DMW-ADVISORY-03-2024 — Revised Guidelines on the Re-Launch of the Online On-Board Processing for Seafarers

Republic of the Philippines DEPARTMENT OF MIGRANT WORKERS Administrative Service Bepartment of Mligrant #otkereFVEI Blas F.Ople Building,Ortigas Avenue cor.EDSA,Mandalyon General Services Divisior ESTER VEJERANO

ADVISORY NO. 03 Date:Feb 062024 Time:11:00AM

Series of 2024

FOR All Licensed Manning Agencies(LMAs

SUBJECT Revised Guidelines on the Re-Launch of the Online On-Board Processing for Seafarers

DATE 01 February 2024

seafarers in line with the thrust for Ease of Doing Business (EODB), especially for to improve,streamline and expedite the processing of the employment contracts of those currently on-board vessels and whose contracts are subject to amendment(s), the Department, through the Management Information and Technology Service MITS and theSea-based Accreditation Bureau (SBAB),will re-launch the As part of the continuing efforts of the Department of Migrant Workers (DMW

implementation of the Online On-Board Processing Module of the DMW Online Processing System for Seabased (DOPS-Sea) under the following guidelines

I Service Description

The Online On-Board Processing Module is part of the DMW Online

Licensed Manning Agencies (LMAs) to process the on-board contracts of Processing System for Seabased (DOPS-Sea) developed to enable

their seafarers online immediately and at their own convenience.

Coverage

1. The use of the online module shall cover all active LMAs through their active DOPS-Sea account(s);

2. The use of the online module is intended only for on-board contract processing, or those with an existing and active in-house processed

contract.

3. The use of the said online module is limited to those contracts tha

have not yet undergone the manual on-board contract processing with the SBAB in its series

board contracts in its series, further on-board amendments shall As such and for those contracts already with manually-approved on

continue to be coursed through the SBAB for manual evaluation

By DMW GSD CONTROLLED ANE EB162124

Websitewww.dmw.gov.ph |Email.:[email protected]|Hotlines:8722-1144,8722-1159,8724-3665,8722-11

H Initial Transactions Accepted

1. For its initial implementation, the said online module shall only cover on board contract processing transactions related to (1 extension of contract duration and(2) increase in wages (salary amendments)

N Parameters

1. LMAs are likewise advised of the following parameters in the processing of on-board contracts for the above-mentioned initial transactions:

a.Extension of Contract Duration

i. In accordance with Section 2 of the Standard Terms and

from the date of departure as captured by the Bureau of Immigration (BI) or as confirmed by the LMA in the Overseas Conditions (STC Governing the Employment of Filipino Seafarers On-board Ocean-going Ships,the said online system will prohibit the extension of contracts beyond twelve (12)months Welfare Monitoring System (OWMS).

ii. The online system will also only accept contract extensions if the

of the previous contract. effectivity date of the new contract is the exact end or the day after

which began on 01 January can only be extended if the To illustrate.a previously processed contract for 9 months

effectivity date of the extension is 01 or 02 October.

iii. The online system will also automatically count any additional

months(+1/+-1 month or more in the extension.

To further illustratea previously issued contract for9+1 or 9+-1 months which began on 01 January can only be

November. extended if the effectivity date of the extension 01 or 02

iv. The online system will also not accept diminutions in the basic, overtime, and leave pays.

v.The online system will also not accept contract durations of less than one (1) month.

vi. The LMA shall consistently and faithfully ensure that the

details encoded in the said system,in the processing of on-board contracts, shall be the same with the copy of the contract to be uploaded.

vii. The. LMA shall be solely responsible for any

inconsistencies and errors in the encoded details and t uploaded contract and may be meted with appropria sanctions pursuant to the 2016 Revised Rules a

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of Seafarers as well as with other prevailing rules, policies Regulations Governing the Recruitment and Employment

and regulations.

b. Increase in Wages (Salary Amendment)

i. In recognition of established parameters in the evaluation

of on-board contracts, the online system will not accept diminutions of whatever amount in the basic,overtime,and leave pays.

ji. The remaining duration in the new contract must be exact

month/s and day/s as automatically computed by the System.

To illustrate.a previously processed contract for 9 months which began on 01 January and whose wages would

of 2 months and 22 days. increase effective 09 July must retain a contract duration

ii.In contrast, the online system will not automatically include any additional months (+1/+-1 month or more) in the remaining duration and shall be maintained separately

To further illustrate. a previously processed contract for 9+1 months which began on 01January and whose wages would increase effective 09 July must retain a contract duration of 2 months and 22 days +1 month upon mutual consent of both parties.

iv.The online system will not accept remaining contract

durations of less than one1) month.As such,LMAs are advised to undergo manual on-board contract processing with the SBAB.

The LMA shall consistently and faithfully ensure that the

details encoded in the said system, in the processing of on-board contracts, shall be the same with the copy of the contract to be uploaded.

V The LMA shall be solely responsible for any

uploaded contract and may be meted with appropriate sanctions pursuant to the 2016 Revised Rules and inconsistencies and errors in the encoded details and the Regulations Governing the Recruitment and Employment of Seafarers as well as with other prevailing rules, policies and regulations.

2. As such those transactions not covered by the aforesaid limitations

those contracts involving multiple transactions, and those act contracts that have already undergone manual on-board contr

CONTROLLED ANE By DMW GSD FEB 06 2024 Page 3 c

processing with the SBAB in its series shall continue to undergo the manual on-board contract processing

3. Towards the full operationalization of the said module, other types of on- board transactions (promotion, change of management/principal

transfer of vessel, etc.) will be added in the said module in due course through subsequent issuances.

V. Payment

1. Payment for the processing of on-board contracts done through the said

online system shall be made through he Landbank e-Payment system linked in the active DOPS-Sea account(s)of the LMAs.

V. Authorized Signatories

1. Similar with the established procedure in the in-house contract processing facility of the DOPS-Sea, only the authorized signatories of the LMA are allowed to sign the online on-board processed contract of seafarers on behalf of the DMW.

2. LMAs shall also ensure that the name and signature of the identified

LMA representative affixed in all contracts shall be from the same

signing in the name and on behalf of another authorized signatory is individual.As such,the use of "for"or the act of an authorized signatory

sternly discouraged.

Vi. Prescribed Stamp

1. LMAs are likewise directed to use the new prescribed stamp in on-board

contracts processed through the said online module, attached to this Advisory as Annex A.

Vi Implementation Date

1. All LMAs are enjoined to utilize the said online module beginning 15 February 2024 (Thursday)

2. However,the SBAB will continue to receive physical submissions for on-

board contracts processing involving the previouslyidentified transactions for manual evaluation only until 01 March 2024 (Friday).

3. Afterwards, all on-board contract processing transactions involving the aforesaid identified transactions shall solely be coursed through the said

online module.

CONTROLLEDANI ByDMW GSD FEB 0 6 2024 Page 4

IX. Orientation/Training and Feedback Sessions for LMAs

1. The MITS and the SBAB shall conduct a virtual orientation/training for

all LMAs on the proper use of the said module in accordance with the following schedule:

12 February 2024(Monday) 2024 (Tuesday) 13 February Date AM Session 1:00 PM to 4:00 PM) 9:00 AM to 12:00 NN PM Session 9:00AM to 12:00 NN) PM Session AM Session Session & Time Company, Shipmanning Phils., Inc. to Global Maritime Crew,inc Matagumpay Maritime, Inc. to Phil- and 88 Aces Maritime Services,Inc. Aarema Caravel Philippines Navigation, Inc. 2Queens Gloria Maritime and Agency,Inc. to Maryville Manila, Inc. Maritime Shipping Inc. LMAs Services to Q Trading Capital Inc.

14 February 1:00PM to 4:00 PM) AM Session Crewing Maritime Services, inc. Philippians International Shipping 2024 (Wednesday) 9:00 AM to 12:00 NN AgencyInc. to Status Maritime Corporation

4:00 PM) PM Session 1:00 PM to Stella Maris Shipmanagement, Inc. to Zuphyr Manpower Services, inc.

2. The MITS and SBAB shall also conduct a hybrid feedback session for

on the use of the said module on 26 and 28 February and 04 March all LMAs to gather impressions,suggestions,and areas for improvement 2024, utilizing the above schedule.

3. Other details of the said orientation/training and feedback sessions are

hereto attached to this Advisory as "Annex B.

4. In advance of the said orientation/training and feedback sessions as well

as for future reference of all LMAs,a step-by-step guide on how to use the said module is also hereto attached to this Advisory as "Annex C

X. Random Audit

1.The MITS and SBAB shall retain the right to conduct a Random Audit of the submissions made by LMAs through the said online module.

2. LMAs found to have encoded inaccurate information or uploaded

sanctions pursuant to the 2016 Revised Rules and Regulatio falsified documents in the said module may be meted with appropri

CONTROLLED AND DISSRMINATED By DMW GSD FEB 06 2024 Page 5o

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Governing the Recruitment and Employment of Seafarers as well as with other prevailing rules, policies and regulations.

XI. Fair and Legal Use

1. As the said online module is part of the DOPS-Sea,LMAs are sternly reminded of its responsibilities in the grant and use of the same, including its applicability in the use of the Online On-Board Processing

Module.

2. As such,LMAs are also reminded to oniy encode and upload information

in the module that are true and accurate.

X Separability

1. Should any provision of this Advisory or any part thereof be declared invalid,the other provisions, insofar as they are separable from the invalid ones, shall remain in full force and effect.

Xill.Technical and Operational Concerns

1. Technical concerns and problems encountered in the use of the said module maybe coursed with the MITS and SBAB through the following communication lines:

a.Management Information and Technology Service (MITS)

Telephone Nos.: (02)8727-7778/(02)8721-9496

b.Sea-based Accreditation Bureau(SBAB

Telephone Nos.: (02)8722-1186/(02)8726-8962

2. LMAs may wish to also utilize the existing Help Desk facility of the DOPs-Sea to address technical concerns and troubleshooting

This Advisory supersedes previous issuances contrary thereto.

For information and compliance of all concerned.

HANS LEO J.CACDAC Officer-in-Charge

D

Enc. als CONTROLLEDANDDS By DMW GSD FEB 06 2024 Page 6

61

ANNEX A

Prescribed Stamp for On-board Contracts processed through the Online On-board Processing Module

Format with Dimensions

58 mm

Certified DMW Employment Contract Approved By DEPARTMENT OF MIGRANT WORKERS (On-Board In-House Processing) Sea-based Accreditation Bureau SaT6A0r E mm

--

Sample

DEPARTMENT OF MIGRANT WORKERS (On-Board In-House Processing) Sea-based Accreditation Bureau

Certified DMW Employment Contract Approved By

Juan Dela Cruz Manning Agency. Inc. Adminis Juan Dela Cruz strative Manage

Date

By DMW GSD CONTROLLEDANDI FEB_0 6 2024 Page 7

ANNEX B

on the use of the new Online On-board Processing Module Orientation/Training and Feedback Sessions for LMAs

are apprised of the following guidelines on the same: Module of the DMW Online Processing System for Sea-based (DOPS-Sea), the Management Information and Technology Service (MITS), together with the Sea based Accreditation Bureau (SBAB), shall conduct a virtual orientation/training and hybrid feedback sessions for LMAs on the use of the said module. As such, LMAs In line with the implementation on the use of the Online On-board Processing

1. Schedule. LMAs are expected to attend the virtual orientation/training and

hybrid feedback sessions in accordance with the following schedule:

Orientation/ 12 February 2024(Mon) Dates and ModeVenue Training Virtual Online 26 February 2024 (Mon) Feedback Session Hybrid Online Multi- Purpose Room (MPR DMW Central Office AM Session 9:00 AM to 12:00 NN 1:00 to 4:00 PM PM Session Session and Time 2Queens Maritime Services, Inc. and 88 Aces Maritime Services, Inc. Trading Company, Inc.to Capital Inc. Aarema Shipping & Shipmanning Phils. Caravel Philippines Navigation, Inc.to Global Maritime Crew Inc. LMAS

2024 (Tue) 13 February Online 28 February 2024(Tue) Multi- Purpose (MPR), Online Room DMW Central Office 9:00 AM to 12:00 NN PM Session AM Session 1:00 to 4:00 PM Maritime, Inc. to Phil- Agency, Inc.to Maryville Manila,Inc. Matagumpay Gloria Maritime and Crewing Maritime Services Inc.

14 February 2024(Wed Online 04 2024 (Mon) Online March 9:00 AM to 12:00 NN AM Session Philippians International Shipping Agency, Inc.to Status Maritime Corporatia 0

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Patricia.A DMW Central Office Sto. PSTHall, Tomas 1:00 to 4:00PM PM Session Inc. to Zuphyr Manpower Services. Shipmanagement, Inc. Stella Maris

2. Attendees. LMAs are only allowed to send a maximum of two (2)

representatives in the both the virtual orientation/training and hybrid feedback

heavily involved in on-board contracts processing. sessions.LMAs are highiy encouraged to oniy send representatives who are

3. Meeting Link. The meeting link for the virtual and hybrid sessions will be

provided to the identified representatives or the accredited Liaison Officer (LO) of the LMA before the conduct of the sessions.

LMAs are sternly reminded not to share the meeting credentials to other LMAs to ensure the orderly conduct of the sessions.

For information, guidance, and strict compliance of all concerned.

CONTROTLEDA BDMWGST FEB0 6 2024 Page 9

C

ANNEX C

Step-by-Step Procedure/Process on the use of the new Online On-board Processing Module

Module of the DMW Online Processing System for Sea-based(DOPS-Sea),LMAs are In line with the implementation on the use of the Online On-board Processing

hereby apprised of the following step-by-step procedure/process on the use of the same:

1.Log-in to your DOPS-Sea Account

2.Proceed to Contract Processing

3.Click theCompleted Contract" Icon

4. Input the Name of the Seafarer and click "Search;

5.Click the Onboardbutton

6. Search and Select the Name of the Principal;

7 Search and Select the Name of the Vessel

8. Search and Select the Position of the Seafarer

9. Choose "Onboard Transaction"from the dropdown button

10.Input the Effectivity Date and click Next

11.Input the Contract Duration;

12.Update Salary and click"Proceed;

13.Proceed to upload the on-board contract;

14.If you select "upload later,"go to onboard process icon,search crew, click view

then click upload contract

15.System will then automatically generate a RFP number;

16. To proceed to payment, click the "Payment" icon then click the "Pay" button.

17.An "Assessment"will be generated then click the"Paybutton again

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