MPM 04

Rev 04 / 21 Dec 2020

Page 1 of 4

CHAPTER 4
DESIGNATED PERSON ASHORE & QUALITY ENVIRONMENT
MANAGEMENT REPRESENTATIVE

4.0 GENERAL

1. Purpose
To establish the definition of Designated Person Ashore and Quality Environment Management
Representative and the responsibility and authority as per ISM Code, ISO 9001:2015 and ISO
14001:2015.

2. Scope & Application

This chapter covers the meaning, duties and designation of the Designated Person Ashore and Quality
Environment Management Representative by the Company’s Top Management.
This chapter is applicable to all the Company’s personnel ashore & on board.

3. Contents
4.1 Designated Person Ashore (DPA)
4.2 Quality Environment Management Representative (QEMR)
4.3 Responsibility & Authority
4.4 Appointment of DPA & QEMR
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4.1 DESIGNATED PERSON ASHORE (DPA)

As defined by ISM Code, the Company should designate a person from the office that will have a
direct access to the Top Management and provide a link between the office and those on board to
ensure the safe operation of each ship.
The responsibility and authority of the Designated Person Ashore should include:
a. monitoring the safety and pollution prevention aspects of the operation of each ship,
b. ensure that adequate resources and shore-based support, as provided by the Company, are
applied as required.

The QA Manager is the appointed Designated Person Ashore (DPA) for the whole fleet of
the Company.
In the absence of the QA Manager, the General Manager shall assume his responsibilities
and authority.

4.2 QUALITY ENVIRONMENT MANAGEMENT REPRESENTATIVE (QEMR)

As defined by ISO 9001:2015, the Top Management of the Company shall appoint a member of the
management who, irrespective of other responsibilities, shall have duties and responsibilities that
include:
a. ensuring that processes needed for the quality management system are established,
implemented and maintained,
b. reporting to Top Management on the performance of the quality management system and any
need for improvement,
c. ensuring the promotion of awareness of Customer requirements throughout the organization,
and
d. liaison with external parties on matters relating to the Company’s Management System.

The ISO 14001:202015 requires that, the Company’s Top Management shall appoint a specific
management representative who, irrespective of other responsibilities, shall have defined roles,
responsibilities and authority for:
a. ensuring that an Environmental Management System is established, implemented and
maintained in accordance with the requirements of the ISO 14001:2015 Standard,
b. reporting on the performance of the Company’s Management System to the Top Management
for review and as a basis for improvement.

The Company has designated the QA Manager as the Quality Environment Management
Representative as defined by ISO 9001:2015 and ISO 14001:2015 .

In the absence of the QA Manager, the General Manager shall assume his responsibilities
and authority.
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4.3 RESPONSIBILITIES & AUTHORITIES

The Company has designated the QA Manager as the Designated Person Ashore as defined by ISM
Code and the Quality Environment Management Representative as defined by ISO 9001:2015 and
ISO 14001:2015.
In the absence of the QA Manager, the General Manager shall assume his responsibilities and authority.
1. Responsibilities:
 To formulate and recommend a sound system of safety and environmental management
through analysis of review reports and other available information,
 To verify that any procedure adopted is effective and practical having due considerations to the
resources available to the Company through internal audits and verification of implementation,
 To ensure that the Management System is effective to meet the desired results by analysing
results of audits, SAFIR reports & Deficiency Reports,
 To ensure that Customer requirements including legal and regulatory requirements are known
to all relevant personnel of the Company ashore and on board vessels by identifying them,
 To monitor the safety and pollution prevention activities of each vessel by scrutinizing and
evaluating the reports from each vessel,
 To report to the Top Management on the performance of the Company’s Management System
and any need for improvement during QAC and Operations Meetings.
 To liaise with any external party on matters relating to the Company’s Management System,
 Periodical review (intervals not exceeding 2 weeks) of PSC active administration's and the flag
administration's websites to obtain PSC inspection data of all registered ships, i.e., own ships,
other flag ships and new PSC information on detentions and deficiencies;
Notification to all ships under the Company's management about the latest information,
(detentions and deficiencies) to guide Masters to avoid similar situations;
Analysis of PSC performance of own ships including detention causes and trends regarding
deficiencies for the preparation of improvement plans, actions and follow-up actions;
Compilation of performance statistics based on three key parameters - Detention rate,
Deficiency rate and Inspection without deficiency rate by comparing information of other ships;

Review of the effectiveness of improvement plans and actions;

Submittal of the performance statistics and relevant information of the Company's ships to the
flag administration as requirement for attention and/or follow-up actions.
Using the form QMR 52 – ‘Port state control performance’.

2. Authorities
The Designated Person Ashore and Quality Environment Management Representative shall have the
authority:

 To request for resources and shore-based support to ships needed for the implementation and
maintenance of the Company’s Management System.
 To examine, evaluate and report the suitability and effectiveness of the Management System
existing policies and procedures being applied for achieving the set objectives.
 To schedule and conduct the internal audits programme and the external audits.
 To convene the meetings of the Quality Assurance Committee.
 To represent the Company for any external audits.
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4.4 APPOINTMENT OF DPA & QEMR

The QA Manager has been appointed as the Designated Person Ashore (DPA) as defined by ISM Code
as per the flag state declaration of designated person(s) and the Quality Environment Management
Representative as defined by ISO 9001:2015 and ISO 14001:2015.

The DPA name and 24 hrs contact details to be found in the Quality Document File Manual,
QDM LC 01 – LOCAL CONTACTS.

In the absence of the DPA, the alternate DPA shall assume the responsibilities and authorities as
Designated Person Ashore and Quality Environment Management Representative.