SOHAR Port Marine Manual - SOHAR Port and Freezonesoharportandfreezone.com/PDF/Sohar Port Marine...

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SOHAR Port MarineManual

Index

1. Introduction

2. Definitions and symbols

2.1 | Definitions

2.2 | Symbols

3. Process mapping Marine Department

3.1 | Organization chart Marine Department

3.2 | Process mapping of primary processes

Marine Department

3.3 | Cohesion between the primary processes

Marine Department

4. Process Vessel Traffic Management /

Port Control Officer

4.1 | Schematic diagram process vessel

traffic management

5. Process Marine Safety

5.1 | Schematic diagram process Marine Safety

6. Process Incident Response Marine Department

6.1 | Schematic diagram process Incident Response

Marine Department

7. Process Pilot Service and Crew Change Service

7.1 | Schematic diagram process Pilot Service and

Crew Change Service

8. Overview primary processes Marine Department

9. How to manage the description of the processes?

9.1 | Basic rules

9.2 | Actors/ roles

9.3 | Document format

9.4 | Document management

9.5 | Drafting process descriptions

Appendix 1. Vessel Traffic Management

V1 | Vessel Traffic Management ’pre arrival’

V1.1 | Receive vessel notification (service)

V1.2 | Check vessel notification

V1.3 | Give initial entrance acceptance

V2 | Vessel Traffic Management ’arrival’ (in port)

V2.1 | Give final entrance acceptance

V2.2 | VTS (monitoring port area)

C1.1 | Give electronic port clearance

V3 | Vessel Traffic Management ’departure’

V3.1 | Give departure acceptance

V3.2 | VTS (monitoring port area)

V3.3 | Vessel invoicing

Appendix 2. Marine Safety

M1 | Marine Safety ’pre-arrival’

M1.1 | Check vessel notification on IMDG

M2 | Marine Safety inspection

M2.1 | Select vessel for inspection

M2.2 | Vessel inspection

M2.3 | Terminal inspection

M2.4a | ISPS inspection land-side

M2.4b | ISPS inspection sea-side

M3 | Marine Safety ’special operations’

M3.1 | Approve request ’permit to work’

M3.2 | Approve diving operations

M3.3 | Handling Environmental issues

Appendix 3. Incident Response Marine Department

I1 | Incident Response Marine Department

I1.1 | Coordinate Incident Response land-side

I1.2 | Coordinate Incident Response sea-side

Appendix 4. Pilot Service

P1 | Pilot Service

P1.1 | Pilot Transfer

P1.2 | Pilotage

1

3

3

4

5

5

7

11

17

17

19

19

21

21

23

23

25

27

27

28

29

29

30

31

31

41

51

59

67

75

81

89

97

103

109

117

125

131

137

143

151

159

167

175

183

191

1 | | 2

Within the Marine Department there are many protocols and

processes already in place. This document gives an overview

of the existing primary processes and the cohesion between

those processes. Port of Rotterdam’s Marine Department has

supported the Marine Department in SOHAR to identify, update

and document our sub-processes in a professional manner.

This document presents the results of the individual, primary

process descriptions of the Marine Department in SOHAR.

Manual

Chapter 2 lays out the definitions and symbols used.

In chapter 3, the process model for the Marine Department

has been incorporated and the consistency between the primary

processes has been visualised. In chapter 4, 5, and 6 the primary

processes for Vessel Traffic Management, Marine Safety and

Incident Response are shown. An overview of the primary

processes of the Marine Department has been incorporated

in chapter 7. The ‘How to manage’ procedure has been

incorporated in chapter 8. Finally, in the appendices,

the process descriptions are shown.

Batti Al Shibli

Harbourmaster of SOHAR Port

1. Introduction

3 | | 4

2.1 | Definitions

2. Definitions and Symbols

RACI-matrix:

The responsibility assignment matrix is commonly known as a

RACI matrix. At every combination of name and result / process /

task is a letter, R, A, C or I. These letters represent the following

terms:

R (Responsible)

Those who do the work to achieve the task. There is typically one

role with a participation type of Responsible, although others can

be delegated to assist in the work required.

A (Accountable, (also Approver or final Approving authority)

Those who are ultimately accountable for the correct and

thorough completion of the deliverable or task, and the one to

whom Responsible is accountable. In other words, an

Accountable must sign off (Approve) on work that Responsible

provides. There must be only one Accountable specified for each

task or deliverable.

C (Consulted)

Those whose opinions are sought; and with whom there is

two-way communication.

I (Informed)

Those who are kept up-to-date of the progress, often only on

completion of the task or deliverable; and with those there is just

one-way communication.

been incorporated in chapter 8. Finally, in the appendices, the

process descriptions are shown.

2.2 | Symbols

5 | | 6

3.1 | Organization Chart Marine Department

3. Process Mapping Marine Department

7 | | 8

3.2 | Process Mapping of Primary Processes Marine Department

Primary Processes Marine Department

Vessel Traffic Management/ Port Control Officer Marine Safety Management / Marine Safety Officer

V1. Vessel traffic management ‘pre-arrival‘ M1. Marine Safety ‘pre-arrival‘

M2. Marine Safety ‘inspection‘

M3. Marine Safety ‘special operations‘

V2. Vessel traffic management ‘arrival‘ in port

V3. Vessel traffic management ‘departure‘

V4. Vessel traffic management ‘anchor area‘

9 | | 10

Incident Response/ Port Control Officer Specific Tasks Port Control Officer

Marine Service

I1. Incident response Marine Department S. Specific Task Port Control Officer

P1. Pilot service

P2. Crew change service

Supporting Processes Marine Department

11 | | 12

3.3 | Cohesion Between the Primary Processes Marine Department

13 | | 14

17 | | 18

4. Process Vessel Traffic Management / Port Control Officer

4.1 | Schematic Diagram Process Vessel Traffic Management

19 | | 20

5.1 | Schematic Diagram Process Marine Safety

5. Process Marine Safety

21 | | 22

6.1 | Schematic Diagram Process Incident Response Marine Department

6. Process Incident Response Marine Department

23 | | 24

7.1 | Schematic Diagram Process Pilot Service and Crew Change Service

7. Process Pilot Service and Crew Change Service

25 | | 26

8. Overview Primary Processes Marine Department

27 | | 28

9. How to Manage the Description of the Processes?

The purpose of preparing a management procedure for

describing processes is to ensure the realization of a uniform

practice method for the preparation, authorization and

implementation of the process descriptions.

9.1 Basic Rules

• A process description approved by the Harbourmaster is

valid until modifications are approved by a new proposal

by the Harbourmaster.

• Process descriptions are modelled according a standard

document format (see §8.3).

• Each year the process descriptions will be reviewed and, if

necessary, adapted by a staff member (project). Changes

can only be adapted throughout a year (interim) on

request of the Harbourmaster.

• Changes can only be made by a staff member (project). All

other SIPC members, specifically Marine Department

members, have reading access.

• After the Harbourmaster has determined the process

description is correct, a staff member will make the

process description available within five work days.

9.2 Actors / Roles

The following matrix provides an overview of the persons in their

role / function who are involved in the description of the Marine

Department processes in 2010:

29 | | 30

9.3 Document Format

The standard document format that will be used for the process

descriptions contains the following components:

• Document management

• Goal

• RACI

• Process flowchart

• Explanation activities

In the near future it is possible to complete the format with the

risks for the process.

9.4 Document Management

A staff member (project) will manage the documents throughout

the formation of the process descriptions. Once a modified

process description is defined by the Harbourmaster, the previous

version expires. Expired documents are marked with the words

”Expired” and the expiration date.

Draft: As long as the content owner and the process owner have

not approved the content, the version number is raised after

every modification of the document.

Final draft: The document has been approved by the process

owner and will be incorporated as version 1.0, 2.0 or 3.0, etc. for

approval from the Harbourmaster. When the Harbourmaster has

modifications, the version number is raised after every

modification of the document.

Final: 1.0, 2.0, 3.0, etc. After every approval of the

Harbourmaster the version number will be raised.

Version management

9.5 Drafting Process Descriptions

31 | | 32

V1.1 | Receive Vessel Notification

Appendix 1. Vessel Traffic Management ’Pre- arrival’

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):

Harbourmaster SIPC/Senior Marine Administration

Author:

Natascha van Neerven, Senior Marine Administration

Status, version, date:

Draft 0.5; December 28, 2016

Date of formal agreement:

Goal

The process receive vessel notification (services) aims to collect

accurate and complete information on time about the vessel

approaches, to control the traffic flows in the port.

RACI (responsible, accountable, consulted, informed)

33 | | 34

35 | | 36

37 | | 38

39 | | 40

41 | | 42

V1.2 | Check Vessel Notification

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





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.


43 | | 44

45 | | 46

47 | | 48

49 | | 50

51 | | 52

V1.3 | Give Initial Entrance Acceptance

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





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


53 | | 54

55 | | 56

57 | | 58

59 | | 60

V2.1 | Give Final Entrance Acceptance

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





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.


61 | | 62

63 | | 64

65 | | 66

67 | | 68

V2.2 | AIS (Monitoring Port Area)

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





Goal

The purpose of process monitoring port area is to always have

accurate and complete information on expected times of all

vessel in order to guarantee nautical safety within the port limits.

Monitoring by the Port Coordination Centre means:

• Starting guidance of the vessel, because the vessel is

participating within the port limits.

• Monitoring all vessel movement until the vessel is alongside the

allocated terminal.

The monitoring or guidance of a particular vessel ends once the

vessel is alongside the allocated terminal and no longer

participates in vessel traffic.

Input for this process, besides the process V2.1 Give final

entrance acceptance, also includes the hydrological and

meteorological conditions, the overall picture of the vessel traffic

and berthing availability.


69 | | 70

71 | | 72

73 | | 74

75 | | 76

C1.1 | Give Electronic Port Clearance(Port Authority)Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





Goal

Give final departure to a vessel if the planned movement is

feasible, the government bodies was approve.


77 | | 78

79 | | 80

81 | | 82

V3.1 | Give Departure

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





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.


83 | | 84

85 | | 86

87 | | 88

89 | | 90

V3.2 | AIS (Monitoring Port Area)

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





Goal

The purpose of process AIS (monitoring port area) is to guide

accurate and complete information on time of all vessel

movements to guarantee the nautical safety within the port

limits. Guidance by the Port Coordination Centre means:

• starting guidance of the vessel, because the vessel is going to

participate within the port limits;

• Monitoring the movements of the vessel in relation to its

environment, until the vessel has left the port limits.

While monitoring the port area, various activities can temporarily

run parallel during the guidance. This does not mean that the

guidance ends. The monitoring or guidance of that particular

vessel ends once the vessel is alongside the allocated terminal

and does no longer participate.

Input for this process, besides the process V3.1 Give departure

acceptance, also includes the hydro / meteorological conditions,

the overall picture of the vessel traffic and berthing availability.


91 | | 92

93 | | 94

95 | | 96

97 | | 98

V3.3 | Vessel Invoicing

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





Goal

The purpose of process Vessel invoicing is to invoice the agent

for the nautical services.


99 | | 100

101 | | 102

103 | | 104

M1.1 | Check Vessel Notification on IMDG

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):

Sr. Marine Safety Officer

Author:

PoR/DHMR


Version1.0 Dec 28, 2016


Goal

The purpose of the process check vessel notification on IMDG

is to check accurately and completely the vessel information,

specific on IMDG (including Q88 for motor tankers). In case

of vessels with dangerous goods it is necessary to check the

notification and information.

Appendix 2. Marine Safety


105 | | 106

107 | | 108

109 | | 110

M2.1 | Select Vessel for Inspection

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


111 | | 112

113 | | 114

115 | | 116

117 | | 118

M2.2 | Vessel Inspection

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


119 | | 120

121 | | 122

123 | | 124

125 | | 126

M2.3 | Terminal Inspection

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


127 | | 128

129 | | 130

131 | | 132

M2.4a | ISPS Inspection (Landside)

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


133 | | 134

135 | | 136

137 | | 138

M2.4b | ISPS Inspection (Seaside)

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


139 | | 140

141 | | 142

143 | | 144

M3.1 | Approve ’Permit to Work’ Form

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




Goal

The purpose of the process M3.1 Approve request ‘permit to

work’ form is to supervise the activities that directly affect the

safety of health and personal, surrounding assets and the

environment. This could for example include:

• repairing on vessels which have berth outside a shipyard or

repair facility;

• hot and cold work

• painting activities on vessels

• immobilization

• etc.

Besides an approval of the Harbourmaster, it is necessary that

the terminal and agent to be aware of the permission to work.

They also need to sign the permit to work form, before the

Harbourmaster is giving his final decision.


145 | | 146

147 | | 148

149 | | 150

151 | | 152

M3.2 | Approve Diving

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


153 | | 154

155 | | 156

157 | | 158

159 | | 160

M3.3 | Handling Environmental Issues (Water or Air Pollution)Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:

PoR/DHMR




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.


161 | | 162

163 | | 164

165 | | 166

167 | | 168

I1.1 | Coordinate Incident Response LandsideDocument management

Process owner:

Harbourmaster SIPC

Content owner(s):

Deputy Harbourmaster SIPC

Sr. Adminstration Officer ,Project

Author:

PoR/DHMR




Goal

The objectives of the process I1.1 Coordinate incident response

land-side are to establish communication networks within the

Sohar Port between other parties in case of land-side incidents

and review systems for use in the control and coordination of

incidents operations.

These incidents are divided in three tiers:

Tier 1: Minor Emergency: An incident can be effectively

responded to by a party (tenant or S.I.P.C.) and internal (to the

port) government authorities in the immediate area of the

incident because the incident can be completely contained within

the area.

Appendix 3. Incident Response Marine Department

Tier 2: Major Emergency: An incident cannot be effectively

responded to by just a party in the immediate area of the incident

because the incident impacts neighbouring areas surrounding

the site of the incident. Thus, the incident can only be effectively

responded to by several parties in the immediate and

neighbouring areas of the incident and internal government

authorities. However, the incident can be completely contained

within the immediate and neighbouring areas and does not

impact the remainder of the port.

Tier 3: Crisis or Disaster

Crisis: An incident cannot be effectively responded to by just

several parties in the immediate and neighbouring areas of the

incident because the incident impacts the whole port and areas

outside of the port. Thus, the incident can only be effectively

responded to by all the parties of the port and external (to the

port) as well as internal government authorities combined.

Disaster: An act of nature that cannot be effectively responded

to by just several parties in the immediate and neighbouring

areas of the incident because the incident impacts the whole

port and areas outside of the port. Thus, the incident can only be

effectively responded to by all the parties of the port and external

as well as internal government authorities combined.


169 | | 170

171 | | 172

173 | | 174

175 | | 176

I1.2 | Coordinate Incident Response SeasideDocument management

Process owner:

Harbourmaster SIPC

Content owner(s):

Deputy Harbourmaster SIPC

Sr. Adminstration Officer ,Project

Author:

PoR/DHMR




Goal

The objectives of the process I1.2 Coordinate incident response

sea-side are to establish communication networks within the

Sohar Port between other parties in case of sea-side incidents

and review systems for use in the control and coordination of

incidents operations.

These incidents are divided in three tiers:

Tier 1: Minor Emergency: An incident can be effectively

responded to by a party (tenant or S.I.P.C.) and internal (to the

port) government authorities in the immediate area of the

incident because the incident can be completely contained within

the area.

Tier 2: Major Emergency: An incident cannot be effectively

responded to by just a party in the immediate area of the incident

because the incident impacts neighbouring areas surrounding

the site of the incident. Thus, the incident can only be effectively

responded to by several parties in the immediate and

neighbouring areas of the incident and internal government

authorities. However, the incident can be completely contained

within the immediate and neighbouring areas and does not

impact the remainder of the port.

Tier 3: Crisis or Disaster

Crisis: An incident cannot be effectively responded to by just

several parties in the immediate and neighbouring areas of the

incident because the incident impacts the whole port and areas

outside of the port. Thus, the incident can only be effectively

responded to by all the parties of the port and external (to the

port) as well as internal government authorities combined.

Disaster: An act of nature that cannot be effectively responded

to by just several parties in the immediate and neighbouring

areas of the incident because the incident impacts the whole

port and areas outside of the port. Thus, the incident can only be

effectively responded to by all the parties of the port and external

as well as internal government authorities combined.


177 | | 178

179 | | 180

181 | | 182

183 | | 184

P1.1 | Pilot Transfer

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):

Pilot Service

Author:

Sr. Adminstration Officer, SIPC

PoR/DHMR




Goal

The purpose of the process P1.1 Pilot transfer is to (dis)embark

the pilot on time at the vessel to guarantee the nautical safety

vessel movements in the SOHAR Port.

Appendix 4. Pilot Service


185 | | 186

187 | | 188

189 | | 190

191 | | 192

P1.2 | Pilotage

Document management

Process owner:

Harbourmaster SIPC

Content owner(s):


Author:





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.


193 | | 194

195 | | 196

197 | | 198

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