OUTLINE 1. INTRODUCTION Overview of Kenya Ports Authority 2. KPA Perspective on ISO 3. Achievements Kenya Ports Authority Kenya Ports Authority (KPA) is a parastatal under the Ministry of Transport, Infrastructure, Housing & Urban Development, Established as a Statutory Body in 1978 by an Act of Parliament (KPA Act Cap 391 of the laws of Kenya). Identified as a Commercial State Corporation with Strategic Functions. KPA’s Mandate To Develop, Maintain, Operate and Improve all scheduled seaports along Kenya’s coastline KPA has presence in Mombasa, Nairobi, Kisumu, Lamu, Uganda, Rwanda and Burundi. Scheduled/Gazetted Ports under KPA Malindi Port Kilifi Port Old Port Mombasa Mission Vision Core values • Excellence To facilitate and promote “World class seaports • Integrity global maritime trade of choice”. • Teamwork through provision of • Care competitive port services. Overview of the Port of Mombasa Port Layout The Port of Mombasa 7. Container terminal Length: 1,400Metres - 1. 11 General cargo berths 840meters (Old) plus 560 meters (New) at 2nd 2. 2 Bulk oil jetties (KOT & SOT) container terminal Depth: -12M to - 15m 3. 6 Specialized Container berths: 8. Capacity: 1.65Million [Old 1.1Million TEUs, plus (16,17,18,19,20,21) New 550,000 TUEs at CT2] 4. Ship repair facilities 9. Performance: 1,091,371 TEUs and 27,364m tones 5. Private facilities for Grain, Cement, Titanium of cargo (2016); and exports, fluorspar; and 10. Terminal area of 117 acres [65acres, plus 6. A Cruise Ship Terminal at berths 1 and 2. additional 52 acres at CT2]. Port Services KPA provides the following services at Mombasa Port:- 1. Pilotage 2. Tug Services 3. Mooring Services 4. Navigational safety 5. Stevedoring 6. Shore-handling 7. Cargo Storage. Uganda Eldoret (ICD) The Mombasa Port Corridor (Kampala) Kisumu Mombasa is the gateway to East & Central Africa - Nairobi Kenya, Uganda, Rwanda, Burundi, South Sudan, Northern Tanzania, Eastern DRC, Ethiopia and Rwanda (Kigali) Liaison Office Somalia Lamu 33 shipping lines call at the Port Burundi (Bujumbura) Liaison Office Provides connectivity to over 80 sea ports world wide Mombasa Cargo throughput 27.364 M tons and growing Over One Million TEU handled in 2014 Served by all Major Shipping Lines Recent Developments 1. Acquisition of Modern Port, Marine & Cargo Handling Equipment 2. Adoption of 24Hr Regime 3. Implementation of Single Customs Territory 4. Implementation of the Wajibika Project (Performance Mgt Appraisals) 5. Construction and Operationalization of the 2nd Container Terminal 6. Construction of Cruise Terminal 7. Development of Lamu Port 8. Development of SGR & Nairobi ICD. KPA Perspective on ISO KPA Experience in ISO In an effort to improve service delivery the Government and KPA Management adopted the implementation of ISO 9001:2008 QMS in 2007 to effect the necessary change and modernize several key operating systems and structures with the aim of achieving international standards. The process has helped in the re-engineering of management processes thereby making them efficient and focused on set objectives. It has also helped in creating a competitive advantage in the public service. KPA attained ISO 9001-2008 Quality Management System (QMS) certification in June 2009 and has been recertified two times - in February 2012 and March 2015, (ISO Certification No. KEBS/QMS/087). Transitioning to the revised 2015 QMS Standard (which is risk-based). KPA automated its QMS through Rubiq software to enhance business processes and deliver real time reporting and monitoring of information for ease of follow-up and decision making. Categories of certification ISO 9001:2008 - Quality Management System (QMS) Transitioning to ISO 9001:2015 Quality Management System (QMS) ISO 14001:2015 Environmental Management System (EMS) ISO 18001 Occupational Health & Safety Management System (OHSAS) ISO 27001 Information Security Management System (ISMS) ISO 20000-1 Information Technology Service Management ISO 22301 Business Continuity Management (BCM) ISO 31000 Risk Management (RM) ISO 26000 Social Responsibility. KPA certification KPA CORPORATE QUALITY POLICY STATEMENT Kenya Ports Authority is committed to the provision of Quality Port Services to our customers’ satisfaction. We undertake to facilitate and increase sea borne trade in the region through our quality processes by: • Complying with Quality Management System (QMS) Standards; • Continually improving and effectively implementing our QMS processes and capabilities. • Ensuring that quality objectives associated with Quality Policy are reviewed via Quality Operating System. KPA Journey to ISO Certification The Authority journey to certification followed the process below:- STEP 1 • Bring expert on board – National Quality Institute (NQI) • Define scope • Appoint Head of Internal Audit to oversee the Quality Management System Project & Chair the ISO Project Steering Committee • Appoint Steering Committee Members • Appoint ISO Project Manager /Management Representative (MR) • Appoint ISO Implementation Project Champions team. STEP 2 • Train Top & Senior management on ISO 9001 Standard • Train ISO Implementation Project Champions team as implementers • Conduct awareness for all employees. STEP 3 • KEBS to conduct gap analysis of all existing processes for Quality Management System(QMS) • Prepare and complete all Quality Management System documentation • Launch the Quality Management System based on the standard (Quality Policy Statement & Objectives). KPA Journey to ISO Certification STEP 4 • Conduct Internal Quality Auditor (IQA) training on Quality Management System • Conduct trial audits under expert auditor guidance • Conduct internal audit(s) • Form the Management Review Committee chaired by the Managing Director • Conduct management review committee meeting(s) done twice a year. STEP 5 • Select certification body (CB) - Kenya Bureau of Standards • Apply for certification indicating the area of scope • Certification Body to conduct pre-certification audit • KPA to carry out corrective actions as determined by the Certification Body • Certification Body to carry out certificate audit • Carry out corrective action to address the Quality Management System audit result • Certification to ISO 9001:2008 QMS Standard • Celebrate Launch of Certification to ISO 9001:2008 QMS Standard. What Next Following the Certification • Conduct continuous ISO awareness exercise to all staff which culminates with an annual ISO Awareness Day. • Conduct periodic (twice a year) compliance and improvement audits of the Quality Management System. • Conduct periodic Management Review Meetings (twice per year); where Top Management assess the status of the QMS and direct improvement actions to be undertaken. Resource Implication • Resources are required for the establishment, implementation, maintenance and continual improvement of the QMS. • The Authority is committed to providing adequate resources to maintain the certification including budgetary provision and working tools to ensure customer satisfaction (both internal and external). Achievements Achievements/Benefits of Certification The Authority’s attainment of ISO certification has: 1. Improved port services and customer satisfaction 2. Enhanced operation efficiency 3. Productivity of internal resources. Spirit of Continual Improvement KPA AUTOMATION OF THE QUALITY MANAGEMENT SYSTEM • The Rubiq Software for Kenya Ports Authority serves as a tool for enhancing business process and procedure efficiency and a system to deliver real time reporting and monitoring information for follow-up and decision making. • The application provides several modules covering all the key areas required by International Standards, including Document Control, Audit and Corrective/Preventive Action (CA/PA). Growing Business, Enriching Lives 25 Benefits of Automation for KPA • Immediate access to a ready to use system • Rich and relevant content specific to business demand • Information transparency that drives improved decision making at business owner/board level • Continuous measured business performance • Continuous measured compliance and audit readiness • One Platform – Multiple Standards. Growing Business, Enriching Lives QMS Gains 2009 - 2016 During the first cycle of certification the focus was on compliance with the standard. This led to conformity to documented processes and procedures. In the second and third cycle the focus shifted to continual improvement and effectiveness of the process in line with the Authority’s Strategic goals. Benefits of KPA ISO Certification ISO 9000 forces Documented processes are With developed and solid Employee morale is organizations to focus on the basis for repetition and corrective and preventive increased as they are asked "how to do business" help eliminate variation measures, permanent to take control of their thereby fostering spirit of within the process company wide solutions to process and document continual improvement therefore increasing quality problems are found their work efficiency and reducing cost Customer satisfaction and Foster an understanding of Improved profit levels as Improved communication customer loyalty has been quality as everyone's productivity improves and both internally and witnessed. KPA is responsibility rework costs are reduced externally transformed from a reactive to a proactive, preventive organization Container Traffic (TEUs): 2007 - 2016 1,200,000 1,091,371 1,076,118 1,012,002 1,000,000 903,463 894,000 800,000 770,804 695,600 618,816 TEU 615,377 600,000 585,367 400,000