Quality Manual

BLUE-JAY SHIPPING PVT LTD

Quality Manual
[Conforming to ISO 9001:2015 Standard with MLC 2006-Regulation 1.4 & RPSL requirements]

ISSUE NO. : 01
ISSUE DATE : 25-06-2024
COPY NO. :
COPYHOLDER :

Head Office Address:

Office No. 02, 1ST Floor, Swarna Premises CHS,
Plot No. 13-14, Sector 7, Kharghar, Navi Mumbai- 410210

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 Quality Manual

Title: Table of Content Document No: BSPL/ QM/P1

Issue: 1, Rev: 0, Dt: 25-06-2024

Sr. ISO 9001

Title Document Section No. Page No.
No. CL. No.
1. Cover Page NA BSPL/ QM/ P0 01
2. Table of content NA BSPL/ QM/ P1 02
3. Document Distribution List NA BSPL/ QM/ P2 03
4. Revision record NA BSPL/ QM/ P3 04
5. Abbreviation, Terms & Definitions NA BSPL/ QM/ P4 05-06
6. Context of the organization 04 BSPL/ QM/ 04 07-10
7. Leadership 05 BSPL/ QM/ 05 11-12
8. Planning 06 BSPL/ QM/ 06 13
9. Support 07 BSPL/ QM/ 07 14-15
10.
Operation 08 BSPL/ QM/ 08 16-19
11.
Performance evaluation 09 BSPL/ QM/ 09 20-21
12.
Improvement 10 BSPL/ QM/ 10 22
13.
Process Flow Chart BSPL/QM/Annexure-A 23-24
14.
Interaction Between Process BSPL/QM/Annexure-B 25
15.
Seafarer Recruitment Policy BSPL/QM/Annexure-C 26
16.
Organization Chart BSPL/QM/Annexure-D 27
17.
Responsibility & Authority BSPL/QM/Annexure-E 28-30
18.
Quality Objective BSPL/QM/Annexure-F 31

_____________ ______________________
Reviewed by MR Approved by MD/Director

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Title: Document Distribution List Document No: BSPL/ QM/P2

Issue: 1, Rev: 0, Dt: 25-06-2024

Copy No. Copy Holder

01 Management Representative (Master Copy)

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Title: Revision Record Document No: BSPL/ QM/P3

Issue: 1, Rev: 0, Dt: 25-06-2024

S.N Section New Revision Old Revision Reason for Reviewed Approved
o revised No/date No/ date. Revision by by

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Title: Abbreviation, Terms & Definitions Document No: BSPL/ QM/P4

Issue: 1, Rev: 0, Dt: 25-06-2024

Organization
Person or group of people that has its own functions with responsibilities, authorities and
relationships to achieve its objectives

Interested party/ Stakeholder

Person or organization that can affect, be affected by, or perceive itself to be affected by a decision
or activity

Requirement
Need or expectation that is stated, generally implied or obligatory

Management system
Set of interrelated or interacting elements of an organization to establish policies and objectives
and processes to achieve those objectives

Top management
Person or group of people who directs and controls an organization at the highest level

Effectiveness
Extent to which planned activities are realized and planned results achieved

Policy
Intentions and direction of an organization (3.1), as formally expressed by its top management (3.5)

Objective
Result to be achieved

Risk
Effect of uncertainty

Competence
Ability to apply knowledge and skills to achieve intended results

Documented information
Information required to be controlled and maintained by an organization and the medium on which
it is contained

Process
Set of interrelated or interacting activities which transforms inputs into outputs

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Performance
Measurable result

Outsource
Make an arrangement where an external organization (3.1) performs part of an organization’s
function or process

Title: Abbreviation, Terms & Definitions Document No: BSPL/ QM/P4

Issue: 1, Rev: 0, Dt: 25-06-2024

Monitoring
Determining the status of a system, a process or an activity

Measurement
Process to determine a value

Audit
Systematic, independent and documented process for obtaining audit evidence and evaluating it
objectively to determine the extent to which the audit criteria are fulfilled

Conformity
Fulfillment of a requirement

Nonconformity
Non-fulfillment of a requirement

Corrective action
Action to eliminate the cause of a non-conformity and to prevent recurrence

Continual improvement
Recurring activity to enhance performance

Environmental condition
State or characteristic of the environment (3.2.1) as determined at a certain point in time

Risks and opportunities

Potential adverse effects (threats) and potential beneficial effects (opportunities)

BSPL
Blue-Jay Shipping Pvt Ltd- The Organization

QMS
Quality Management System

MRC
Management Review Committee

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Title: Context of the organization Document No: BSPL/ QM/04

Issue: 1, Rev: 0, Dt: 25-06-2024

Company Profile

BLUE-JAY SHIPPING PVT LTD (BSPL) established in INDIA on 3RD October 2001 & has its Corporate
Office situated at 02, 1ST Floor, Swarna Premises CHS, Plot No. 13-14, Sector 7, Kharghar, Navi
Mumbai- 410210., since then on the company rapidly developed its Global Shipping activities
including MARITIME RECRUITMENT, CREW MANAGEMENT, SHIP INSPECTIONS, COMPANY AUDITS,
CLASS SURVEYS, VALUE ADDED SAFETY TRAINING, FLAG STATE DOCUMENTATION etc. Our Staffs are
skilled & capable of handling foreign candidates of all nationalities & Clients internationally. This
manual describes the quality management system for the company business, covering Crew
Management activities performed for and on behalf of Principals.

Today it’s a dynamic and ambitious international crew management company. Our Clients and
Seafarers are our highest priority. We place great emphasis on teamwork and on creating an
environment in which our seagoing and shore-based staff feel valued and part of the company.

This manual describes the scope in detail of ISO 9001:2008 as per MLC 2006 Part 1.4 and any or all
quality audits will be restricted to this sphere of the company working. It complies with all regulations
governing recruitment and placement of Seafarers of all Nationals

The responsibility for selection, recruitment, employment, training and administration of both
managed/manned vessels rests with the Managing Director/Director of Blue-Jay Shipping Pvt. Ltd.

ISO 9001 standards were adopted on 2003.

Since inception, the Company's team has been supplying personnel for various Offshore Vessels,
Accommodation Barges & Sea Going Vessels etc.

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Title: Context of the organization Document No: BSPL/ QM/04

Issue: 1, Rev: 0, Dt: 25-06-2024

4.1 Understanding the organization and its context

The Organization determines external and internal issues that are relevant to its purpose and
its strategic direction and that affect its ability to achieve the intended result(s) of its quality
management system are as follows

External Context
Legal, technological, competitive, market, cultural, social and economic environments, whether
international, national, regional or local
Legal, Compliance Obligation Factors Culture, Social and Economic Factors
1. National & international regulation restricting 1. Living cost increased
the business exposures 2. Comparatively high remuneration on sea job
2. Statutory/ Regulatory requirements (IMO/ 3. Awareness on nature of sea services (stay
STCW/ Marine Acts/ RPS Rules/ DGS orders etc.) away from the family)
– violation to the requirements even 4. More other alternative opportunities are
unintentionally- ` available with same level of income with less
3. Seafarer Union CBA- day to day to policies & hardship
agreement conditions are restricting the
business exposures

Competitive, Market Technology Factors

1. Huge competition (Competitive market)
1. Advancement in marine technology-
2. Price competitive market (market), employers
knowledge updating of crewing team
are not paying good fees
2. Available advance manning database
3. Available low cost seafarer at other country- management software in the market
reducing demand of Indian seafarer 3. Online seafarer data management, frequent
4. Available seafarer having better competency/ changes in the immigration and the online
attitude at other country- reducing demand of services of DGS
Indian seafarer

Internal Context
Organizational values, culture, knowledge and performance
Strength (S) Weakness (W)

1. Young and motivated team 1. Second/ third level of responsibility

2. Very particular to legal & other compliance delegation
3. Good customer relation- customer focus 2. Stringent Screening of seafarer by the senior
4. Organization Culture- team work, motivation, team (not the same core team who are
appreciation directly involved in sourcing)
5. Knowledge & experience of the senior

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management
Opportunity (O) Threat (T)

1. Lean organization leads to 1. Attrition of team- substitute in the

a. Flexibility in services organization
b. Quick response to customer needs
2. High growth potential

The Organization monitors and reviews information about these external and internal issues.
Title: Context of the organization Document No: BSPL/ QM/04
Issue: 1, Rev: 0, Dt: 25-06-2024

4.2 Understanding the needs and expectations of interested parties

The organization determines the interested parties that are relevant to the quality management
system and the requirements of these interested parties to consistently provide products and
services that meet customer and applicable statutory and regulatory requirements,
The Organization also determines the following

Interested parties Requirements Monitoring & Review mechanism

External service 1. Service/ product Requirement 1. Defined in Documented
providers (Supplier) communication information of External providers
2. Payment as agreed, on time control
3. Mutual understanding 2. Review in Management review
meetings
3. Supplier evaluation
Customer (ship 1. On time screening of 1. Defined in documented information
owners, managers- competent seafarer of Customer related process
employers) 2. On time joining of selected 2. Review in Management review
seafarer along with all meetings
required documents 3. Customer feedback analysis
3. Response to complaint
4. Proper Communication
channel
Statutory & 1. Complying with the statutory 1. Regular compliance status
Regulatory Body and regulatory requirements monitoring
(SEO, DG Shipping, as defined from time to time. 2. Review in Management review
ROC, IT, ST, Shop & meetings
Establishment)
Bankers / Financiers 1. Updating of changes in the 1. Review & discuss in Management
organization whenever it review meetings
happened
Seafarers/ 1. Good employer 1. Seafarer Feedback Form
Candidates 2. Suitable remuneration 2. Seafarer Grievance record
3. Proper & fast recruitment
procedure
4. Good onboard conditions
5. Promotion
6. Short term contract
Seafarers family & 1. Earliest possible response, 1. Communication register
relatives communication as & when 2. Seafarer Grievance record

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required 3. Seafarer Feedback Form

Own Employees 1. Good work environment 1. Customer complaint

2. On-time salary release 2. Seafarer complaint
3. Transparency in responsibility, 3. Service non-conformity records
communication 4. Ontime completion records
4. Mutual support, team work

Title: Context of the organization Document No: BSPL/ QM/04

Issue: 1, Rev: 0, Dt: 25-06-2024

4.3 Determining the scope of the quality management system

The Organization has determined the boundaries and applicability of the quality management
system to establish its scope. When determining this scope, The Organization has considered
a) the external and internal issues (ref. 4.1)
b) the requirements of relevant interested parties (ref. 4.2)
c) its products and services of the organization (ref. Company profile)

The scope of the organization’s Quality Management System:

“Recruitment & Placement of Seafarer”

Justification for requirement of this International Standard that the organization determines is not
applicable to the scope of its management system.

7.1.5 Monitoring and measuring resources

Control of Monitoring and Measuring Devices
BSPL does not use any monitoring & measuring equipments to verify their service quality/
performance. Since this clause is not applicable for BSPL
8.3 Design and Development
Since, BSPL is into recruitment & placement services, they don’t have any design &
development activity, this clause is not applicable.

8.5.1 (f) Validation of Processes

As there is no such process at BSPL to which at subsequent stages process output cannot be
verified, this clause is not applicable.

4.4 Quality Management System and its processes

4.4.1 The Organization has established, implemented, maintained and continually improved a quality
management system, including the processes needed and their interactions, in accordance with the
requirements of this International Standard.
The Organization has determined the processes needed for the quality management system and their
application throughout the organization in Process Map & Interaction of Processes. The Organization
has,
a) determined the inputs required and the outputs expected from these processes in Process Map
b) determined the sequence and interaction of these processes in Process Map & Interaction of
Processes, in Annex- A & B respectively
c) determined and apply the criteria and methods (including monitoring, measurements and
related performance indicators) needed to ensure the effective operation and control of these
processes;

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d) determined the resources needed for these processes and ensure their availability;
e) assigned the responsibilities and authorities for these processes;
f) addressed the risks and opportunities in MR/F/13
g) evaluated these processes and implement any changes needed to ensure that these processes
achieve their intended results;
h) improved the processes and the management system.

4.4.2 The Organization is also maintaining documented information to support the operation of
its processes and retaining documented information to have confidence that the processes are
being carried out as planned.

Title: Leadership Document No: BSPL/ QM/05

Issue: 1, Rev: 0, Dt: 25-06-2024

5.1 Leadership and commitment

5.1.1 General
Top management has demonstrated leadership and commitment with respect to the Quality
Management System by:
a) taking accountability for the effectiveness of the quality management system;
b) ensuring that the Quality Policy and Quality Objectives are established for the quality
management system and are compatible with the context and strategic direction of the
organization
c) ensuring the integration of the Quality Management System requirements into the
organization’s business processes
d) promoting the use of the process approach and risk-based thinking
e) ensuring that the resources needed for the Quality Management System are available;
f) communicating the importance of effective QMS and of conforming to the QMS requirements;
g) ensuring that the quality management system achieves its intended results
h) engaging, directing and supporting persons to contribute to the effectiveness of the QMS
i) promoting improvement
j) supporting other relevant management roles to demonstrate their leadership as it applies to
their areas of responsibility

5.1.2 Customer focus

Top management demonstrates leadership and commitment with respect to customer focus by
ensuring that:
a) customer and applicable statutory and regulatory requirements are determined, understood
and consistently met;
b) the risks and opportunities that can affect conformity of services and the ability to enhance
customer satisfaction are determined and addressed- defined in BSPL/SCM/F/13
c) the focus on enhancing customer satisfaction is maintained through Customer Feedback
record- BSPL/MR/F/13

5.2 Quality Policy

We are committed to provide seafarer recruitment & placement services complying with Maritime
Labour Convention’2006 (Regulation 1.4), statutory, regulatory & obligatory requirements to satisfy
the customer, achieving continual improvement in Quality Management System.

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Managing Director
Rev. 0, dt- 25-06-2024

The Quality Policy makes the framework for establishing and reviewing of Quality Objectives. It has been
communicated to all the employees by means of display at appropriate places and well understood by them.
This policy is reviewed at a regular interval for its continual suitability.

Seafarer Recruitment Policy is defined in Annexure-C

Title: Leadership Document No: BSPL/ QM/05

Issue: 1, Rev: 0, Dt: 25-06-2024

5.3 Organizational roles, responsibilities and authorities

Top management has ensured that the responsibilities and authorities for relevant roles are assigned,
communicated and understood within the organization.
Top management has assigned the responsibility and authority for:
a) ensuring that the Quality Management System conforms to the requirements of this
International Standard;
b) ensuring that the processes are delivering their intended outputs;
c) reporting on the performance of the Quality Management System and on opportunities for
improvement, in particular to top management;
d) ensuring the promotion of customer focus throughout the organization;
e) ensuring that the integrity of the quality management system is maintained when changes to
the quality management system are planned and implemented.

Organization roles/ structure is defined in Annexure- D and Responsibilities & authorities for relevant
designations are defined in: Annexure E

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Title: Planning Document No: BSPL/ QM/06

Issue: 1, Rev: 0, Dt: 25-06-2024

6.1 Actions to address risks and opportunities

6.1.1 When planning for the Quality Management System, the BSPL considers the issues & the
requirements and determine the risks and opportunities to
a) give assurance that the Quality Management System can achieve its intended results
b) enhance desirable effects
c) prevent or reduce undesired effects
d) achieve continual improvement

6.1.2 BSPL plan:

a) actions to address these risks and opportunities in BSPL/MR/F/13
b) how to:
1) integrate and implement the actions into its quality management system processes;
2) evaluate the effectiveness of these actions.
Actions taken to address risks and opportunities shall be proportionate to the potential impact on the
conformity of services. Risk & opportunity and action thereof is documented in BSPL/MR/F/13

6.2 Quality objectives and planning to achieve them

6.2.1 Quality objectives
BSPL establish quality objectives at relevant functions, levels and processes needed for the QMS.
BSPL maintains the documented information on the Quality objectives in Annexure F

6.2.2 Planning actions to achieve Quality Objectives

When planning how to achieve its Quality objectives, the organization determines:
a) what will be done;
b) what resources will be required;
c) who will be responsible;
d) when it will be completed;
e) how the results will be evaluated, including indicators for monitoring progress toward
achievement of its measurable Quality objectives
The Organization considers how actions to achieve its Quality objectives can be integrated into the
organization’s business processes, is documented in BSPL/MR/F/14

6.3 Planning of changes

When the organization determines the need for changes to the quality management system, the
changes are carried out in a planned manner as per the procedure of Management of Change-
BSPL/PM/06. BSPL considers:
a) the purpose of the changes and their potential consequences;
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b) the integrity of the quality management system;

c) the availability of resources;
d) the allocation or reallocation of responsibilities and authorities

Title: Support Document No: BSPL/ QM/07

Issue: 1, Rev: 0, Dt: 25-06-2024

7.1 Resources
7.1.1 General
The BSPL determines and provides the resources needed for the establishment, implementation,
maintenance and continual improvement of the Quality management system.
The BSPL considers
a) the capabilities of, and constraints on, existing internal resources;
b) what needs to be obtained from external providers.

7.1.2 People
BSPL determines and provides the persons necessary for the effective implementation of its
quality management system and for the operation and control of its processes as documented in
the organization chart in Annex-D, as per personnel competency matrix BSPL/HR/ F/ 02

7.1.3 Infrastructure
The organization has the necessary infrastructure needed to achieve conformity to service realization
requirements. Sufficient workspace has been made available office work and interviewing candidates.
Supporting systems like PCs, internet and Fax facilities are made available at office.
The organization is located in a well constructed building with all amenities which are listed below:
 The office area of the head office is approximately 1200 sq. ft.
 The office has state of the art communication equipment – fax machines, EPABX, internet
facility etc. The office is totally networked with computers and access to electronic mail is
provided to the entire staff.
 Information System – includes hardware and software in Infrastructure Management
 Hardware: Computers and associated equipments
 Software: Smart Crewman, Gmail, Tally etc
7.1.4 Environment for the operation of processes
Necessary work environment has been provided by organization to achieve conformity to service
requirements. Inter-personnel relationships are maintained among employees through periodic
meetings with management and developing inter-personnel relationship. There is no as such specific
environmental condition requirement without which process can’t be executed.

7.1.5 Monitoring and measuring resources

The BSPL does not use any monitoring or measuring resources to verify the conformity of products
and services to requirements.

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7.1.6 Organizational knowledge

BSPL determines the knowledge necessary for the operation of its processes and to achieve
conformity of services.
This knowledge is maintained and be made available to the extent necessary.
When addressing changing needs and trends, the organization consider sits current knowledge
and determine how to acquire or access any necessary additional knowledge and required updates.

7.2 Competence
The organization
a) determines the necessary competence of person(s) doing work under its control that affects
the performance, effectiveness of the Quality management system and its ability to fulfill its
compliance obligations
b) ensures that these persons are competent on the basis of appropriate education, training, or
experience;
Title: Support Document No: BSPL/ QM/07
Issue: 1, Rev: 0, Dt: 25-06-2024
c) where applicable, take actions to acquire the necessary competence, and evaluate the
effectiveness of the actions taken;
d) Retains appropriate documented information as evidence of competence.
Personnel Competency requirement is documented in BSPL/HR/F/02

7.3 Awareness
BSPL ensures that persons doing work under the organization’s control are aware of:
a) the Quality policy- through displays at appropriate location
b) relevant Quality objectives
c) their contribution to the effectiveness of the Quality management system, including the
benefits of improved Quality performance;
d) the implications of not conforming with the Quality management system requirements,
including not fulfilling the organization’s compliance obligations.

7.4 Communication
7.4.1 General
The Organization has established, implemented and maintained the process needed for internal and
external communications relevant to the Quality management system in Communication Matrix
BSPL/MR/F/16

7.5 Documented information

7.5.1 General
The organization’s Quality management system includes:
a) documented information required by this International Standard;
b) documented information determined by the organization as being necessary for the
effectiveness of the Quality management system, like Quality Manual, Procedure Manual,
Formats

7.5.2 Creating and updating

When creating and updating documented information, the organization shall ensure appropriate:
a) identification and description (e.g. a title, date, author, or reference number);
b) format (software version) and media (e.g. paper, electronic);
c) review and approval for suitability and adequacy.

7.5.3 Control of documented information

7.5.3.1 Documented information required by the quality management system and by this

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International Standard shall be controlled to ensure:

a) it is available and suitable for use, where and when it is needed;
b) it is adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity).

7.5.3.2 For the control of documented information, BSPL addresses the following activities in the
procedure BSPL/PM/01 & 02
a) distribution, access, retrieval and use;
b) storage and preservation, including preservation of legibility;
c) control of changes (e.g. version control);
d) retention and disposition
Documented information of external origin determined by the organization which are
necessary for the planning and operation of the Quality management system are identified as
appropriate, and controlled. Documented information retained as evidence of conformity is
protected from unintended alterations.
Title: Operation Document No: BSPL/ QM/08
Issue: 1, Rev: 0, Dt: 25-06-2024

8.1 Operational planning and control

The Organization plan, implement and control the processes needed to meet the Quality
management system requirements including the provision of services, and to implement the actions
determined in, by:
a) determining the requirements for the services;
b) establishing criteria for:
1) the processes;
2) the acceptance of products and services;
determining the resources needed to achieve conformity to the product and service requirements
c) implementing control of the processes in accordance with the operating criteria;
d) determining, maintaining and retaining documented information to the extent necessary:
1) to have confidence that the processes have been carried out as planned;
2) to demonstrate the conformity of services to their requirements. The output of this
planning shall be suitable for the organization’s operations.
The Organization controls planned changes and review the consequences of unintended changes,
taking action to mitigate any adverse effects, as necessary.
Procedure BSPL/PM/08 & 09 and BSPL/QM/Annexure A,B,C is documented to explain the
requirements.

8.2 Requirements for services

BSPL is already having contract with existing customers (principal/ ship owner). BSPL also approaches
to the other ship owners for their recruitments services requirements as and when required. Website
is also used for marketing purpose. BSPL gets references of service requirements from the existing
customer base.
For new requirement or new customer, Director interacts with the customer to understand the
requirements in detail. For existing customer, Director or Fleet manager can capture their
requirements. Determining the requirement (type of manning / type of vessel etc.), management
decides for the further contract agreement. Agreement is made in between the BSPL and ship owner.
Agreement is reviewed based on the following;
(a) Type of vessel, type of personnel (rank) required, number of person required
(b) Recruitment period.
(c) Requirement not specified by ship owner but necessary for specified or intended use.
(d) Statutory & regulatory requirements as applicable related to the manning at ship [i.e. RPSL
requirements and other related requirements of MLC 2006 (Sec. 1.4)]

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(e) Additional requirement determined by the organization.

In case of any change/ alteration in the agreement terms are captured in the revised contract
agreement signed by both the parties and re-issued. The specific change details are circulated to other
concerned departments.

BSPL communicates to the customers about the recruitment & placement process updates related to
their requirements, regularly through e-mails & voice chat
In case any change in recruitment criteria or changes in regulations, ship owner is communicated or
vis-à-vis.

Title: Operation Document No: BSPL/ QM/08

Issue: 1, Rev: 0, Dt: 25-06-2024

8.3 Design and development of products and services

Since, BSPL is into recruitment & placement services, they don’t have any design & development
activity, this clause is not applicable.

8.4 Control of externally provided processes, products and services

BSPL purchase Boiler suits, Safety shoes & goggles, Helmets etc. for the seafarers and office
equipments/ stationeries. BSPL also outsources services like Travelling tickets & visa arrangement,
QMS/ MLC training & internal auditing etc. as and when requires.
Purchase activity is managed by in-charge admin.
In case of any purchase requirement, local suppliers are communicated through telephone or e-mail/
purchase order.
BSPL ensures the adequacy of the purchase requirements such as defining the relevant IS codes/
grades of the safety gadgets (Boiler suits, Safety shoes & goggles)

In case of vendor registration requirement for major supply products/ outsourcing parties, admin in-
charge & director carry out selection and evaluation of new vendors and outsourcing parties as per
the following steps:
1. Granting permission & approval by MD/ Director.
2. Filling up of Supplier's Registration form.
3. Inclusion of name in approved suppliers list by purchase in-charge and approved by Director.
Approved suppliers list is maintained.

Existing major & regular suppliers are re-evaluated on the following basis:
1. Cost/ price variation of product/ service
2. Product/ service quality acceptance.
3. Delay in delivery
4. Overall communication
Suppliers are re-evaluated for their performance for every one-year. Suppliers Re-evaluation record is
maintained.
On receiving incoming materials, physical condition of the material is verified and recorded on the
challan/ invoice copy of the supplier.
BSPL has outsourced the services like
 QMS consultancy, training & internal auditing
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 Medical Examination
 Airline Ticketing & traveling agency (for visa arrangement)
The above outsource service providers are controlled with contract/ agreement/ PO and regular
monitoring of their performance. Medical Examination is done through DG approved Practitioner only
BSPL ensures externally provided processes are controlled as per BSPL/PM/07
8.5 Production and service provision
8.5.1 Control of service provision
BSPL implement service provision under controlled conditions. Controlled conditions includes, as
applicable:
a) the availability of documented information that defines:
1) the characteristics of the products to be produced, the services to be provided, or the
activities to be performed;
2) the results to be achieved;
Title: Operation Document No: BSPL/ QM/08
Issue: 1, Rev: 0, Dt: 25-06-2024

b) the availability and use of suitable monitoring and measuring resources;

c) the implementation of monitoring and measurement activities at appropriate stages to verify
that criteria for control of processes or outputs, and acceptance criteria for products and
services, have been met;
d) the use of suitable infrastructure and environment for the operation of processes;
e) the appointment of competent persons, including any required qualification;
f) the validation, and periodic revalidation, of the ability to achieve planned results of the
processes for production and service provision, where the resulting output cannot be verified
by subsequent monitoring or measurement;
g) the implementation of actions to prevent human error;
h) the implementation of release, delivery and post-delivery activities.

Detailed procedure for recruitment of seafarer is documented in BSPL/PM-08, 09

8.5.2 Identification and traceability

The Organization use suitable means to identify outputs when it is necessary to ensure the
conformity of products and services.
The Organization shall identify the status of outputs with respect to monitoring and measurement
requirements throughout production and service provision.
During the service realization, ship/vessel name is used for job identification. Candidate name & rank
is used for identification of candidates during recruitment process.

8.5.3 Property belonging to customers or external providers

BSPL safely maintains the data/ information and its confidentiality about the ship owner
requirements as well as seafarers personal information during the recruitment & placement
process. Original document of seafarer’s is kept under lock & key by Crew Manager. Original
documents are accepted & returned back with written acknowledgement slip. Confidentiality is
maintained for all such information. Seafarer’s information is disclosed only with the respective
ship owner representative and with shipping authorities if required.

8.5.4 Preservation
During recruitment & placement process, BSPL preserves candidate document copies and the
seafarer safe movement until they reach to the destination (onboard) vessel. They are identified,
properly filed and stored at BSPL office. As required these documents are transferred to the
shipping authorities. These documents are kept confidential, no information is disclosed to others
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other than the concerned shipping authorities. If any original documents are kept BSPL for
processing of travel documents, they are kept under safe, lock & key arrangement. Seafarer’s
movement until they reach to the destination ship/ vessel for which they are selected, is
monitored by BSPL.

8.5.5 Post-delivery activities

BSPL meets requirements for post-delivery activities associated with the services.
In determining the extent of post-delivery activities that are required, BSPL considers:
a) statutory and regulatory requirements- Complaint/ compensation handling with DG Shipping
b) the potential undesired consequences associated with its products and services;
c) the nature, use and intended lifetime of its products and services- seafarer data is retained for
any purpose for 5 years.
d) customer requirements- to sort out any issues with seafarer incompetency & replacement
e) customer feedback is taken at a regular interval (yearly)
Title: Operation Document No: BSPL/ QM/08
Issue: 1, Rev: 0, Dt: 25-06-2024

8.5.6 Control of changes

BSPL reviews and control changes for service provision, to the extent necessary to ensure continuing
conformity with requirements as per the Procedure BSPL/PM/06
BSPL retains documented information describing the results of the review of changes, the person(s)
authorizing the change, and any necessary actions arising from the review.
Documented information is available in the format BSPL/FF/01/15
8.6 Release of products and services
BSPL implement planned arrangements, at appropriate stages, to verify that the product and
service requirements have been met.
BSPL sends the candidate for placement only when the recruitment approval is received from the
employer in written. Sign on the pre joining checklist, seafarer awareness form and signed
employment contract/ offer letter is assumed to be the release approval of the joiners.
The Organization retains documented information on the release of services. The documented
information includes:
a) evidence of conformity with the acceptance criteria- approval by employer & signed
employment contract
b) traceability to the person(s) authorizing the release- contact person at customer end, and at
BSPL- crew manager & Director takes the authority
Documented information available in BSPL/PM/08,
8.7 Control of nonconforming outputs
8.7.1 BSPL ensures that outputs that do not conform to their requirements are identified and
controlled to prevent their unintended use or delivery.
BSPL takes appropriate action based on the nature of the nonconformity and its effect on the
conformity of products and services. This shall also apply to nonconforming products and services
detected after delivery of products, during or after the provision of services.
BSPL deals with nonconforming outputs in one or more of the following ways:
a) correction;
b) stop recruitment/ placement, alteration/ replacement of seafarer
c) informing the customer- incase of any discrepancies observed after the placement
d) obtaining authorization for acceptance under concession- from the Customer/ Director
Conformity to the requirements shall be verified when nonconforming outputs are corrected.

8.7.2 BSPL retain documented information in recruitment records & Corrective action that:

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 Quality Manual

a) describes the nonconformity;

b) describes the actions taken;
c) describes any concessions obtained;
The authority deciding the action in respect of the nonconformity is documented in the procedure for
control of Non-conformities is documented in BSPL/PM-03

Title: Performance Evaluation Document No: BSPL/ QM/09

Issue: 1, Rev: 0, Dt: 25-06-2024

9.1 Monitoring, measurement, analysis and evaluation

9.1.1 General
BSPL determines:
a) what needs to be monitored and measured;
b) the methods for monitoring, measurement, analysis and evaluation needed to ensure valid
results;
c) when the monitoring and measuring shall be performed;
d) when the results from monitoring and measurement shall be analyzed and evaluated.
BSPL evaluates the performance and the effectiveness of the quality management system.
BSPL retains appropriate documented information as evidence of the results of internal audit,
quality objective monitoring and process performance monitoring by process heads.

9.1.2 Customer satisfaction

BSPL has monitored customers’ perceptions of the degree to which their needs and expectations
have been fulfilled. BSPL has determined the perception of customer by obtaining, monitoring and
reviewing customer feedback record, customer complaint & customer retention analysis

9.1.3 Analysis and evaluation

BSPL analyzes and evaluates appropriate data and information arising from monitoring and
measurement.
The results of analysis used to evaluate:
a) conformity of services;
b) the degree of customer satisfaction;
c) the performance and effectiveness of the QMS through Quality Objective;
d) if planning has been implemented effectively;
e) the effectiveness of actions taken to address risks and opportunities;
f) the performance of external providers;
g) the need for improvements to the quality management system.
9.2 Internal audit
9.2.1 BSPL conducts internal audit yearly to provide information on whether the quality
management system:
a) conforms to the organization’s own requirements for its Quality Management S ystem and
the requirements of this International Standard;
b) is effectively implemented and maintained.

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 Quality Manual

9.2.2 BSPL
a) plan, establish, implement and maintain an audit programme(s) including the frequency,
methods, responsibilities, planning requirements and reporting, which takes into
consideration the importance of the processes concerned, changes affecting the
organization, and the results of previous audits;
b) defines the audit criteria and scope for each audit;
c) selects auditors and conduct audits to ensure objectivity and the impartiality of the audit
process;
d) ensures that the results of the audits are reported to relevant management;
e) takes appropriate correction and corrective actions without undue delay
f) retains documented information as evidence of the implementation of the audit
programme and the audit results in BSPL/MR/F/9 & 10
Documented procedure for Internal Audit is documented in BSPL/PM/03
Title: Performance Evaluation Document No: BSPL/ QM/09
Issue: 1, Rev: 0, Dt: 25-06-2024

9.3 Management review

9.3.1 General
Top management reviews the organization’s quality management system, at yearly interval, after
completion of every inter audit, to ensure its continuing suitability, adequacy, effectiveness and
alignment with the strategic direction of the organization.

9.3.2 Management review inputs

The management review is planned and carried out yearly taking into consideration:
a) the status of actions from previous management reviews;
b) changes in external and internal issues that are relevant to the QMS management system;
c) information on the performance and effectiveness of the QMS management system, including
trends in:
1) customer satisfaction and feedback from relevant interested parties;
2) the extent to which QMS objectives have been met;
3) process performance and conformity of products and services;
4) nonconformities and corrective actions;
5) monitoring and measurement results;
6) audit results;
7) the performance of external providers;
d) the adequacy of resources;
e) the effectiveness of actions taken to address risks and opportunities
f) opportunities for improvement.

9.3.3 Management review outputs

The outputs of the management review include decisions and actions related to:
a) opportunities for improvement;
b) any need for changes to the Quality Management System;
c) resource needs.

BSPL retains documented information as evidence of the results of management reviews in

BSPL/MR/F/07

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 Quality Manual

Title: Improvement Document No: BSPL/ QM/10

Issue: 1, Rev: 0, Dt: 25-06-2024

10.1 General
BSPL has determined and selected opportunities for improvement and implement any necessary
actions to meet customer requirements and enhance customer satisfaction.
These includes,
a) improving services to meet requirements as well as to address future needs and expectations;
b) correcting, preventing or reducing undesired effects;
c) improving the performance and effectiveness of the Quality Management System.

10.2 Nonconformity and corrective action

10.2.1 When a nonconformity occurs, including any arising from complaints, BSPL
a) react to the nonconformity and, as applicable:
1) take action to control and correct it;
2) deal with the consequences
b) evaluate the need for action to eliminate the cause(s) of the nonconformity, in order that it
does not recur or occur elsewhere, by:
1) reviewing and analyzing the nonconformity;
2) determining the causes of the nonconformity;
3) determining if similar nonconformities exist, or could potentially occur;
c) implement any action needed;
d) review the effectiveness of any corrective action taken;
e) update risks and opportunities determined during planning, if necessary;
f) make changes to the Quality Management System, if necessary.
Corrective actions shall be appropriate to the effects of the nonconformities encountered

10.2.2 BSPL retains documented information as evidence of:

a) the nature of the nonconformities and any subsequent actions taken;
b) the results of any corrective action.

10.3 Continual improvement

BSPL continually improves the suitability, adequacy and effectiveness of the Quality Management
System

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 Quality Manual

BSPL has considered the results of analysis and evaluation, and the outputs from Quality
Management review, to determine if there are needs or opportunities are addressed as part of
continual improvement.

Title: Organizations Process Flow Chart Document No: BSPL/ QM/Annex-A

Issue: 1, Rev: 0, Dt: 25-06-2024

Seafarer Recruitment Process

Enquiry from Vessel Owners (Mails)

Suggestion

If regular enquiry Not feasible

Enquiry Review

Feasible
Not in existing
data
Short listing the candidates from existing data base Advertising in respective News paper

Existing data Contacting known persons

Preparation short list candidates

Calling for interview mail / phone

Documents / Certificate verification of candidates

Interview / Telephonic Interview

If Not
Further data base
Review of interview / evaluation

If Candidate selected
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Preparation of final list of candidates
 Quality Manual

Title: Organizations Process Flow Chart Document No: BSPL/ QM/Annex-A

Issue: 1, Rev: 0, Dt: 25-06-2024

Seafarer Recruitment Process (Contd. )

Informing to respective candidates regarding the terms & condition of his employment
Final selection list Collecting document from candidates

Arrangement of medical examination

Not Fit
Regret

Fit
Arranging travel documents

Completing further documents finalizing and briefing per-joining

Handover of all traveling documents / travel arrangement

Informing to owners/ concerned person

Taking the confirmation from the owners / vessels about joining of candidates

Follow up billing as per contract

Bad
Taking customer feedback Delete from data base
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Good
 Quality Manual

Title: Process Interaction chart Document No: BSPL/ QM/Annex- B

Issue: 1, Rev: 0, Dt: 25-06-2024

Main Process Interacting Process Interfacing activities

Sr.No Process Name Process Name Brief description
1. Marketing a. Manning/ship Meeting ship owners, Receiving
[Ship owner Mgmt requirements from the ship
interaction] b. Management owner, regular interaction
Ship Management c. HR & Admin

2. Manning a. Marketing Searching/ screening of

[Candidates b. Management personnel as per job
Selection, sending c. HR & Admin requirement, coordination with
on board] customer representative,
documentation as per
requirement
3. Purchase a. Manning Processing PO as per planning,
[minor stationary/ b. Management coordinating with supplier/
service hiring, c. HR & Admin inward & verification
safety accessories
for seafarers]
4. HR/ Trg./ Admin All processes Recruitment, defining job
description, providing training,
maintaining HRD records.
5. Management All processes Establishing & maintaining
system, auditing, management
review, quality objective.

Management Review & Internal Audits & MR,

CA/PA, Continual Improvement, Quality
Policy/ Quality Objective

Management
Responsibility
Customer Requirements

Customer Satisfaction

HR/ Training/ Admin

Marketing
Cust.

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 Quality Manual

Purchase

Manning
Manpower selection,
documentation & sending on board

Transportation, ticketing/
travel/ visa (outsourcing)

Title: Seafarer Recruitment Policy Document No: BSPL/ QM/Annex- C

Issue: 1, Rev: 0, Dt: 25-06-2024

Our aim is to provide quality services to our clients and at the same time our company policy is
also to safe – guard the interest of the Indian seafarers employed with our principals.
Some of our main policy clauses are highlighted as under:
1. We ensure that no means, mechanism or lists are used with the intention to prevent
seafarers from gaining employment for which they are qualified. Selection of seafarer is
carried out without any discriminatory policy or bias based on race, color, sex, religion,
political opinion, national extraction or social origin. However, any distinction, exclusion
or preference in respect of a particular job based on the inherent requirement thereof
shall not be deemed to be discrimination.
2. We ensure that “No fees or other charges for recruitment or for providing employment
to seafarers are borne directly or indirectly, in whole or in part by the seafarer”, other
than the cost to the seafarers in obtaining medical certificates, seafarers book, and
passport or other similar travel documents. The cost of Visa , charges for pre-sign on
post sign-off medical examination are to be borne by ship owner
3. In case of any incident or casualty on-board causing injury (excluding minor injuries) or
death disappearance, loss overboard or homicide by or of an Indian national, is reported
to Director general at the earliest in FORM II, but not later than 48 hours of the receipt
of such information, Next of Kin also to be informed immediately at the same time.
4. We ensure due regard to the right to privacy and the need to protect confidentiality, the
conditions under which seafarers' personal data may be processed including the
collection, storage, combination and communication of such data to third parties (only
to related gov. departments). The seafarer’s data includes but not limited to
(a) the seafarer’s qualification
(b) record of employment,
(c) personal data relevant to employment
(d) Medical data relevant to employment will be kept as confidential.
5. Seafarers will not be subjected to exploitation by our personnel with regard to offer of
engagement on particular ships or by particular companies
6. We ensure to prevent the opportunities for exploitation of seafarers arising from the
issue of joining advances or any other financial transaction between ship owner and
seafarer handled by us.
7. We ensure that the seafarers are informed of any particular condition applicable to the
jobs for which they are to be engaged and of the particular ship owners policies relating
to their employment.
8. We ensure that the procedures followed while dealing with cases of incompetence or
indiscipline are consistent with the principles of natural justice ,the law of the land and
practice and with CBA.
9. We ensure that all mandatory certificates and documents submitted for employment
are up-to-date and have not been fraudulently obtained and employment references
are verified.
10. We ensure that requests for information or advice by families of seafarers while
seafarers are at sea are dealt with promptly and sympathetically and at no cost to
seafarer.

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 Quality Manual

11. We verify that the labour conditions on ships where seafarers are placed are in
conformity with applicable CBA concluded between ship owner and seafarers
representative organization.
12. We ensure that death compensation or disability compensation are paid by ship owner
without undue delay.
13. Documents copies of all advertisement issued, interview call letters, correspondence
with applicants , copies of appointments letters etc. of all the seafarers recruited
through our agency, will be maintained for the period of five years
14. We ensure that no Seafarer/ cook will be selected to work onboard ship below the age
of 18 years.
Managing Director/ Director

Organization Structure Document No: BSPL/ QM/Annex- D

Issue: 1, Rev: 0, Dt: 25-06-2024

MANAGING
DIRECTOR

DIRECTOR

MR Marine Superintendent/ Deck

Head

Technical Head Crew Manager Purchase Manager

Coordinator Accounts

Crewing Document Training

Asst. Asst Coordinator

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 Quality Manual

Responsibility & Authority Document No: BSPL/ QM/Annex- E

Issue: 1, Rev: 0, Dt: 25-06-2024

Designation: Managing Director / Director.

Responsibilities:
 Overall Responsibility for formulating and communicating Quality Policy & Quality
Objectives.
 Formulation of Strategy for continuous up gradation of Quality System.
 Ensure periodic assessment of the performance of Quality System.
 Approval of Quality System Manual.
 Budget approval for the organization.
 Overall responsibility for Business Development & all Financial issues.
 Provision of resources as required.
 Strategic decisions on developments and technical set ups.
 Approval of concessional acceptances from customers as well as suppliers.
 Liasoning with government authorities.
 Overall in charge of manning activities of all vessels.
Authorities:
 Approval of P.O., Cheques.
 Sanctioning Leaves of all managers and staff
 Approval of funds for Training needs.
 Sanctioning of loans.
 All the authorities of down-line personnel.
 Chairing Management review meetings.

Designation: Superintendent /Deck Head

Responsibilities:
 Effective implementation and maintenance of the Company’s documents.
 Carrying out both shipboard and shore-based audits of the documents
 Ensure that the company’s documents is understood, implemented and maintained by
all concerned.
 Plan and conduct shore based review meeting and keep records of same.
 Ensuring that adequate resources and shore based support are applied, as required for
the effective implementation and maintenance of the documents.
 Liaison with vessel Masters on routine issue of the documents.
 Reporting directly to the Director on significant issues within the documents
 Carrying our Technical/competency evaluation of seafarers
Authorities:
 The designated person shall be provided with all the necessary resources and help as
required by the Vessels.
 Selection of seafarers

Designation: Crew Manager

Responsibilities:

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 Quality Manual

 Performing searches for qualified candidates according to the Principal’s requirement &
relevant job criteria, using our database, networking as well as employee referrals,
advertisement
 Arrange interview of the shortlisted candidates with the seniors/respective Principals
 Process the documentation of the proposed candidates, brief and organize the training
of those selected if required.
 Arrange pre joining medical, travel, hotel accommodation, working gears in
coordination with the crew Asst & Crew coordinators.

Responsibility & Authority Document No: BSPL/ QM/Annex- E

Issue: 1, Rev: 0, Dt: 25-06-2024
 Handle the application of visas and Flag States documentation as per flag state rule
and within stipulated time.
 Update crew list & get required monthly report such as sign on /off details, attendance
sheet, salary statement etc. from the Principals
 Update governance system of DG Shipping and MMD as per RPSL Act.
 Continuously search and identify new sources of suitable qualified merchant marine
officers.
 Issuance of different routine letters such as w/k, sea service, dispensation,
endorsement
 Carrying out other crewing related job.

Designation: Purchase Coordinator

Responsibilities:
 Overall in charge of purchase activities
 Identification of resources, as applicable.
 Purchasing system - Evaluation, selection, purchasing, monitoring.
 Document & Data control system pertaining to his department.
 Corrective / preventive action system (sub-contractor non-conformances, in particular).
 Control of records.
Authorities:
 Authorized to review & approve purchasing documents.
 Authorized to select & discontinue sub-contractors.

Designation: Account Manager

Responsibilities:
 Ensuring up to date accounts related data.
 Preparation of Import related documentation.
 Document & Data control system pertaining to his department.
 Handling Reconciliation Process
 MIS Processing.
 Handling Cash Flow process.
Authorities:
 Authorized to deal with government bodies on accountency matters.
 Making of supplier payments as per payment terms.

Designation: Technical Head

Responsibilities:
 The Technical Head is the over all in charge of technical management of all vessels
and he shall report to the Director.
 The Technical Head will familiarize the respective fleet masters and chief engineer as
per the company policy.
 His ship’s operation related responsibilities are:
 Co-ordination with the Administration, Government Authorities and Classification
Societies for certification/surveys and validation of certificates required for particular
trade.

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 Quality Manual

 Monitoring preventive maintenance for the Deck and Navigation operations of the
vessels including stores and supplies.
 Obtaining approval and organizing dry-docking and lay-up of vessels in line with the
requirements of Administrations/ classification.
 Monitoring and ensuring that the vessel has necessary trading certificate at all time.

Responsibility & Authority Document No: BSPL/ QM/Annex- E

Issue: 1, Rev: 0, Dt: 25-06-2024

 Managing technical aspects of the contracts.

 Organizing periodical internal inspection of vessels.
 Organizing Manning to ensure compliance to the Administration requirements of the
vessel.
 Control documents of external origin such as Rules, Regulations and related Standards.
 His office operation related responsibilities are :
 Maintaining & monitoring records of surveys and certificates and Analyses & Monitors
the technical performance of the vessels.
 Monitoring movement of the vessel, application for dry-docking and assist in
processing berthing etc.
 Planning and executing Shipping operations of the company and liaising with Clients in
the same connection.
 Monitors vessels' Technical matters to assist the Director
 Carrying our Technical/competency evaluation of seafarers
 Visits vessels for the purpose of Internal Audit & inspection of vessel.
 Oversee the implementation of ISM on board the vessels.
 Reports all the safety issues to the Director
 Control of supplies of stores and spares.

Designation: Crewing Assistance

Responsibilities:
 Performing searches for qualified candidates according to the Principal’s requirement &
relevant job criteria, using our database, networking as well as employee referrals,
advertisement
 Arrange interview of the shortlisted candidates with the Seniors/respective Principals
 Process the documentation of the proposed candidates, brief and organize the training
of those selected if required.
 Arrange pre-joining medical, travel, hotel accommodation, working gears in
coordination with the support staff.

Designation: Documentation Assistant

Responsibilities:
 Receive /Download application & store as per company policy.
 Arrange pre joining medical for the selected candidate
 Arrange the joining documents as per the pre joining check list.
 Preparing the AOA/ Employment contract in coordination with Crewing Asst. & Crew
Manager
 Update all file related to crew joining, resume, crew docs, Flag state docs. etc.
 Arrange travel, hotel accommodation, working gears for joiners in coordination with
Crewing Asst. & Crew Manager

Designation: Training Coordinator

Responsibilities:
 The Training Coordinator will work under the Crew Manager.
 Assist Crew manager to organize the training of selected crew if required
 Arranging company's own value added training to the selected crew if required

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 Quality Manual

 Lision with all training providers & update himself with their training schedule & fees.

Note: All defined jobs are Primary responsibilities of Individuals; however they are to take on
additional secondary responsibility as per management requirement from time to time after
adequate training & evaluation.

Title: Quality Objectives Document No: BSPL/ QM/Annex- F

Issue: 1, Rev: 0, Dt: 25-06-2024

S. Department Objectives Verifiable

N Indicator
1. Management More new Principal/ Owner to be added to Manning
increase the business. agreement

Recruitment record
Project Crew recruitment – 50 nos by Jan 2025

Zero customer (Employer/Ship Owner/Ship Customer

Manager) complaints in continuous basis Complaint Record

2. Manning Achieve & maintain customer satisfaction at Customer

90% level by Jan 2025 feedback,

3. HR (Internal) Upgrading employee skill / competency by Training record

providing 6 man hours training in every half
year

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