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Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 1
(changes are underlined)
Corporate Procedures
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 2
(changes are underlined)
Corporate Procedures
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 3
(changes are underlined)
Corporate Procedures
1. Quality Management System
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 4
(changes are underlined)
Corporate Procedures
1. Quality Management System
Process Owner
Identification of
Planning of activities possible
and setting priorities improvements
Measurement of
performance
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 5
(changes are underlined)
Corporate Procedures
1. Quality Management System
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 6
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Corporate Procedures
1. Quality Management System
1.3.1 General
We understand our Quality Management System to be an overall holistic system that covers all working phases of a
service provided from the initial inquiry to the handover of documents (certificate, report…) on completion of an order.
This includes all the process steps necessary to carry out the relevant service with consideration given to
organisational aspects, responsibilities etc.
By applying the above principle we ensure that the Society's Quality Management System is:
• A driving force for the continual improvement of quality and performance within the whole organisation
• A strategic element of success and fundamental management task.
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 7
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Corporate Procedures
1. Quality Management System
The nominated quality staff members are listed in the current organisation charts.
The support provided to the organisation by the quality staff members includes:
• Establishment, introduction and maintenance of the Quality Management System, including the Corporate Quality
Documentation
• Dialogue with colleagues on quality-related matters
• Involvement in planning, participation, performance and evaluation of audits
• Identification and proposal of improvement activities
• Implementation of improvement activities.
The job descriptions for the Quality Management Representative, Head of Corporate Quality Department, Lead
Quality Representatives, Division Quality Manager, Quality Representatives, Area Quality Manager and Process
Coaches detail their responsibilities.
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 8
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Corporate Procedures
1. Quality Management System
Corporate Integrated Policy The Corporate Integrated Policy is valid for all units of the
Germanischer Lloyd Group
Corporate Procedures Corporate Procedures describing principal routines and are valid for all
units of the Germanischer Lloyd Group.
Corporate Procedure and Corporate Instructions form the Quality
Manual acc. ISO 9001:2008
Corporate Instructions Corporate Instructions describing process aspects valid for all units of
the Germanischer Lloyd Group.
Corporate Procedure and Corporate Instructions form the Quality
Manual acc. ISO 9001:2008
Process Maps Process Maps visualise core processes for the business areas
Maritime Services and Industrial Services
Quality Libraries Relevant documentation valid for individual organisational units
Job Descriptions Description of qualifications, authorities and responsibilities of an
employee in a certain function
Job Matrices Matrices showing the assignment of specific activities to individuals
Workflows Instructions describing the interrelation between functions (or
individuals) and process steps including communication flow, e. g.
responsibility, information
Local Instructions Instructions valid for the specific organisational unit. In individual cases
the local instruction may be valid for other units than the issuing unit
Forms, Checklists Templates to be used for the intended purpose.
All above documents are published internally on the GL Intranet and on DVD, which shall be made available to the
Field Organisation whenever required.
For Field Service exemptions are agreed:
• The Quality Libraries (Quality Matters) of Region are published on the Intranet
• The Quality Libraries of Areas, Country and Station Offices are not published on the Intranet.
The Corporate Integrated Policy shall be made available for distribution to external parties. All other parts of the
Corporate Quality Documentation are confidential. Any external distribution, other than the Corporate Integrated
Policy, needs the consent of the Quality Management Representative.
The updating and release process of the Corporate Quality Documentation can be found in the Quality Library for the
QI Department.
All relevant documents of the Corporate Quality Documentation shall be provided with an identification code and title
together with the release date.
All general and local instructions must be verified and released by a second competent person.
For reference and downloading purposes a link has been installed to the current organisation charts as well as to a
list of important external documents, e.g. relevant documents from IACS, IMO, and the EU Commission.
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Corporate Procedures – Update: October 2009 Page 9
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Corporate Procedures
1. Quality Management System
• External audits/assessments
• Internal audits
• Self checks
• In-process monitoring
• Customers satisfaction
• Statistics, evaluation of trends
• Management reviews.
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 10
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Corporate Procedures
1. Quality Management System
1.4.3 Self-Checks
Self-checks are additionally carried out to continuously monitor the Quality Management System. They shall be
performed in every calendar year in all organisational units under the responsibility of the respective manager.
Self-checks shall assist in verifying compliance with the Quality Management System and may additionally be used
for preparing external and internal audits.
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 11
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Corporate Procedures
1. Quality Management System
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 12
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Corporate Procedures
2. Resources Management Procedures
2.1.1 Recruitment
The Technical Staff/Surveyors of our Society are recruited all over the world. Application documents are checked by
the responsible management supported by the Corporate Service “Human Resources Management”.
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Corporate Procedures – Update: October 2009 Page 13
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Corporate Procedures
2. Resources Management Procedures
2.1.4 Authorisation
The scope of authorisation depends on the function in the organisation and/or the individual duties of a staff member.
The responsibilities and authorisation powers of specific management functions, such as Technical Staff/Surveyors,
are defined in e.g. job descriptions, work contracts or process descriptions.
According to the function of a staff member, different authorisations are possible:
• Signing authorisation
Business correspondence or documents establishing a legal obligation for the Society as well as specified
internal correspondence have, on principle, to be signed by two authorised persons. Every holder of a signing
authorisation is responsible for observing the conditions defined in his/her written authorisation.
• Release of payments
• Other authorisations.
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 14
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Corporate Procedures
2. Resources Management Procedures
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 15
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Corporate Procedures
3. Service Realisation Procedures
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 16
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Corporate Procedures
3. Service Realisation Procedures
3.3.1 Objective
Our services for new buildings and ships in service are provided in accordance with our own comprehensive Rules
for Classification and Construction as well as Instructions to Surveyors. These Rules are continually upgraded and
improved, e.g. through research programmes that take into account the state of the art in all technical areas,
including, if necessary, any relevant statutory requirements.
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Corporate Procedures – Update: October 2009 Page 17
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Corporate Procedures
3. Service Realisation Procedures
Instructions to Surveyors The final draft is approved by the Chief Surveyor and subsequently made
available to all Surveyors.
3.4 Purchasing
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 18
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Corporate Procedures
3. Service Realisation Procedures
3.5.1 General
The requirements of the Quality Management System as described in the Corporate Quality Documentation shall be
applied. Relevant local documentation will be established whenever necessary.
All process activities shall be performed by qualified personnel who have the adequate skills to fulfil the relevant
functions.
The extent of required rules, regulations, instructions and standards shall be determined for each organisational unit
and made accessible to all staff members concerned.
The flow of information shall be supported by technical circulars informing on supplements, amendments or
development of internal and external rules and regulations as well as on administrative matters. Circulars shall have
an interim status.
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Corporate Procedures – Update: October 2009 Page 19
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Corporate Procedures
3. Service Realisation Procedures
Responsibilities
Corrective measures
Where applicable, GL deals with non-conforming service/ product by one or more of the following ways:
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Corporate Procedures – Update: October 2009 Page 20
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Corporate Procedures
3. Service Realisation Procedures
Records of non-conformities and any subsequent actions taken, including concessions obtained, are maintained.
The non-conformity is reported to QI and the Quality Representative by the Process Owner. Thus it is ensured that
the Process Owner and the responsible Quality Representative, supported by QI, have the necessary information for
further root cause analysis (type of con-conformity, affected process, frequency, impact local or global, failure cost,
risk assessment) and to derive measures to avoid recurrence.
Additional and supplementing local instructions to particularise and substantiate this general instruction may be
developed by Line Managements of Organizational Units accordingly, as appropriate.
These points have to be clarified by the Process Owner for each service/ product:
• Criteria for non-conformity of the specific service/ product (internal and external requirements by customers
and relevant authorities)
• Criteria for Risk Assessment (uncritical, to be corrected urgently, to be corrected subsequently)
• WHAT is to be done BY WHOM with the non-conforming service/ product and WHO is to be informed?
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 21
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Corporate Procedures
3. Service Realisation Procedures
“Geprüft”/”Examined” Drawings, calculations and other documents, where the approval is required
by other rules and regulations
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 22
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Corporate Procedures
3. Service Realisation Procedures
3.8 Verification
Verifications ensure that:
• All parts of a service are in accordance with the applicable rules, regulations and standards
• The specifications of a contract are met.
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Corporate Procedures – Update: October 2009 Page 23
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Corporate Procedures
3. Service Realisation Procedures
3.8.1 General
The basis for verifications is written instructions, which describe the applicable verification methods and steps.
For specific services which are not standardised, the verification steps are fixed in planning documents.
All verifications include checks for:
• Completeness and formal correctness
• Consistency of incoming documentation
• Conformity with specified requirements.
Germanischer Lloyd
Corporate Procedures – Update: October 2009 Page 24
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Corporate Procedures
3. Service Realisation Procedures
3.9.1 General
The following provisions apply to monitoring and measuring equipment owned or leased by GL or by a subcontractor,
when this equipment is used to provide evidence of conformity of a product or service to specific requirements. It
does not apply to equipment used by manufacturers, builders, repairers, owners etc.
When measuring and monitoring devices are required to provide evidence of conformity of a service or product, this
measuring equipment shall be:
• Calibrated or verified at specified intervals according to international or national measurement standards; where
no such standards exist, the basis used for calibration or verification shall be recorded
• Adjusted or re-adjusted as necessary
• Identified to enable the calibration status to be determined
• Safeguarded from adjustments that would invalidate the measurement results
• Protected from damage and deterioration during handling, maintenance and storage.
When the equipment is found not to comply with the requirements, the validity of the previous measuring results shall
be re-assessed. Appropriate action shall be taken on the equipment and any product or service affected. Records of
the results of calibration and verification are maintained.
When computer software is used in the course of measurements, its ability to satisfy the intended application shall be
confirmed. This shall be undertaken prior to the initial use.
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Corporate Procedures – Update: October 2009 Page 25
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Corporate Procedures
4. Document and Data Control
The documents are compiled in reference lists, which have to be updated regularly by the responsible unit. Changes
have to be communicated to all involved parties.
All recipients of controlled documents are named in the respective document or reference lists and the distribution of
revised documents is carried out accordingly.
Before distribution, the documents are reviewed for adequacy and consistency by the responsible unit.
At least the following internal and external documents are handled under controlled conditions:
Internal Documents
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Corporate Procedures – Update: October 2009 Page 26
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Corporate Procedures
4. Document and Data Control
External Documents
4.1.2 Confidentiality
All documents in connection with classification and statutory services as well as industrial services are to be treated
confidentially.
This does not impair the right to pass on information to Administrations in case of statutory assignments.
All documents of the Corporate Quality Documentation, other than the Corporate Integrated Policy, are for internal
use only. Distribution to external parties needs consent of the Quality Management Representative.
Documents classified for security purposes, e.g. for navy projects, are ruled by legal requirements, which have to be
strictly followed.
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Corporate Procedures – Update: October 2009 Page 27
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Corporate Procedures
4. Document and Data Control
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Corporate Procedures – Update: October 2009 Page 28
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Corporate Procedures
4. Document and Data Control
4.2.2 Confidentiality
All records maintained to provide evidence for service provision shall be treated confidentially. Only authorised
persons shall have access to the records. This does not impair the right to pass on information to Administrations in
case of statutory assignments.
Records classified for security purposes, e.g. for navy projects, are ruled by legal requirements, which have to be
followed strictly.
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Corporate Procedures – Update: October 2009 Page 29
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Corporate Procedures
4. Document and Data Control
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Corporate Procedures – Update: October 2009 Page 30
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Corporate Procedures
4. Document and Data Control
4.5 Filing
All documents relating to a service, either those produced internally or supplied by a customer, are maintained and
filed so that loss, deterioration or damage are avoided and the documents are readily retrievable.
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Corporate Procedures – Update: October 2009 Page 31
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Corporate Procedures
4. Document and Data Control
All records not in the operations process must be stored in the related file.
Confidential documents, e.g. related to navy ships, etc., are to be filed as a classified matter. Such files will only be
made accessible to persons who are authorised according to legal requirements.
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Corporate Procedures – Update: October 2009 Page 32
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Corporate Procedures
4. Document and Data Control
Incoming mails
Date Sender's reference no. Sender Subject Filing reference
Outgoing mails
Date Sequential numbering Addressee Subject
Incoming orders
Date Subject Survey Surveyor in charge
Ship Surveys
Order no. Ship's name/Reg. no. Date of Kind of Reports Clients no. To H.O.
survey survey prepared
Certificates issued
Certificate no. Date of survey Subject Commissioner Invoice To H. O. To orderer
amount
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Corporate Procedures – Update: October 2009 Page 33
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