SOHAR Port Marine Manual - SOHAR Port and Freezonesoharportandfreezone.com/PDF/Sohar Port Marine...
Transcript of SOHAR Port Marine Manual - SOHAR Port and Freezonesoharportandfreezone.com/PDF/Sohar Port Marine...
Index
1. Introduction
2. Definitions and symbols
2.1 | Definitions
2.2 | Symbols
3. Process mapping Marine Department
3.1 | Organization chart Marine Department
3.2 | Process mapping of primary processes
Marine Department
3.3 | Cohesion between the primary processes
Marine Department
4. Process Vessel Traffic Management /
Port Control Officer
4.1 | Schematic diagram process vessel
traffic management
5. Process Marine Safety
5.1 | Schematic diagram process Marine Safety
6. Process Incident Response Marine Department
6.1 | Schematic diagram process Incident Response
Marine Department
7. Process Pilot Service and Crew Change Service
7.1 | Schematic diagram process Pilot Service and
Crew Change Service
8. Overview primary processes Marine Department
9. How to manage the description of the processes?
9.1 | Basic rules
9.2 | Actors/ roles
9.3 | Document format
9.4 | Document management
9.5 | Drafting process descriptions
Appendix 1. Vessel Traffic Management
V1 | Vessel Traffic Management ’pre arrival’
V1.1 | Receive vessel notification (service)
V1.2 | Check vessel notification
V1.3 | Give initial entrance acceptance
V2 | Vessel Traffic Management ’arrival’ (in port)
V2.1 | Give final entrance acceptance
V2.2 | VTS (monitoring port area)
C1.1 | Give electronic port clearance
V3 | Vessel Traffic Management ’departure’
V3.1 | Give departure acceptance
V3.2 | VTS (monitoring port area)
V3.3 | Vessel invoicing
Appendix 2. Marine Safety
M1 | Marine Safety ’pre-arrival’
M1.1 | Check vessel notification on IMDG
M2 | Marine Safety inspection
M2.1 | Select vessel for inspection
M2.2 | Vessel inspection
M2.3 | Terminal inspection
M2.4a | ISPS inspection land-side
M2.4b | ISPS inspection sea-side
M3 | Marine Safety ’special operations’
M3.1 | Approve request ’permit to work’
M3.2 | Approve diving operations
M3.3 | Handling Environmental issues
Appendix 3. Incident Response Marine Department
I1 | Incident Response Marine Department
I1.1 | Coordinate Incident Response land-side
I1.2 | Coordinate Incident Response sea-side
Appendix 4. Pilot Service
P1 | Pilot Service
P1.1 | Pilot Transfer
P1.2 | Pilotage
1
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1 | | 2
Within the Marine Department there are many protocols and
processes already in place. This document gives an overview
of the existing primary processes and the cohesion between
those processes. Port of Rotterdam’s Marine Department has
supported the Marine Department in SOHAR to identify, update
and document our sub-processes in a professional manner.
This document presents the results of the individual, primary
process descriptions of the Marine Department in SOHAR.
Manual
Chapter 2 lays out the definitions and symbols used.
In chapter 3, the process model for the Marine Department
has been incorporated and the consistency between the primary
processes has been visualised. In chapter 4, 5, and 6 the primary
processes for Vessel Traffic Management, Marine Safety and
Incident Response are shown. An overview of the primary
processes of the Marine Department has been incorporated
in chapter 7. The ‘How to manage’ procedure has been
incorporated in chapter 8. Finally, in the appendices,
the process descriptions are shown.
Batti Al Shibli
Harbourmaster of SOHAR Port
1. Introduction
3 | | 4
2.1 | Definitions
2. Definitions and Symbols
RACI-matrix:
The responsibility assignment matrix is commonly known as a
RACI matrix. At every combination of name and result / process /
task is a letter, R, A, C or I. These letters represent the following
terms:
R (Responsible)
Those who do the work to achieve the task. There is typically one
role with a participation type of Responsible, although others can
be delegated to assist in the work required.
A (Accountable, (also Approver or final Approving authority)
Those who are ultimately accountable for the correct and
thorough completion of the deliverable or task, and the one to
whom Responsible is accountable. In other words, an
Accountable must sign off (Approve) on work that Responsible
provides. There must be only one Accountable specified for each
task or deliverable.
C (Consulted)
Those whose opinions are sought; and with whom there is
two-way communication.
I (Informed)
Those who are kept up-to-date of the progress, often only on
completion of the task or deliverable; and with those there is just
one-way communication.
been incorporated in chapter 8. Finally, in the appendices, the
process descriptions are shown.
2.2 | Symbols
7 | | 8
3.2 | Process Mapping of Primary Processes Marine Department
Primary Processes Marine Department
Vessel Traffic Management/ Port Control Officer Marine Safety Management / Marine Safety Officer
V1. Vessel traffic management ‘pre-arrival‘ M1. Marine Safety ‘pre-arrival‘
M2. Marine Safety ‘inspection‘
M3. Marine Safety ‘special operations‘
V2. Vessel traffic management ‘arrival‘ in port
V3. Vessel traffic management ‘departure‘
V4. Vessel traffic management ‘anchor area‘
9 | | 10
Incident Response/ Port Control Officer Specific Tasks Port Control Officer
Marine Service
I1. Incident response Marine Department S. Specific Task Port Control Officer
P1. Pilot service
P2. Crew change service
Supporting Processes Marine Department
17 | | 18
4. Process Vessel Traffic Management / Port Control Officer
4.1 | Schematic Diagram Process Vessel Traffic Management
21 | | 22
6.1 | Schematic Diagram Process Incident Response Marine Department
6. Process Incident Response Marine Department
23 | | 24
7.1 | Schematic Diagram Process Pilot Service and Crew Change Service
7. Process Pilot Service and Crew Change Service
27 | | 28
9. How to Manage the Description of the Processes?
The purpose of preparing a management procedure for
describing processes is to ensure the realization of a uniform
practice method for the preparation, authorization and
implementation of the process descriptions.
9.1 Basic Rules
• A process description approved by the Harbourmaster is
valid until modifications are approved by a new proposal
by the Harbourmaster.
• Process descriptions are modelled according a standard
document format (see §8.3).
• Each year the process descriptions will be reviewed and, if
necessary, adapted by a staff member (project). Changes
can only be adapted throughout a year (interim) on
request of the Harbourmaster.
• Changes can only be made by a staff member (project). All
other SIPC members, specifically Marine Department
members, have reading access.
• After the Harbourmaster has determined the process
description is correct, a staff member will make the
process description available within five work days.
9.2 Actors / Roles
The following matrix provides an overview of the persons in their
role / function who are involved in the description of the Marine
Department processes in 2010:
29 | | 30
9.3 Document Format
The standard document format that will be used for the process
descriptions contains the following components:
• Document management
• Goal
• RACI
• Process flowchart
• Explanation activities
In the near future it is possible to complete the format with the
risks for the process.
9.4 Document Management
A staff member (project) will manage the documents throughout
the formation of the process descriptions. Once a modified
process description is defined by the Harbourmaster, the previous
version expires. Expired documents are marked with the words
”Expired” and the expiration date.
Draft: As long as the content owner and the process owner have
not approved the content, the version number is raised after
every modification of the document.
Final draft: The document has been approved by the process
owner and will be incorporated as version 1.0, 2.0 or 3.0, etc. for
approval from the Harbourmaster. When the Harbourmaster has
modifications, the version number is raised after every
modification of the document.
Final: 1.0, 2.0, 3.0, etc. After every approval of the
Harbourmaster the version number will be raised.
Version management
9.5 Drafting Process Descriptions
31 | | 32
V1.1 | Receive Vessel Notification
Appendix 1. Vessel Traffic Management ’Pre- arrival’
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The process receive vessel notification (services) aims to collect
accurate and complete information on time about the vessel
approaches, to control the traffic flows in the port.
RACI (responsible, accountable, consulted, informed)
41 | | 42
V1.2 | Check Vessel Notification
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The process check vessel notification aims to check accurately
and completely the vessel information and its particulars. This
information and check is essential to give the planned vessel
movement initial entrance acceptance. Also the planned vessel
movement will be provided with an unique call-ID, which must
be used in case of communication between agent and Port
Coordination Centre.
RACI (responsible, accountable, consulted, informed)
51 | | 52
V1.3 | Give Initial Entrance Acceptance
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The process give initial entrance acceptance aims to determine
whether or not the planned vessel movement may proceed
based on the results of the sub-processes:
• Process V1.2 Check vessel notification
• Process M1.1 Check vessel notification on IMDG
RACI (responsible, accountable, consulted, informed)
59 | | 60
V2.1 | Give Final Entrance Acceptance
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
Give final entrance acceptance only to a vessel if the planned
movement is feasible, the security situation of the vessel and
destination is well coordinated and there is no nautical
engineering or environmental objections.
RACI (responsible, accountable, consulted, informed)
67 | | 68
V2.2 | AIS (Monitoring Port Area)
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The purpose of process monitoring port area is to always have
accurate and complete information on expected times of all
vessel in order to guarantee nautical safety within the port limits.
Monitoring by the Port Coordination Centre means:
• Starting guidance of the vessel, because the vessel is
participating within the port limits.
• Monitoring all vessel movement until the vessel is alongside the
allocated terminal.
The monitoring or guidance of a particular vessel ends once the
vessel is alongside the allocated terminal and no longer
participates in vessel traffic.
Input for this process, besides the process V2.1 Give final
entrance acceptance, also includes the hydrological and
meteorological conditions, the overall picture of the vessel traffic
and berthing availability.
RACI (responsible, accountable, consulted, informed)
75 | | 76
C1.1 | Give Electronic Port Clearance(Port Authority)Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
Give final departure to a vessel if the planned movement is
feasible, the government bodies was approve.
RACI (responsible, accountable, consulted, informed)
81 | | 82
V3.1 | Give Departure
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
Give final entrance acceptance only to a vessel if the planned
movement is feasible, the security situation of the vessel and
destination is well coordinated and there is no nautical
engineering or environmental objections.
RACI (responsible, accountable, consulted, informed)
89 | | 90
V3.2 | AIS (Monitoring Port Area)
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The purpose of process AIS (monitoring port area) is to guide
accurate and complete information on time of all vessel
movements to guarantee the nautical safety within the port
limits. Guidance by the Port Coordination Centre means:
• starting guidance of the vessel, because the vessel is going to
participate within the port limits;
• Monitoring the movements of the vessel in relation to its
environment, until the vessel has left the port limits.
While monitoring the port area, various activities can temporarily
run parallel during the guidance. This does not mean that the
guidance ends. The monitoring or guidance of that particular
vessel ends once the vessel is alongside the allocated terminal
and does no longer participate.
Input for this process, besides the process V3.1 Give departure
acceptance, also includes the hydro / meteorological conditions,
the overall picture of the vessel traffic and berthing availability.
RACI (responsible, accountable, consulted, informed)
97 | | 98
V3.3 | Vessel Invoicing
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The purpose of process Vessel invoicing is to invoice the agent
for the nautical services.
RACI (responsible, accountable, consulted, informed)
103 | | 104
M1.1 | Check Vessel Notification on IMDG
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process check vessel notification on IMDG
is to check accurately and completely the vessel information,
specific on IMDG (including Q88 for motor tankers). In case
of vessels with dangerous goods it is necessary to check the
notification and information.
Appendix 2. Marine Safety
RACI (responsible, accountable, consulted, informed)
109 | | 110
M2.1 | Select Vessel for Inspection
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M2.1 Select vessel for inspection is
to select vessels that need to be inspected.
Also in this process the selected objects are being prepared for
inspection. The Sr. Marine Safety Officer gathers the necessary
information which needs to be correct and complete to carry out
accurately and correctly the inspection.
RACI (responsible, accountable, consulted, informed)
117 | | 118
M2.2 | Vessel Inspection
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M2.2 Vessel inspection is to check
whether the vessel master with his vessel is complying with all
applicable regulations and laws. Storing the inspection results
concerns the administrative settlement of the carried out
inspection.
RACI (responsible, accountable, consulted, informed)
125 | | 126
M2.3 | Terminal Inspection
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M2.3 Terminal inspection is to
check whether the terminal is complying with all applicable
regulations and laws. Storing the inspection results concerns
the administrative settlement of the carried out inspection.
RACI (responsible, accountable, consulted, informed)
131 | | 132
M2.4a | ISPS Inspection (Landside)
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M2.4a ISPS inspection is to check
whether the terminal is complying with all applicable ISPS
regulations and laws. The supervision happens primarily by
inspections, where will be checked if the terminal complies with
the Facility Security plan.
RACI (responsible, accountable, consulted, informed)
137 | | 138
M2.4b | ISPS Inspection (Seaside)
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M2.4b ISPS inspection is to check
whether the vessel is complying with all applicable ISPS
regulations and laws. The supervision happens primarily by
inspections, where will be checked if the terminal complies with
the Facility Security plan.
RACI (responsible, accountable, consulted, informed)
143 | | 144
M3.1 | Approve ’Permit to Work’ Form
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M3.1 Approve request ‘permit to
work’ form is to supervise the activities that directly affect the
safety of health and personal, surrounding assets and the
environment. This could for example include:
• repairing on vessels which have berth outside a shipyard or
repair facility;
• hot and cold work
• painting activities on vessels
• immobilization
• etc.
Besides an approval of the Harbourmaster, it is necessary that
the terminal and agent to be aware of the permission to work.
They also need to sign the permit to work form, before the
Harbourmaster is giving his final decision.
RACI (responsible, accountable, consulted, informed)
151 | | 152
M3.2 | Approve Diving
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M3.2 Approve diving operations is to
supervise the activities that directly affect the environment. This
could for example include:
• Under water inspection.
• Under water scan picture and video.
Besides an approval of the Harbourmaster, it is necessary that
both the terminal and the agent are aware of the diving
operation. They also need to sign the diving operation form,
before the Harbourmaster will give his final decision.
RACI (responsible, accountable, consulted, informed)
159 | | 160
M3.3 | Handling Environmental Issues (Water or Air Pollution)Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Sr. Marine Safety Officer
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The purpose of the process M3.3 Handling environmental issues
(water or air pollution) is to establish the actual pollution and
provide support to eliminate the pollution as quick as possible.
Water or air pollution leads to hazardous or environmentally
and harmful substances in surface water or air. Also the MSO
ensure the cleaning of the pollution will be safe, so the hindrance
for the vessel traffic will be minimal.
RACI (responsible, accountable, consulted, informed)
167 | | 168
I1.1 | Coordinate Incident Response LandsideDocument management
Process owner:
Harbourmaster SIPC
Content owner(s):
Deputy Harbourmaster SIPC
Sr. Adminstration Officer ,Project
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The objectives of the process I1.1 Coordinate incident response
land-side are to establish communication networks within the
Sohar Port between other parties in case of land-side incidents
and review systems for use in the control and coordination of
incidents operations.
These incidents are divided in three tiers:
Tier 1: Minor Emergency: An incident can be effectively
responded to by a party (tenant or S.I.P.C.) and internal (to the
port) government authorities in the immediate area of the
incident because the incident can be completely contained within
the area.
Appendix 3. Incident Response Marine Department
Tier 2: Major Emergency: An incident cannot be effectively
responded to by just a party in the immediate area of the incident
because the incident impacts neighbouring areas surrounding
the site of the incident. Thus, the incident can only be effectively
responded to by several parties in the immediate and
neighbouring areas of the incident and internal government
authorities. However, the incident can be completely contained
within the immediate and neighbouring areas and does not
impact the remainder of the port.
Tier 3: Crisis or Disaster
Crisis: An incident cannot be effectively responded to by just
several parties in the immediate and neighbouring areas of the
incident because the incident impacts the whole port and areas
outside of the port. Thus, the incident can only be effectively
responded to by all the parties of the port and external (to the
port) as well as internal government authorities combined.
Disaster: An act of nature that cannot be effectively responded
to by just several parties in the immediate and neighbouring
areas of the incident because the incident impacts the whole
port and areas outside of the port. Thus, the incident can only be
effectively responded to by all the parties of the port and external
as well as internal government authorities combined.
RACI (responsible, accountable, consulted, informed)
175 | | 176
I1.2 | Coordinate Incident Response SeasideDocument management
Process owner:
Harbourmaster SIPC
Content owner(s):
Deputy Harbourmaster SIPC
Sr. Adminstration Officer ,Project
Author:
PoR/DHMR
Status, version, date:
Version1.0 Dec 28, 2016
Date of formal agreement:
Goal
The objectives of the process I1.2 Coordinate incident response
sea-side are to establish communication networks within the
Sohar Port between other parties in case of sea-side incidents
and review systems for use in the control and coordination of
incidents operations.
These incidents are divided in three tiers:
Tier 1: Minor Emergency: An incident can be effectively
responded to by a party (tenant or S.I.P.C.) and internal (to the
port) government authorities in the immediate area of the
incident because the incident can be completely contained within
the area.
Tier 2: Major Emergency: An incident cannot be effectively
responded to by just a party in the immediate area of the incident
because the incident impacts neighbouring areas surrounding
the site of the incident. Thus, the incident can only be effectively
responded to by several parties in the immediate and
neighbouring areas of the incident and internal government
authorities. However, the incident can be completely contained
within the immediate and neighbouring areas and does not
impact the remainder of the port.
Tier 3: Crisis or Disaster
Crisis: An incident cannot be effectively responded to by just
several parties in the immediate and neighbouring areas of the
incident because the incident impacts the whole port and areas
outside of the port. Thus, the incident can only be effectively
responded to by all the parties of the port and external (to the
port) as well as internal government authorities combined.
Disaster: An act of nature that cannot be effectively responded
to by just several parties in the immediate and neighbouring
areas of the incident because the incident impacts the whole
port and areas outside of the port. Thus, the incident can only be
effectively responded to by all the parties of the port and external
as well as internal government authorities combined.
RACI (responsible, accountable, consulted, informed)
183 | | 184
P1.1 | Pilot Transfer
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Pilot Service
Author:
Sr. Adminstration Officer, SIPC
PoR/DHMR
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The purpose of the process P1.1 Pilot transfer is to (dis)embark
the pilot on time at the vessel to guarantee the nautical safety
vessel movements in the SOHAR Port.
Appendix 4. Pilot Service
RACI (responsible, accountable, consulted, informed)
191 | | 192
P1.2 | Pilotage
Document management
Process owner:
Harbourmaster SIPC
Content owner(s):
Harbourmaster SIPC/Senior Marine Administration
Author:
Natascha van Neerven, Senior Marine Administration
Status, version, date:
Draft 0.5; December 28, 2016
Date of formal agreement:
Goal
The purpose of process P1.2 Pilotage is to assist the vessels’
arrival/departure into/from the SOHAR Port , to assure smooth
and safety vessel movement in the SOHAR Port area.
RACI (responsible, accountable, consulted, informed)