple languages(Complete this form) (Complete separate copies of this

form for each location) (Complete a certificate schedule [multi-site form]) as well as this

form

(Complete separate copies of this form for each language)

Accreditation / number of certificates:

UKAS / 2 RvA / other / Not accredited /

Reason for issue of certificate:

Initial certification Change of certification Certificate renewal

Further instructions: (for example, module and / or annex for directives)

Form: MSBSF43002 revn 0.6 26 November 2013 Report: 0403591/0048 - 03 September 2014 of 36

@@@ Other certificates (come with suffix ‘A’ to ‘H’) are remain unchanged so it does not need to re-issue. New activities are stated in the certificate issued to IPL

QA Register entry (for UKAS accreditation only) Required Not required

Form: MSBSF43012/0.4 – 1113 Report: 0403591/0048 - 03 September 2014 of 36

12. Assessment plan

Assessment type Assessment criteria Change to Approval ISO900:2008

Assessment team Assessment dates Issue date Ir. Chong Kam Fook (Team Leader) Mohammad Roslan

27 August 2014 27 August 2014

Scope: Provision of Seafarer Certification and Ship Registration. Operations of Navigational Aids System. Issuance of Document of Compliance (DoC) of ISM Code. Conduct of Hydrographic Survey. Management of Dredging Works. Provision of seafarer training programme. Provison of ship inspection and certification services. Issuance of satement of compliance of ISPS code. CTA scope (Day 1)

9:00 Introductory meeting with management to explain the scope of the visit, assessment methodology, method of reporting and to discuss the company's organisation (approximately 30 minutes). The Team Leader will agree a time to meet with top management to discuss policy and objectives for the management system.

LRQA team briefing for a team of two or more assessors or (experts).

<Ir. Chong> (Team Leader) <Mohammad Roslan>

Discussion of all outstanding issues from previous visits.

Ship Inspection Management system elements

Ship Certification (new & existing)

Document & records change

12:30-1:30 Lunch. Lunch.

Issuance of statement of compliance of ISPS code

- Continue -

Review of day’s findings Review of day’s findings

Preparation of final report Preparation of final report

4:00 Closing meeting with management to present a summary of findings and recommendations.

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