business process functional diagram

8/7/2019 Business Process Functional Diagram

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Section IXDocumentNo.

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Appendix-C

BUSINESS PROCESSFUNCTIONAL DIAGRAM

Version : 1Revisiondate

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1. BUSINESS PROCESS OF PT SEA HORSE

BD

BusinessDevelopment

SM

Operations

CR

Crewing

AG

Agency

HR

HRD

IT

InformationTech

FA

Finance /Account

PL

BusinessPlanning

MAI

Measurement/Analysis &

Improvement

Customer

Customer

Supplier

QA

Safety & QA


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Public

AgencyFinance /

AccountingShip

Management

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2. BUSINESS DEVELOPMENT

2.1. FUNCTIONAL DIAGRAM

Interfaces:A = Principals backupB = Tender docs. arrangementC = Tender resultD = Contract negotiationE = Charter partyF = Info

Charterer

BD-02

Tender7.2--

BD-03

Contract7.2--

BD-01

Pra Tender7.2

4.4.34.4.3

Principals

G

G B

C

D

E, F E


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2.2. DESCRIPTION

2.2.1. Pra Tender

Charterers will submit the bid documents including the draft of contractdocuments. Before the Tender, the Charterers will determine the vesselspecification required including administrative documents i.e Environmentaland Safety regulations. PT.SEA HORSE will determine the Principle whomeets the Charterers requirements. The documents and bio-data of PT.SEAHORSE and records of the Principle will be submitted to the Charterers forevaluation [7.2/4.4.3/4.4.3].

2.2.2. Tender

PT.SEA HORSE will review the tender documents upon receives the pre bidqualification.PT.SEA HORSE will submit the bid price of the Principle to the TenderCommittee. The Principle will be informed on the results of the tender [7.2.2,7.2.3/-/-].

2.2.3. Contract

PT.SEA HORSE will review the contract documents if any point need to besettled with the Charterers / the Principle. PT.SEA HORSE will also offer thecompanys ship management and agency to be hired for managing thePrinciples ships [7.2.2/-/-].

2.3. RELATED DOCUMENTS

2.3.1. Procedure Manual Contract Review (OQ-03)


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Public

Principal

Vendor / Thirdparty

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3. SHIP MANAGEMENT


Interface:

A = Vessel requisition E = Spare parts I = Instruction

B = Order F = Stores / provision J = Action / responseC = Certificate G = Draft

D = Repair H = Approval

SM-02

Vessel Maintenance7.5, 7.4, 7.6, 8.3

4.4.14.4.1

SM-03

Vessel Repair7.5, 7.4, 7.6, 8.3

4.4.64.3.1

SM-01

Vessel Survey / Certification4.2.44.5.34.5.3

SM-04

Vessel Docking7.5, 7.4, 8.3

4.4.34.4.3 SM-05

Purchasing7.4, 7.5, 8.3

4.4.64.4.6

SM-06

Budgeting6.1-- SM-07

Contingency Plan7.5.14.4.74.4.7

A

C

D, E

H B

G

E, F

H G

J

I


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3.2. DESCRIPTION

3.2.1. Vessel survey / certification

PT.SEA HORSE will coordinate with vessel relating for planning of survey. The applicationwill be prepared and send to the Classification society. PT.SEA HORSE will maintain therecords of survey and / or copy of certificates from the Classification society [4.2.4/4.5.3/4.5.3].

3.2.2. Vessel maintenance

PT.SEA HORSE will prepare the program for planned maintenance for each vessel. Themaintenance data will be updated and advise / query to the vessel on pending items

[6.3/4.4.1/4.4.1].

3.2.3. Vessel repair

PT.SEA HORSE will ask the vessel to prepare repair list. Inquiries for repair will be submittedto the approved and selected sub-contractor to carry out repair. The sub-contractor will be asked

to follow the related environmental procedures. If the repair to be conducted by the Ship crew,the Job Safety Analysis shall be carried out and repair work to be planned prior to be executed

[6.3, 7.4/4.4.6/4.3.1].

3.2.4. Vessel docking

PT.SEA HORSE will submit the docking specification for tender to a number of approved shipyard. Owner will inform to PT.SEA HORSE and confirm upon the selected ship yard. PT.SEAHORSE will make confirmation to the owner for the spare parts / stores needed to supply to thevessel [7.4/4.4.3/4.4.3].

3.2.5. Purchasing

Based on the requisition prepared by the vessel, PT.SEA HORSE will send inquiry theapproved supplier. PT.SEA HORSE will verify the ordered of goods upon receiving[7.4/4.4.6/4.4.6].


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3.2.6. Budgeting

The vessel will submit the major requirements for yearly budgeting. The budget will bediscussed & reviewed internally prior to be forwarded to the Vessel owner for approval [6.1/-/-].

3.2.7. Contingency Plan

PT.SEA HORSE will identify the potential for, response to, and communicate the Emergencysituation for preventing and mitigating the significant environmental impact and likely illness

and injury that may be associated with them according to the relevant procedures. PT.SEAHORSE will also conduct periodically testing such procedures when practicable[7.5.1/4.4.7/4.4.7].


3.3.1. Shipboard Safety Management System Manual

3.3.2. Procedure Manual Vessel survey / certification

3.3.3. Procedure Manual Vessel maintenance3.3.4. Procedure Manual Vessel repair

3.3.5. Procedure Manual Vessel docking

3.3.6. Procedure Manual Purchasing3.3.7. Procedure Manual Budgeting

3.3.8. Procedure Manual Contingency Plan


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4. CREWING


Interfaces:

A = Initial review E = Briefing & Training I = Medical certificateB = Docs verification F = Visa arrangement J = Contract, visa & docs

C = Invoices G = Appraisal report K = Feed back

D = Request H = Potential crew

Principal

CR-01

Recruitment of Crew6.2

4.4.14.4.1

CR-02

Joining VesselProcess6.2.14.4.1

CR-03

Evaluation6.2.24.4.24.4.2

ShipManagement

Finance /Account

ProtectiveAgency

QA / QSM

New Applicant

OceanindoCrew

Clinic

Vessel

E

D

C

F

D, K

A, B

B

I

G

H


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4.2. DESCRIPTION

4.2.1. Recruitment of Crew

PT.SEA HORSE will also provide the vessel crew based on the standard requirements as perPT.SEA HORSE Matrix of competency. The crew will be recruited and selected according tothe relevant procedures [6.2/4.4.1/4.4.1].

4.2.2. Joining Vessel Process

PT.SEA HORSE will ask the potential and selected crew to follow further administrativerequirements such as Medical check up, Signing contract, etc. according to the relevant

procedures [6.2.1/4.4.1/4.4.1].

4.2.3. Evaluation

In order to continually improvement the management system in the vessel, PT.SEA HORSEwill ask the Master to conduct evaluation to the crew performance according to the relevant

procedures [6.2.2/4.4.2/4.4.2].


4.3.1. Procedure Manual Crewing (OQ-09.4)


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Principle

Dirjen Perhub.Laut

Local Agency

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5. AGENCY


Interfaces:A = Info on crew changeB = Crew details (Passport, KIMS, etc)C = Agency AppointmentD = PKKA (Pemberitahuan Kedatangan Kapal Asing)E = Local Agent AppointmentF = Documents of Loading / Discharging (Survey Report, B/L, Cargo Manifest, etc)

AG-01

Protective Agency

AG-02

Port Agency7.2, 7.44.4.64.4.6

A, BC

DE

F


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5.2. DESCRIPTION

5.2.1. Protective Agency

PT.SEA HORSE will receive information from the Principle regarding a crewchange. The information could be received by email, telephone, or fax[7.2.3/4.4.3/4.4.3]. PT.SEA HORSE will ask the principle for the crew details(passport, KIMS, etc) [7.5.4/-/-]. PTSH will provide services and the necessaryitems required by the crew (e.g. tickets) [7.5.1/-/-].

5.2.2. Port Agency

PT.SEA HORSE will receive the Agency Appointment as a general agent.PT.SEA HORSE will ask permits required to the Dirjen Perhub Laut. PT.SEAHORSE will appoint a Local Agent [7.4.1/4.4.6/4.4.6]. The Local Agency willprovide services and reports of progress on its activities and submit therequired documents [7.4.2, 7.4.3/4.4.6/4.4.6].


5.3.1. Procedure Manual Management Responsibility and Authority

5.3.2. Procedure Manual Contract Review5.3.3. Procedure Manual Purchasing5.3.4. Procedure Manual Control of Customer Supplied Product5.3.5. Procedure Manual Process Control5.3.6. Procedure Manual Safety Management System / SMS (09.1)5.3.7. Procedure Manual Vessel Certification & Survey (OQ-09.3)5.3.8. Procedure Manual Agency (OQ-09.5)


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6. HUMAN RESOURCE MANAGEMENT


Interfaces:A = Request and requirementsB = Provision of resources / servicesC = RequestD = Services / Information

HR-01

Recruitment6.1, 6.24.4.1

4.4.1

HR-03

PerformanceEvaluation

6.2

4.4.2

HR-02

Training6.2

4.4.2

4.4.2

Vendor / Subcontractor

B

A C

D


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6.2. DESCRIPTION

6.2.1. Recruitment

PT Sea Horse ensure that the human resources needed to implement the QSmanagement system will be provided sufficiently and effectively. Therecruitment will be conducted according to the requirements from eachdepartment and division, follow the relevant procedure [6.2.1/4.4.1/4.4.1].

6.2.2. Training

The needs for training will be analyzed by all users / department head inorder to determine the training program (data). The training will be providedaccording to the request from users. PT Sea Horse ensure that theparticipants or the person who has attended the training to be evaluated foreffectiveness if there is still any gap remains after training[6.2.2/4.4.2/4.4.2].

6.2.3. Performance Evaluation / Appraisal

PT Sea Horse will evaluate the action taken after certain period of provisionof resources including human resource provision. Resource provision will beevaluated or appraised accordingly to ensure the performance meet thecompetency required by QS management system. The performanceappraisal and evaluation will be conducted according to the relevantprocedure [6.2.2/4.4.2/4.4.2].


6.3.1. Procedure Manual Training (OQ-18)

6.3.2. Procedure Manual Management Responsibility and Authority (OQ-01)6.3.3. Procedure Manual Purchasing (OQ-06)6.3.4. Procedure Manual Safety Management System / SMS (OQ-09.1)


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7. IT


Interfaces:A = Info / requestB = P.O.

C = ServicesD = Products / PartsE = Work Order / W.O.

IT-01

End Users Support6.3-

-

All Users

Vendor / Supplier

IT-02

IT Maintenance6.3-

-

B

A

C, DE

C


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7.2. DESCRIPTION

7.2.1. End Users Supports

In order to support the End users on IT problems, PT Sea Horse willdetermine the resources, equipments, and associated utilities needed tofacilitate the users information technology [6.3/-/-].

7.2.2. IT Maintenance

Sea Horse will provide maintenance facility for information technology usedby the company [6.3/-/-].


7.3.1. Procedure Manual End Users Supports7.3.2. Procedure Manual IT Maintenance


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8. FINANCE AND ACCOUNTING


Interfaces:A = Invoice

B = Transaction records

FA-02

Payment6.1, 7.4

-

-

FA-01

Invoicing7.2-

-

Customer

Vendor /Supplier

A

B


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8.2. DESCRIPTION

8.2.1. Payment

PT Sea Horse committed to provide effective resources needed to implementthe operational activities [6.1/-/-]. And also, PT Sea Horse will verify andfollow up the invoice submitted by the vendor or supplier according to therelevant procedure and evaluate the effectiveness of the resource spend bythe company [6.1, 7.4.3/-/-].

8.2.2. Invoicing

Based on the data and documents submitted by the user internally ordocuments of disbursement from sub agent or sub contractor, PT Sea Horsewill sent an invoice after reviewing and verification of data and documents.PT Sea Horse will monitor the invoicing and its progress, and makesclarification and remind to the customer if required [7.2.3/-/-].


8.3.1. Procedure Manual Payment8.3.2. Procedure Manual Invoicing8.3.3. Procedure Manual Management Responsibility and Authority (OQ-01)8.3.4. Procedure Manual Contract Review (OQ-03)8.3.5. Procedure Manual Purchasing (OQ-06)


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9. QUALITY AND SAFETY ASSURANCE


Interfaces:A = Up to date documents E = Approval / Verification /

CertificatesB = Document change request F = ServicesC = Audit report G = Approved Sub-contractor /SupplierD = Fulfilment of regulation / requirement H = Feedback

D

QA-01

Document Control4.2.3--

QA-02

Obtaining Safety /Quality / Securitycertificate

4.2.3--

QA-03

Safety, Security &Quality audit

8.2.2--

QA-04

Vendor Evaluation4.2.3

--

Contractinggovernment /Classification

society /Certification body

Sub-contractor /Supplier

Shipmanagement

Crewing

Vessel

A B

C

HG

F

H

E


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9.2. DESCRIPTION

9.2.1. Document Control

PT Sea Horse intends to control its quality management system documentsaccording to the relevant procedures. Every request for changes of thedocument shall be submit to the Companys management representative(MR) for approval. The revised documents shall be approved prior to be re-issued [4.2.3/4.4.5/4.4.5].

9.2.2. Obtaining Safety / Quality / Security certificate

PT Sea Horse will contact the Certification body for obtaining the Certificatesrequired by customers (Charterers) [7.5.2/4.4.6/4.4.6].

9.2.3. Safety, Security & Quality audit

PT Sea Horse will ask external and / or internal auditor to conduct audit asrequired. The audit will be conducted by independent personnel[8.2.2/4.5.4/4.5.4].

9.2.4. Vendor Evaluation

Vendor and / or sub-contractor will be evaluated periodically by the companyin order to ensure the quality of services [7.4.1/4.6/4.6].


9.3.1. Procedure Manual Document and Data Control (OQ-05)9.3.2. Procedure Manual Inspection and Test Status (OQ-12)9.3.3. Procedure Manual Control of Safety & Quality Audit (OQ-17)9.3.4. Procedure Manual Purchasing (OQ-06)


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10. BUSINESS PLANNING


Interfaces:A = Management programsB = Management decisions

10.2. DESCRIPTION

10.2.1. Business Planning

10.2.1.1. Quality Management System Planning

PT Sea Horse ensure that the Quality Objectives are established at relevantfunction and levels in the company. Management of PT Sea Horse willmonitor the quality objectives and its target continuously and conductperiodically review for the achievement of the targets [5.4.1/4.3.3/4.3.3].Management programs to be carried out in order to achieve the targets[5.4.2/4.3.4/4.3.4]. Quality objectives and its management programs are tobe described in this Policy Manual.


10.3.1. Procedure Manual Environmental Aspect Evaluation (OQ-26)10.3.2. Procedure Manual Legislation Identification and Register (OQ-27)10.3.3. Procedure Manual Setting Objectives and Targets (OQ-28)10.3.4. Procedure Manual Safety Management System / SMS (OQ-09.1)

PL-01

Business Planning5.44.34.3

Review &Improvement

All Core &Supporting ProcessB

A


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11. REVIEW AND IMPROVEMENT


Interfaces:A = Customer feedback/ complaintsB = Corrective actionsC = Monitoring results on objectivesD = Management programs

RI-02

Control of Audit8.2.24.5.44.5.4

All Department

A

RI-01

Control of Records4.2.44.5.34.5.3

RI-03

Control of Non-conformances8.3

4.5.24.5.2

RI-04

Corrective &Preventive Action

8.5.2, 8.5.34.5.24.5.2

Principal /Charterers /Customers

Business Planning

BC

D


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11.2. DESCRIPTION

11.2.1. Control of Records

PT Sea Horse will control all records required by the quality, environmentaland safety management system according to the relevant documentedprocedures [4.2.4/4.5.3/4.5.3].

11.2.2. Control of Audit

In order to measure the management system performance an audit programshall be set up and it will cover all area defined as scope of quality,environmental and safety management system. Audit will be conductedaccording to the relevant documented procedure [8.2.2/4.5.4/4.5.4].

11.2.3. Control of Non-conformances

All non-conformance services, products, incidents, and accidents will behandled according to the relevant procedure [8.3/4.5.2/4.5.2].

11.2.4. Corrective and preventive action

In order to mitigating any environmental impact, to mitigate anyconsequences arising, and in order to eliminate any non-conformity, PT SeaHorse will take corrective and / or preventive actions according to therelevant procedure [8.5.2, 8.5.3/4.5.2/4.5.2].


11.3.1. Procedure manual Control of Quality / Safety Records (OQ-16)11.3.2. Procedure manual Control of Quality and Safety Audit (OQ-17)11.3.3. Procedure manual Control of Non-conformances (OQ-13)11.3.4. Procedure manual Corrective and Preventive Action (OQ-14)