Business Process Functional Diagram

Document : QSP
Section IX
No. Manual
Version : 1
PT.SEA Appendix-C Revision : Jan/10/2011
HORSE date
BUSINESS PROCESS Approved : Director
FUNCTIONAL DIAGRAM by
Page : 1 of 21
1. BUSINESS PROCESS OF PT SEA HORSE
Customer
HR
BD
HRD
Business
Development
IT
SM
Information
Operations Tech
FA
CR Finance / Supplier
Account
Crewing
QA
AG Safety & QA
Agency
PL
MAI Business
Planning
Measurement/A
nalysis &
Improvement
Customer
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2. BUSINESS DEVELOPMENT
2.1. FUNCTIONAL DIAGRAM
Public
G
Charterer Principals
G B
BD-01
Pra Tender
7.2
4.4.3
4.4.3
BD-02
Tender
7.2
-
-
D
E, F BD-03 E
Contract
7.2
-
-
Ship Finance /
Agency
Management Accounting
Interfaces:
A = Principals backup
B = Tender docs. arrangement
C = Tender result
D = Contract negotiation
E = Charter party
F = Info
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2.2. DESCRIPTION
2.2.1. Pra Tender
Charterers will submit the bid documents including the draft of contract
documents. Before the Tender, the Charterers will determine the vessel
specification required including administrative documents i.e Environmental
and Safety regulations. PT.SEA HORSE will determine the Principle who
meets the Charterers requirements. The documents and bio-data of PT.SEA
HORSE and records of the Principle will be submitted to the Charterers for
evaluation [7.2/4.4.3/4.4.3].
2.2.2. Tender
PT.SEA HORSE will review the tender documents upon receives the pre bid
qualification.
PT.SEA HORSE will submit the bid price of the Principle to the Tender
Committee. 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 be
settled with the Charterers / the Principle. PT.SEA HORSE will also offer the
company’s ship management and agency to be hired for managing the
Principle’s ships [7.2.2/-/-].
2.3. RELATED DOCUMENTS
2.3.1. Procedure Manual Contract Review (OQ-03)

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3. SHIP MANAGEMENT
Public
A
SM-01
C
Vessel Survey / Certification
4.2.4
4.5.3
4.5.3
SM-02
Vessel Maintenance SM-03

7.5, 7.4, 7.6, 8.3
4.4.1 Vessel Repair
D, E
4.4.1 7.5, 7.4, 7.6, 8.3
4.4.6
4.3.1
SM-04
Vessel Docking
H B
7.5, 7.4, 8.3
4.4.3 Vendor / Third
4.4.3 SM-05 party
I
Purchasing
E, F
7.4, 7.5, 8.3
4.4.6
4.4.6
SM-06
G
H G
Budgeting
6.1
Principal
-
- SM-07
Contingency Plan
7.5.1
J
4.4.7
4.4.7
Interface:
A = Vessel requisition E = Spare parts I = Instruction
B = Order F = Stores / provision J = Action / response
C = Certificate G = Draft
D = Repair H = Approval
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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 application
will be prepared and send to the Classification society. PT.SEA HORSE will maintain the
records 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. The
maintenance 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 submitted
to 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 ship
yard. Owner will inform to PT.SEA HORSE and confirm upon the selected ship yard. PT.SEA
HORSE will make confirmation to the owner for the spare parts / stores needed to supply to the
vessel [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 the
approved 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 be
discussed & 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 Emergency
situation 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.SEA
HORSE 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 maintenance
3.3.4. Procedure Manual Vessel repair
3.3.5. Procedure Manual Vessel docking
3.3.6. Procedure Manual Purchasing
3.3.7. Procedure Manual Budgeting
3.3.8. Procedure Manual Contingency Plan
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Section IX
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Version : 1
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4. CREWING
Principal
D, K
D A, B
Ship CR-01
New Applicant
Management
Recruitment of Crew
B
6.2
4.4.1
C 4.4.1
Finance /
H
Account Oceanindo
Crew
CR-02
Joining Vessel
F
Protective Process
I
Agency 6.2.1
4.4.1 Clinic
E
CR-03
QA / QSM
Evaluation
6.2.2
4.4.2
4.4.2
G
Vessel
Interfaces:
A = Initial review E = Briefing & Training I = Medical certificate
B = Docs verification F = Visa arrangement J = Contract, visa & docs
C = Invoices G = Appraisal report K = Feed back
D = Request H = Potential crew
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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 per
PT.SEA HORSE Matrix of competency. The crew will be recruited and selected according to
the 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 administrative
requirements 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 HORSE
will 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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5. AGENCY
Principle
C A, B
AG-02 AG-01
Port Agency Protective Agency

7.2, 7.4
4.4.6
4.4.6
F
E D
Dirjen Perhub.
Local Agency
Laut
Interfaces:
A = Info on crew change
B = Crew details (Passport, KIMS, etc)
C = Agency Appointment
D = PKKA (Pemberitahuan Kedatangan Kapal Asing)
E = Local Agent Appointment
F = Documents of Loading / Discharging (Survey Report, B/L, Cargo Manifest, etc)
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5.2. DESCRIPTION
5.2.1. Protective Agency
PT.SEA HORSE will receive information from the Principle regarding a crew
change. 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 necessary
items 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.SEA
HORSE will appoint a Local Agent [7.4.1/4.4.6/4.4.6]. The Local Agency will
provide services and reports of progress on its activities and submit the
required 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 Review
5.3.3. Procedure Manual Purchasing
5.3.4. Procedure Manual Control of Customer Supplied Product
5.3.5. Procedure Manual Process Control
5.3.6. 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
A C
Vendor / Sub
contractor D
HR-01 HR-02 HR-03
Recruitment Training Performance

6.1, 6.2 6.2 Evaluation
4.4.1 4.4.2 6.2
4.4.1 4.4.2 4.4.2
Interfaces:
A = Request and requirements
B = Provision of resources / services
C = Request
D = Services / Information
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6.2. DESCRIPTION
6.2.1. Recruitment
PT Sea Horse ensure that the human resources needed to implement the QS
management system will be provided sufficiently and effectively. The
recruitment will be conducted according to the requirements from each
department 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 in
order to determine the training program (data). The training will be provided
according to the request from users. PT Sea Horse ensure that the
participants or the person who has attended the training to be evaluated for
effectiveness 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 provision
of resources including human resource provision. Resource provision will be
evaluated or appraised accordingly to ensure the performance meet the
competency required by QS management system. The performance
appraisal and evaluation will be conducted according to the relevant
procedure [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
All Users
IT-01 IT-02
C
End Users Support IT Maintenance
A
6.3 6.3
- -
- -
C, D
E
B
Vendor / Supplier
Interfaces:
A = Info / request
B = P.O.
C = Services
D = Products / Parts
E = Work Order / W.O.
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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 will

determine the resources, equipments, and associated utilities needed to
facilitate the user’s information technology [6.3/-/-].
7.2.2. IT Maintenance
Sea Horse will provide maintenance facility for information technology used
by the company [6.3/-/-].
7.3.1. Procedure Manual End Users Supports

7.3.2. Procedure Manual IT Maintenance
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8. FINANCE AND ACCOUNTING
A
Customer
FA-02 FA-01
Payment Invoicing
6.1, 7.4 7.2
- -
- -
Vendor /
Supplier
Interfaces:
A = Invoice
B = Transaction records
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8.2. DESCRIPTION
8.2.1. Payment
PT Sea Horse committed to provide effective resources needed to implement

the operational activities [6.1/-/-]. And also, PT Sea Horse will verify and
follow up the invoice submitted by the vendor or supplier according to the
relevant procedure and evaluate the effectiveness of the resource spend by
the company [6.1, 7.4.3/-/-].
8.2.2. Invoicing
Based on the data and documents submitted by the user internally or

documents of disbursement from sub agent or sub contractor, PT Sea Horse
will sent an invoice after reviewing and verification of data and documents.
PT Sea Horse will monitor the invoicing and its progress, and makes
clarification and remind to the customer if required [7.2.3/-/-].
8.3.1. Procedure Manual Payment

8.3.2. Procedure Manual Invoicing
8.3.3. Procedure Manual Management Responsibility and Authority (OQ-01)
8.3.4. Procedure Manual Contract Review (OQ-03)
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9. QUALITY AND SAFETY ASSURANCE

Contracting
government /
Classification
society /
Certification body
D
QA-01 QA-02 E
A B
Ship Document Control Obtaining Safety /
management 4.2.3 Quality / Security
- certificate
- 4.2.3
-
-
Crewing
QA-03 QA-04
Vessel Safety, Security & Vendor Evaluation

C F
Quality audit 4.2.3
8.2.2 -
- -
-
G H
Sub-contractor /
Supplier
Interfaces:
A = Up to date documents E = Approval / Verification /
Certificates
B = Document change request F = Services
C = Audit report G = Approved Sub-contractor /
Supplier
D = Fulfilment of regulation / requirement H = Feedback
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9.2. DESCRIPTION
9.2.1. Document Control
PT Sea Horse intends to control its quality management system documents

according to the relevant procedures. Every request for changes of the
document shall be submit to the Company’s 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 Certificates
required 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 as
required. 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 company

in 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)
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10. BUSINESS PLANNING
Review & PL-01

A
Improvement
All Core &
Business Planning
B Supporting Process
5.4
4.3
4.3
Interfaces:
A = Management programs
B = 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 relevant
function and levels in the company. Management of PT Sea Horse will
monitor the quality objectives and its target continuously and conduct
periodically 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 to
be 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)
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11. REVIEW AND IMPROVEMENT
Principal /
Charterers /
All Department Business Planning
Customers
B D
C A
RI-01 RI-02 RI-03
Control of Records Control of Audit Control of Non-

4.2.4 8.2.2 conformances
4.5.3 4.5.4 8.3
4.5.3 4.5.4 4.5.2
4.5.2
RI-04
Corrective &
Preventive Action
8.5.2, 8.5.3
4.5.2
4.5.2
Interfaces:
A = Customer feedback/ complaints
B = Corrective actions
C = Monitoring results on objectives
D = Management programs
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11.2. DESCRIPTION
11.2.1. Control of Records
PT Sea Horse will control all records required by the quality, environmental
and safety management system according to the relevant documented
procedures [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 program

shall be set up and it will cover all area defined as scope of quality,
environmental and safety management system. Audit will be conducted
according 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 be

handled 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 any

consequences arising, and in order to eliminate any non-conformity, PT Sea
Horse will take corrective and / or preventive actions according to the
relevant 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)

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Document : QSP

1. BUSINESS PROCESS OF PT SEA HORSE

2.1. FUNCTIONAL DIAGRAM

2.2.1. Pra Tender

2.3. RELATED DOCUMENTS

2.3.1. Procedure Manual Contract Review (OQ-03)

3.1. FUNCTIONAL DIAGRAM

Vessel Maintenance SM-03

3.2.1. Vessel survey / certification

3.2.2. Vessel maintenance

3.2.3. Vessel repair

3.2.4. Vessel docking

3.2.7. Contingency Plan

3.3. RELATED DOCUMENTS

3.3.1. Shipboard Safety Management System Manual

4.1. FUNCTIONAL DIAGRAM

4.2.1. Recruitment of Crew

4.2.2. Joining Vessel Process

4.3. RELATED DOCUMENTS

4.3.1. Procedure Manual Crewing (OQ-09.4)

5.1. FUNCTIONAL DIAGRAM

Port Agency Protective Agency

5.2.1. Protective Agency

5.2.2. Port Agency

PT.SEA HORSE will receive the Agency Appointment as a general agent.

5.3. RELATED DOCUMENTS

5.3.1. Procedure Manual Management Responsibility and Authority

6. HUMAN RESOURCE MANAGEMENT

6.1. FUNCTIONAL DIAGRAM

HR-01 HR-02 HR-03

Recruitment Training Performance

6.2.3. Performance Evaluation / Appraisal

6.3. RELATED DOCUMENTS

6.3.1. Procedure Manual Training (OQ-18)

7.1. FUNCTIONAL DIAGRAM

7.2.1. End Users Supports

In order to support the End users on IT problems, PT Sea Horse will

7.3. RELATED DOCUMENTS

7.3.1. Procedure Manual End Users Supports

8. FINANCE AND ACCOUNTING

8.1. FUNCTIONAL DIAGRAM

PT Sea Horse committed to provide effective resources needed to implement

Based on the data and documents submitted by the user internally or

8.3. RELATED DOCUMENTS

8.3.1. Procedure Manual Payment

9. QUALITY AND SAFETY ASSURANCE

9.1. FUNCTIONAL DIAGRAM

Vessel Safety, Security & Vendor Evaluation

9.2.1. Document Control

PT Sea Horse intends to control its quality management system documents

9.2.2. Obtaining Safety / Quality / Security certificate

9.2.3. Safety, Security & Quality audit

9.2.4. Vendor Evaluation

Vendor and / or sub-contractor will be evaluated periodically by the company

9.3. RELATED DOCUMENTS

9.3.1. Procedure Manual Document and Data Control (OQ-05)

10. BUSINESS PLANNING

10.1. FUNCTIONAL DIAGRAM

Review & PL-01

10.2.1. Business Planning

10.2.1.1. Quality Management System Planning

10.3. RELATED DOCUMENTS

10.3.1. Procedure Manual Environmental Aspect Evaluation (OQ-26)