Company Operational Manual COM 2.3 Management Review	Doc No.: COM 2.3 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1. APPLICATION

This document applies to all shore offices and fully managed vessels in the Company Group of companies (“the Company”).

2. PURPOSE

The management review process requires management to periodically review the Safety Management System to ensure the Group’s and the individual business unit’s continuing suitability, adequacy, effectiveness and alignment with the strategic direction of the organisation.

3. MANAGEMENT REVIEW

3.1 Annual Management Review (AMR)

3.2.1 General

• The process shall encompass a review of Company Management System (SMS) with respect to fulfilment of identified legislation.
• It shall include:
  • Annual review of SMS policies by the Group CEO and executive team members.
  • Annual review of SMS procedures by procedure approvers (see COM 2.16).
  • Collation and review of statistical analysis of customer and stakeholder’s feedback.
  • The status of actions from previous management review.
  • The review shall benchmark fleet performance against set Key Performance Indicators (KPI).
• Actions shall be made to address negative trends, KPIs that are not met and training needs.
• The date of finalising AMR will be end of each year.

3.2.2 Business Unit - Vessel Management

• The annual management review is made by the individual BU HSSEQ as per agenda in COM 2.1.
• The review shall proceed according to the sequence below:
  • Focused HSSEQ Review and sample checks of measurement & analysis process using HSSEQ A21a. Management of change reviews shall be conducted during this exercise.
  • The agenda for HSSEQ A21a, detailed in COM 2.16.
  • Any significant feedback would be included in the annual management review report.
• The annual management review report will be prepared annually, and it shall be reviewed by the MD of the individual Business Unit.
• The annual management review report, along with the most recent updated action plan list, is distributed to the Executive Team (including CEO and CTO).
• The MD shall call for a meeting (management review). The MD shall chair the meeting and shall ensure that all senior management of the business unit and any other party (at his/her discretion) is in attendance.
• At the meeting, the performance, goals and targets are reviewed, and the annual and long-term action plans are established.
• Updated action plans, based on the completed management review, shall be shared with all members of the business unit and the fleet of vessels.
• Use A22 Minutes of Meeting to document the agenda and action plans.

4. COMMUNICATION

Company’s performance as determined during the annual management review, the action plan for the next year and other relevant information from the review shall be communicated to relevant fleet and office personnel.

5. IMPROVEMENT

Company Management System undergoes continual improvement. Continual improvement is achieved by:

• Putting quality, safety, health, security, and environmental protection policies into practice.
• Setting and achieving quality objectives and targets.
• Assessments carried out as a result of measurement and analysis sources e.g. inspections, audits, etc.
• Data analysis.
• Carrying out corrective and preventive actions.
• Management review.

6. ACHIEVEMENTS OF GOALS AND TARGETS

• The Business units must establish and measure KPIs, goals and targets as part of the management review. The MD, DPA and other senior management within the business shall jointly develop and set these measures.
• The MD shall review approve all KPIs, goals, targets, and action plans prior to rolling out into the business unit. All such measures must be communicated at the annual management review prior to implementation.
• The MD shall, if any KPI, goals or targets are not met (or falling behind the desired outcome), take corrective actions to realign performance. This shall be done at least every quarter.
• The MD shall also ensure that the business unit has short term and long-term plans that seek to achieve the Company’s Vision and Mission. These plans shall be developed in conjunction with the annual management review. Short term targets may be adjusted in the event that remedial action is required in order to achieve long-term objectives.
• All short-term and long-term plans shall be achieved in accordance with the Company’s Core Values and Code of Conduct.

7. EXPERIENCE FEEDBACK

• Non-conformance reports, incident reports etc. from the vessels and office units will be used by the company in a systematic way to learn and improve.
• Extracts from incidents or situations which could benefit employees, as well as topics of common interest, will be circulated throughout the fleet and to office personnel.
• DPAs shall ensure that feedback from all is shared with the business and incorporated into management reviews as required.

8. MASTER’S SYSTEM REVIEW (MSR) – VESSEL MANAGEMENT

• The Master shall carry out a periodical review of the SMS and report deficiencies and/or suggestions for improvement to the shore-based management.
• Vessel will ensure:
  • All SMS manuals are reviewed within 12 months as HSSEQ-19.
  • MSR to be sent to DPA/ HSSEQ/ SO every quarter.

9. COMPANY MANAGEMENT SYSTEM (SMS) REVIEW

• The Group HSSEQ shall send out a review notice to all the SMS document reviewers on an annual basis during the last quarter of the year.
• The document reviewers shall:
  • Review the procedures as guided and make suggestions for improvement where appropriate by initiating a SMS Procedure Owner Review.
  • Submit proposed changes, using A27, if required, to DPA in accordance with the management of change process.
• Changes are discussed in the annual management review.
• If approved, the documents are revised as per the company’s management of change procedures.
• The scope of reviews shall be made according to the following guidelines:
  • Findings from internal and external audits.
  • Findings from commercial audits.
  • Findings from PSC and flag state inspections.
  • Feedback from interphase between vessel and port authorities where serious lapses are reported in SMS procedures and international requirements.
  • Lessons learnt from significant incidents where root cause involves inadequate SMS procedures.
  • Emerging requirements and best practices based on recognized publications.

10. REFERENCED FORMS AND CHECKLISTS

• A21a – HSSEQ Review Report
• A22 – Management review meeting minutes

11. APPENDICES

• COM2.1 Vessel management agenda
• COM2.2 Needs and expectations of interested parties