SOHAR Port Marine Manual -
Index 1. Introduction 1 V1.2 Check vessel notification 41 2. Definitions and symbols 3 V1.3 Give initial entrance acceptance 51 2.1 Definitions 3 V2 Vessel Traffic Management arrival (in port) 2.2 Symbols 4 V2.1 Give final entrance acceptance 59 3. Process mapping Marine Department 5 V2.2 VTS (monitoring port area) 67 3.1 Organization chart Marine Department 5 C1.1 Give electronic port clearance 75 3.2 Process mapping of primary processes V3 Vessel Traffic Management departure Marine Department 7 V3.1 Give departure acceptance 81 3.3 Cohesion between the primary processes V3.2 VTS (monitoring port area) 89 Marine Department 11 V3.3 Vessel invoicing 97 4. Process Vessel Traffic Management / Appendix 2. Marine Safety Port Control Officer 17 M1 Marine Safety pre-arrival 4.1 Schematic diagram process vessel M1.1 Check vessel notification on IMDG 103 traffic management 17 M2 Marine Safety inspection 5. Process Marine Safety 19 M2.1 Select vessel for inspection 109 5.1 Schematic diagram process Marine Safety 19 M2.2 Vessel inspection 117 6. Process Incident Response Marine Department 21 M2.3 Terminal inspection 125 6.1 Schematic diagram process Incident Response M2.4a ISPS inspection land-side 131 Marine Department 21 M2.4b ISPS inspection sea-side 137 7. Process Pilot Service and Crew Change Service 23 M3 Marine Safety special operations 7.1 Schematic diagram process Pilot Service and M3.1 Approve request permit to work 143 Crew Change Service 23 M3.2 Approve diving operations 151 8. Overview primary processes Marine Department 25 M3.3 Handling Environmental issues 159 9. How to manage the description of the processes? 27 Appendix 3. Incident Response Marine Department 9.1 Basic rules 27 I1 Incident Response Marine Department 9.2 Actors/ roles 28 I1.1 Coordinate Incident Response land-side 167 9.3 Document format 29 I1.2 Coordinate Incident Response sea-side 175 9.4 Document management 29 Appendix 4. Pilot Service 9.5 Drafting process descriptions 30 P1 Pilot Service Appendix 1. Vessel Traffic Management 31 P1.1 Pilot Transfer 183 V1 Vessel Traffic Management pre arrival P1.2 Pilotage 191 V1.1 Receive vessel notification (service) 31
1. Introduction 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 2
2. Definitions and Symbols 2.1 Definitions 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 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. 3 4
3. Process Mapping Marine Department 3.1 Organization Chart Marine Department 5 6
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 V2. Vessel traffic management arrival in port M2. Marine Safety inspection V3. Vessel traffic management departure M3. Marine Safety special operations V4. Vessel traffic management anchor area 7 8
Supporting Processes Marine Department Incident Response/ Port Control Officer Specific Tasks Port Control Officer I1. Incident response Marine Department S. Specific Task Port Control Officer Marine Service P1. Pilot service P2. Crew change service 9 10
3.3 Cohesion Between the Primary Processes Marine Department 11 12
13 14
4. Process Vessel Traffic Management / Port Control Officer 4.1 Schematic Diagram Process Vessel Traffic Management 17 18
5. Process Marine Safety 5.1 Schematic Diagram Process Marine Safety 19 20
6. Process Incident Response Marine Department 6.1 Schematic Diagram Process Incident Response Marine Department 21 22
7. Process Pilot Service and Crew Change Service 7.1 Schematic Diagram Process Pilot Service and Crew Change Service 23 24
8. Overview Primary Processes Marine Department 25 26
9. How to Manage the Description of the Processes? 9.2 Actors / Roles 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. 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: 27 28
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 9.5 Drafting Process Descriptions 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. Version management 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. 29 30
Appendix 1. Vessel Traffic Management Pre- arrival V1.1 Receive Vessel Notification RACI (responsible, accountable, consulted, informed) 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. 31 32
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V1.2 Check Vessel Notification RACI (responsible, accountable, consulted, informed) 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. 41 42
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V1.3 Give Initial Entrance Acceptance RACI (responsible, accountable, consulted, informed) 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 51 52
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V2.1 Give Final Entrance Acceptance RACI (responsible, accountable, consulted, informed) 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. 59 60
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V2.2 AIS (Monitoring Port Area) Document management Process owner: Harbourmaster SIPC Content owner(s): Harbourmaster SIPC/Senior Marine Administration 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. Author: Natascha van Neerven, Senior Marine Administration RACI (responsible, accountable, consulted, informed) 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. 67 68
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C1.1 Give Electronic Port Clearance (Port Authority) Document management Process owner: Harbourmaster SIPC RACI (responsible, accountable, consulted, informed) 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. 75 76
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V3.1 Give Departure RACI (responsible, accountable, consulted, informed) 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. 81 82
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V3.2 AIS (Monitoring Port Area) Document management Process owner: Harbourmaster SIPC 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) 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. 89 90
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V3.3 Vessel Invoicing RACI (responsible, accountable, consulted, informed) 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. 97 98
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Appendix 2. Marine Safety M1.1 Check Vessel Notification on IMDG RACI (responsible, accountable, consulted, informed) 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. 103 104
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M2.1 Select Vessel for Inspection RACI (responsible, accountable, consulted, informed) 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. 109 110
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M2.2 Vessel Inspection RACI (responsible, accountable, consulted, informed) 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. 117 118
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M2.3 Terminal Inspection RACI (responsible, accountable, consulted, informed) 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. 125 126
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M2.4a ISPS Inspection (Landside) RACI (responsible, accountable, consulted, informed) 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. 131 132
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M2.4b ISPS Inspection (Seaside) RACI (responsible, accountable, consulted, informed) 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. 137 138
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M3.1 Approve Permit to Work Form Document management Process owner: Harbourmaster SIPC Content owner(s): Sr. Marine Safety Officer 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) 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. 143 144
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M3.2 Approve Diving RACI (responsible, accountable, consulted, informed) 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. 151 152
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M3.3 Handling Environmental Issues (Water or Air Pollution) Document management Process owner: Harbourmaster SIPC RACI (responsible, accountable, consulted, informed) 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. 159 160
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Appendix 3. Incident Response Marine Department I1.1 Coordinate Incident Response Landside Document 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. 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) 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. 167 168
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I1.2 Coordinate Incident Response Seaside Document 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: 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) 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 175 176
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Appendix 4. Pilot Service P1.1 Pilot Transfer RACI (responsible, accountable, consulted, informed) 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. 183 184
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P1.2 Pilotage RACI (responsible, accountable, consulted, informed) 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. 191 192
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