627
1 INTRODUCTION
1.1 Rulingofthequalityconcept
The quality concept reaches for Antiquities. There
exists many definitions interpreting this concept in
literature. “The difficulty of determining of quality
links, with very often repeated observation, that
existingofproductquality,hasnotbeennoticedasfar
as,itisconcludedinit
,butthelackofqualityisfelt
severely.”(HarmolA.,2012)
In terms Fiegenbaum A, E. J. Juran and Deming,
the quality is primarily a customer’s satisfaction. J.
Juranunderstands quality as fulfillment, by product
or service, reposed aims in it. According to E.
Deming, quality it is a step to the homogeneity and
the reliabilit
y of the lowest possible cost and
maximum adaptation to market requirements. P.
Crosbyconsiders,thatquality,astheconformanceto
requirements.AccordingtoP.Crosby,theproblemof
quality is not what we do not know about it, the
problemis,whatwe do thi
nk,what is it.(P.Crosby,
1979)
According with J. Bank the quality is: “fully
meetingspecificcustomerrequirementswithminimal
costs”.(BankJ.,1996).
Attheturnofthefiftiesofthetwentiethcentury,
quality began to be considered as one of the main
factorsofcompetitionintheUnitedStates.
Management Systems of Gdynia Maritime University’s
the Training Ships Operation
K.Muszyńska
GdyniaMaritimeUniversity,Gdynia,Poland
ABSTRACT: The aim of this elaboration is to present management systems working in Gdynia Maritime
University.CompliancewiththeInternationalSafetyManagementCode(ISMCode),theInternationalSafety
ShipandPortFacilitySecurityCode(ISPSCode)andwiththeQualityManagementSystemcomplieswithISO
9001 standard, allows to ensure safe operations of ships and to meet requirements of regulations. In the
theoreti
calpartsofthiselaborationithasbeendescribedthe definitionofthequality,accordingtodifferent
authors,aswellasQualityManagementSystems.WholeactivityoftheGdyniaMaritimeUniversity’sshipsand
ShipownerBrunchiscoveredbyISMandISPSCode.TheInternationalSafetyManagement,itisasystemofthe
trainingships’safeoperationandpreventionofpollut
ion,elaboratedbyInternationalMaritimeOrganization
(IMO).ISPSsystemconsistsofdetailedShipSecurityPlan,isdividedintounclassifiedpartandthepartwhich
isclassifiedandownedtoshipowner.TheQualit
yManagementSystemreferstoTheUniversity’sactivity,and
onlythepartoftheprocedures,whichcoversstudent’strainingsreferstotheshipsandShipownerBranch.In
viewofveryspecificoperationalactivityofthetrainingships:“DarMłodzieży”and“HoryzontII”,onlythe
principleconventions,act
sandregulations,whichtheShipownerandtheshipsareobligedtoobey,hasbeen
expressed.
http://www.transnav.eu
the International Journal
on Marine Navigation
and Safety of Sea Transportation
Volume 11
Number 4
December 2017
DOI:10.12716/1001.11.04.08
628
ʺFigenbaum, as a first one, drew attention to the
necessity of two ground‐breaking changes in the
perceptionofquality.Hebelievedthat,intheprocess
ofimprovingthequalityshouldhavebeeninvolved
thewholeorganization,allitsdepartments,structure,
allemployedpeoples, andhealsopointedto
theneed
to shift the quality of the offices for the direct
productionactivities.”(BorysP.T,P.Rogala,2002)
InternationalOrganizationforStandardization,in
accordancewithstandardsISO9001:2000,definesthe
quality as: “the level in which a set of inherent
featuresmeetstherequirements.”(PN‐EN9001:2000,
2001). That
means the level of natural, sets of
permanent product or service’s features, meet the
requirements which have been established, by
customsorhavebeenmandatory.
1.2 Rulingofthequalityconcept
Similar to the concept of quality, which is variously
defined, we can meet the number of Quality
Management’s definitions.
There are many concepts
of quality management in the literature, i.e.: TQM,
Sigma, Six, Kaizen. “It can be said, that quality
management, was some kind of state of
consciousness. The state which revealed itself in
enterprises,forthecauseofDeming’s,Juran’s,and
others researchers and practitioners of quality
problems, works
at the turn of the seventies and
eightiesofthetwentiethcentury,whenitwasrealized
that the changes in the companies, they had
implemented,shouldhaveservednotonlytoincrease
in productivity, but also, and perhaps above all, to
qualityimprovement.Qualityfactorbecamethemost
important condition
for success, not only in local
scale,butalsoinglobalone.Inthatcase,thequality
management could be considered as resources
management, processes, and other factors aimed
deliberately at the effects associated with quality.ʺ
(SkrzypekE.2002).
Quality management, according to L.Wasilewski,
itisnotanindependentdisciplineof
studyorbroader
knowledge. What is more, as far as maturing
increasinglyengageswithotherdisciplines,drawing
from their achievements, but also introducing into
their methodology certain rules or synthesis of
experienceʺ.(WasilewskiL.1998)
Quality management it is the performing of
management’sfunctions,inrelation to thesystem
of
quality of managing and the quality of its
components.ʺ(HamrolA.ManturaW.,1998)
Companyʹssuccesslargelydependsontheability
to adapt to the changing environmental conditions,
andthemostimportantfactortoachieveasuccess,is
ahumanbeing.
Another concept of management is Total Quality
Management (TMQ),
specified in Poland as
“management by quality”. It covers entire
organization, all processes, functions and
organizationalprocesses.Itisaimedatenhancingthe
ability to meet the quality requirements, in a
“customer – supplier” system. It is a management
philosophy, based on a system’s approach. In
accordance with standard ISO
8420:1994, TQM is a
way of the organization management, focused on
quality, based on involvement of all members of
organizationandworkforsociety.Thesuccessofthe
complex quality management is directed toward a
strong and persistent leadership beginning from the
highestlevelofsupervision,aswellaseducationand
training of all members of the organization.
Currently, due to the very high competition in the
market, companies are forced to compete with each
other, in terms of quality. Therefore it is extremely
important to involve all employees of the
organizationandaimingthematachievinglong‐term
success, through
a customer satisfaction, from
products or services offered by the company. From
the company strategic point of view, customers are
themostimportant,sincetheydecideabout a firm’s
success. The strategy of each company, operating at
competitive market, bases on gaining, maintaining
andpossessingsubsequentpurchasersofitsproducts
or
services.Theconceptofthecompanymanagement,
placed the client on the first position, subsequently
subordinates, to meet his expectations, whole
functional areas of the organization. The quality
managementisasetofcoordinatedactivities,related
tothemanagementoftheorganization,witha viewto
ensureachievementofthe
qualityobjectives.Itisalso
administratingoftheresources,necessarytoproduce
a product or service, that meets the requirements.
Qualitymanagement closely relates to the definition
oftheorganization’srules,affectingthequalityofthe
product or service. It is necessary to ensure the
implementation of tasks, in accordance with
arrangements, as well as taking decisions related to
improvementofproductsandservicesquality.
2 QUALITYSYSTEMSINGDYNIAMARITIME
UNIVERSITY’SSHIPSANDTHESHIPOWNERS
OFFICE
The applicable regulations force the University to
implementthequalitysystems,tomeetrequirements
of the Convention and to receive appropriate
certificates, entitling ships
to sail. It is necessary to
bringtheprofileoftheShipowners Office andships
ʺDarMłodzieżyʺandʺHoryzontIIʺtounderstandthe
functionality of the system management. Gdynia
MaritimeUniversityistheownerandtheshipowner
of two training ships: “Dar Młodzieży” and
“Horyzont II”.
The Shipowners Office is responsible
foroperatingandmaintenanceoftheships,anditisa
specializedcellinDeputyRectorforMaritimeAffairs
departmentintheUniversity.
Primary task of the Shipowners Office is widely
understood operation and maintenance of training
shipsʺDar Młodzieżyʺ andʺHoryzont IIʺ.
Additionally,amongthenumberoftasksoftheoffice,
should be mentioned the tasks associated with
catering the ships, maintenances and surveys,
overhauls, emergency repairs, insurance of ships,
employingcrews, as well as organizationof arrivals
and departures in/from harbors. The Shipowners
Office operates based on the number of regulations,
acts, ordinances which must be fulfilled by the
shipownerandtheships.
Very important task of the office is to organize
seamanship practices, for students of Gdynia
629
Maritime University, on board of the training ships,
as well as operational practices in overseas
shipowners.
The Shipowners Office deals also with formality
related to the tutorial practices for students, both at
seaandashore.
The office supports students and graduates from
Gdynia Maritime University, by close cooperation
withcrew
agenciesandshipowners,toallowthemto
performoperationalpractices.
The scheduling of the next seasons of trainings
takes place also in the Shipowners Office. There are
conducted negotiations with partners
(towns/harbors/international associations), which
organize rallies, sailing festivals, and tall ship races.
Asaresultofthenegotiations,thereare
planedrouts
andstagesof“DarMłodzieży”trainingjourneys.The
choice of optimum, in particular season, option of
journey, is based on analysis of two basic factors –
training’s values and economic efficiency. Other
element taken into account is the polish flag’s
prestige, since “Dar Młodzieży”, because
of her
unique character, acts as function of polish
ambassador.
Thetimeframeoftheoperational season depends
mainlyonrequirementfortrainings.Inrecentyears,
amounted to about 9‐10 months (between February
andNovember).
The crew of “Dar Młodzieży” consists of 31
people,when“HoryzontII”counts
15crewmembers.
The crews of both ships subordinate to the Head of
ShipownersOffice.
Primary function of a training ship is to provide
platform for seamanship trainings, during which
thereareconductedtrainingsanddrillsinthefieldof
ordinaryseaman,aswellasnavigation,maneuvering
andmaintainingsystemsof
theship.
Onboardof“DarMłodzieży”isimplementedthe
seamanship practices’ tutorial, of Gdynia Maritime
University’s faculties, in accordance with STCW.
Thereareconductedalso:
seamanship practices for students of Szczecin
maritimeUniversity;
seamanship practices for pupils of secondary
schools(Gdańsk,Świnoujście,Szczecin);
practices for students of Antwerp Maritime
Academy;
annualracesforsailors;
individualseamanshiptrainings.
GdyniaMaritimeUniversityisalsotheshipowner
andowneroftheresearch–trainingship“Horyzont
II”. She is a merchant ship, on board of her, are
conducted seamanship practices as: sailors, radar &
maneuver,aswellasexpeditionaryvoyagestopolar
areas, in order to supply the polar station and to
conduct maritime research works. On board of
“Horyzont II” are conducted the seamanship
trainingsasfollows:
practicesforsailorsinaccordancewithtutorialsof
Gdynia Maritime University, during journeys to
Spitsbergen,
organized together with Institute of
GeophysicsPolishAcademyofScientist;
seamanship practices for students of Szczecin
maritimeUniversity;
seamanship practices for pupils of secondary
schools(Gdańsk,Świnoujście,Szczecin);
training–researchvoyages,organizedforresearch
officesformPolandandforeigner.
Activity of the Shipowners Office is
based on
various regulations, like conventions, acts,
ordinances, and other rules which obeying is
necessarytoensureproperoperationoftheshipsand
toperformtasksassignedtotheships.
Regulations, determine only the part of valid
documents, on which activity of the office and the
shipsisbased.The
complexityoftheship’soperation,
requires implementation of conventions, acts and
regulations jointly, and it is required in terms to
ensurepropership’soperation.
TheShipownersOfficeandthetrainingshipshave
developed and implemented three management
systems:
InternationalSafetyManagementCode(ISM);
InternationalShipandPortFacilitySecurity
Code
(ISPS);
Quality Management System complies with the
requirements of ISO 9001, which covers all
activitiesofGdyniaMaritimeUniversity.
Systems mentioned above, represent three
different documents, which partially combine and
penetratethecontents.
CompliancewithstandardsofISMCodeandISPS
Codeisdirectlyrelatedtoactivityof
theShipowners
Office,intermofship’soperations.
2.1 InternationalSafetyManagementCode
InternationalSafety Management, is aninternational
management system of safe ship’s operation and
preventionofseapollution,adoptedbyInternational
Maritime Organization (IMO) by resolution A.741
(18), which can be corrected by IMO, provided that
suchamendmentsshall
enterintoforce, andapply,in
accordancewiththeprovisionsof Article VIIIof the
Convention.
TheideaoftheISMCode,inpractice,comesdown
to the creation of the security system in the
Shipowners Office on the ships, and in particular
consists in development, implementation and
application of
procedures to help in the safe ships’
operation.
The Code requires that every shipowner has
developed, implemented and maintained Safety
Management System, which includes the following
functionalrequirements:
shipowner’s policy with regard to safetyand the
environmentalprotection;
procedures and guidance to ensure safe ships’
operation and protection of
the environment, in
accordance with relevant international and
nationallegalrequirements;
defined levels of authority and ways of
communication among the crew members of the
ship, as well as between ashore and shipʹs
personnel;
procedures to ensure reporting of accidents,
dangerous situations, as well as non‐compliance
withtherequirementsoftheCode;
630
proceduresinregardtopreparationandactionsin
emergency;
proceduresinregardtoauditsandsurveysofthe
SafetyManagementSystem.
The procedures cover in particular: recruitment
procedure, trainings of employees, On‐Board
complaintprocedure,proceduresofroomsinspection,
ship’s operational procedures, emergence readiness
procedures, reporting and analyzing
of dangerous
situation, corrective and preventing actions,
environmental protection procedure, procedure of
maintaining ships’ technical condition, overhauling
anddockingprocedures,supervisingdocumentations
procedure,audits’procedures,surveys,managements
andcertificationsprocedures.
Developmentand implementation of the Code in
theUniversity,allowstofocusoncountermeasurein
theoperationsofthetraining
ships:“DarMłodzieży”
i “Horyzont II”, as well as to maintain crew’s
readinesstotheproperconductinemergency.
SafetyManagementSystemhasbeenimplemented
bydocumentedmanagementprocedures,inorderto
ensurethatdutiesareconductedandsupervised,both
ashoreanonboard,inaccordancewithlegaland
the
University’srequirements.Theproceduresconsistof
description of activities related to routine ship’s
operationsandinemergencycircumstances.
2.2 InternationalShipandPortFacilitySecurityCode
TheInternationalShipandPortFacilitySecurityCode
consist of documents for “Dar Młodzieży” and
“HoryzontII”.Both ships are bastard,
sincethey do
notcarrycargo,theyarevisitedbyenormousnumber
ofvisitorsatharbors,andusuallyaremooredoutside
of harbor’s security zone. The training ships of the
Gdynia Maritime University could be the target of
any kind of attack, because their visits are usually
trumpetedbythemedia.
Basedonrequirements,includedinISPSCode,it
hasbeendeveloped the Ship Security Plan (SSP) for
ships:“DarMłodzieży”and“HoryzontII”.Theplan
isdividedintotwoessentialparts:
The unclassified one, which consist of security
policy, main ship’s technical data, contact data of:
shipowner,Captain
andChiefSecurityOfficer(CSO).
In this part of the plan have been presented Job
Descriptions of the crew members‐split into tasks,
andblock diagramofthesecurityofthe ship. There
have been described levels of security, schedule of
trainings,formsofrecordsandtemplatesforrecords.
The
classified part, which is separated, and
determines emergency procedures – marked by
“ShipownerConfidential”label.Theseinclude:
identification of areas with restricted access,
together with security measures to deny
admissionforunauthorizedpeople;
actionproceduresincaseofemergency;
actionproceduresincaseofchangeofsecurity
levels2or3;
dutiesofcrewmemberswithassignedtasksin
scopeofsecurity;
localization of the security alarm’s activation
points;
procedures, guide’s and guidance regarding
TheShipSecurityAlertSystem.
AssessmentoftheShipsecurity.
The purpose of the plan is to prevent and
countermeasure
any illegal act of harassment,
targeted against ship, her crew, trainees and
passengers.
The plan has been developed in accordance with
requirementsincludedin:
International Convention for the Safety of Life at
Sea(SOLAS),chapterXI‐2;
ISPSCode,chapterAandchapterB;
Ordinancesofthe
HeadofGdyniaMarineOffice.
TheSecurityPolicyoftheshipownerisintendedto
provide safety of the crew, trainees and ship, by
developing, keeping and improving taken security
measures,essentialtopreventlawlessactions,which
pose a threat or affect safety of the working
environment on board the training ships
“Dar
Młodzieży”and“HoryzontII”.
The Shipowner: Gdynia Maritime University
provides the necessary assistance to the ship, to
supportthePortFacilitySecurityOfficer(PFSO),the
Captain and the Ship Security Officer (SSO) in
fulfillingtheirdutiesinaccordingwithrequirements
SOLAS1974,chapterXI‐2(ISPScode)
asamended.To
this end, the Chief Security Officer (CSO) has been
appointed,whoisresponsiblefor:
providing information regarding level of threats
whichcanbeencounteredbyship;
ensuringandsecuringofperformanceofsecurity
assessmentforeveryship;
keepinguptodatetheShipSecurityPlans;
representing shipowner in Maritime
AdministrationoftheflagState;
organizingsurveyofactionsintermsofsecurity;
improvement of education and organizing of
trainingsforpeopleresponsibleforsecurity;
ensuringeffectivecommunicationandcooperation
betweenSSOandPFSO.
For safety on board, within the meaning of
ISPS
Code,isresponsibletheShipSecurityOfficer,whois
oneofthedeckofficers,andhistasksareasfollows:
reportingtotheCaptain,aboutgeneralstatusand
accomplishing the policy of security procedures,
currentlybeinginforceontheship;
accomplishingregularinspections,intermsofship
security,tomakesurethepropersecuritylevel;
keepingandsupervisingtoimplementSSP;
reporting to PFSO about all occurring security
incidents;
coordination of all security aspects, regarding
shipsstoresandcargo,withcrewmembers,PFSO
andCSO;
reporting to CSO about shortcomings and
inconsistencies
identified during internal audits,
periodicalsurveys,e.t.c.;
makingsuretrainings,andpermanent improving
crew’ssecurityawareness;
filling in the Declaration of Security, establishing
closecooperationwithrepresentativeofthelaw,in
allvisitedharbors.
A Captain who is responsible for a whole ship’s
activity, in close quarter situation, he
is entitled to
631
take action against the procedures, basedon his/her
knowledge,experienceandgoodseamanship.
2.3 QualityMangementSystem
Gdynia Maritime University has developed and
implemented also the management system complies
with requirements of ISO 9001, covering the whole
University’s activity in terms of education on
academiclevel,conductingR&D,inaccordance
with
polishandinternationalrequirements.
They have been identified and described, within
the system, processes applicable inthe organization,
defined the overall course, mutual interferences and
connections, as well as process management. In
presentedprocess descriptions,havebeentakeninto
accountanddefinedmethodsoftheireffectivecourse,
supervising,monitoring,
measurementsandanalysis.
Ithavebeendevelopedmeasurableaimsandsubjects
for particular processes, adequate to quality policy
andgeneralgoalsoforganization.
In the Shipowners Office has been implemented
P1‐4 procedure:Implementation of students’
practices, which includes many actions assigned to
defined workers. Within the procedure, the
Shipowners Office
members are responsible for
followingactions:
the Shipowners Office member is responsible,
together with suitable Deputy Dean and Practice
Minder,forseekingcompanieswherestudentscan
conductpractices;
theShipownersOfficeworker,basedonprovided
bystudentrelegation,preparestheAgreementfor
Practice, checks whether the student has
proper
insurance and transfers the signed agreement to
thecompanywhichacceptedstudentforpractice;
the Shipowners Office member uploads
information, to the office’s website, about
shipowners cooperating with Gdynia Maritime
University;
the Shipowners Office worker prepares the
agreementtotakeplaceapractice;
the Deputy Rector for
Maritime Affairs or the
Head of the Shipowners Office signs the
agreementtotakeplaceapractice;
theDeputyRectorforMaritimeAffairs,basedona
relegation, is entitled to deploy a student to
complete his/her practice on board of training
ship, when a seamanship practice, in external
shipowner,
was shorter than required by study’s
tutorial;
theHeadofShipownersOfficeschedulespractices
for students, of particular faculties, on board of
University’s training ships. The schedule for
following year has to be finished by the end of
December, taking into account applications from
faculties with terms and numbers of
students
deployedtopractices;
theDeputyRectorforMaritimeAffairsverifiesthe
scheduleofships’journeysforcurrentyear;
the Head of Shipowners Office notifies Deans
about terms of seamanship practices for their
students;
the Shipowner Office worker checks validity of
documents, required by separate regulations
(according
with form F ‐I‐PA/6/1‐1‐2 ISM KODU),
essentialtotakeplaceaseamanshippractice;
the Head of Shipowners Office appears to the
MarineOfficefor issuing a Seaman’sBook, if the
studentdoesnotpossessit;
the Head of Shipowners Office passes, to the
Captain,twocopies
oflistsofembarkedstudents,
theirsseamendocumentsandtrainee’sequipment,
accordingtoformF‐I‐PA/6/1‐1 ‐2ISMKODU;
the Captain is obligated to record about
embarkation/disembarkation in the seaman’s
books,andafterthattransferthosedocuments to
theShipownersOffice;
the Shipowners Office member returns
the
documents to students with acknowledge, after
completingthepractice;
the Head of Shipowner Office verifies and
approvesthewagesforPracticeMinder,basedon
issuedminutesfrompractice.
3 CONCLUSIONS
The training ship’s operations management must
meetlegal requirements, which is directly related to
necessity of quality system’s implementation.
Shipping companies operating in the global market,
operates also based on implemented management
systemsISMandISPS,whichallowsthemtokeepthe
position on the market, as well as to meet
requirements,imposedbySOLASConvention.
The management systems, implemented in the
Shipowners Office and in the training ships,
complementsoneanotherandpenetratethecontests.
Themanagementsystemshavebeenimplementedby
documented management procedures, which are
evaluatedbyacertifyingentity,intheformofaudits
and surveys. Any required changes are entered into
thesystem,promptly,toensurecohesionoftherules
withISMCode,ISPSand
ISO,ontheUniversity.Any
observation or incompatibility card are always
acutelyanalyzedintheShipownersOfficeandonthe
ships,tomake sure, theimplemented changes, meet
requirements of the rules, and at the same time, are
thebestsolution.
The necessity of the quality systems’
implementation results from
the specifics of the
training ships’ operations and their operational
profile. The effect of the systems’ work is a good
organization of the office’s work and completion of
seamanship practices, achieved by safety of ships,
traineesandcrews.
Thequalitysystems,intheShipownerOfficeand
on board of training ships,
are particular important,
sincethecrewandtrainees,conductingapractice,are
involvednotonlyinmeetingrequirements,toensure
qualityand safety, but they also learn about quality
systems,whichtheywilluseduringtheirnextjob,on
boardships.
Due to the specificity of the seamen’s education,
systems
have to be “alive”, and vital. All updates
have to be implemented immediately. It is also
important a permanent accomplishment and
improvementofthesystems.
632
The correct obeying of requirements and
procedures,containedinthesystems,hasasignificant
impact on proper ship’s operations, quality of the
practices, crews qualification, organization of work,
and hence it shapes quality costs in terms of
mitigations, assessments, as well as disadvantages
andlosses.
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