Shipyard subcontractor onboarding SOP: induction to checkout
A shipyard subcontractor onboarding SOP for ship repair yards: document and insurance verification, a pass/fail safety induction, access and PPE issue, a hot work or confined space permit decision, supervised work and checkout.
How it works
Match the lanes to your yard's actual functions
Procurement, HSE / Safety, Security / Access and Project Manager are FAYARD's structure. A smaller yard often folds Security / Access into HSE / Safety, and a yard running its own induction training company should give it a separate lane rather than hiding it inside HSE, because who ran the induction is exactly what an incident review asks first.
Write your own document list and expiry thresholds
"All required documentation valid and current?" needs a stated list, welding qualification, liability insurance, competency card, and a stated expiry window behind it, not the word current on its own. A procurement coordinator working against a written checklist has a defensible decision; one working from memory does not.
Define what triggers the permit branch in your own terms
"Work requires a hot work or confined space permit?" should name FAYARD's actual triggers, grinding or welding near a fuel line, entry into a double-bottom tank or a void space, on the box or its comment, so the decision is answered from the task rather than guessed at from the work order.
Set how many failed inductions are allowed before a worker is pulled
"Repeat induction for personnel who did not pass" loops once in this template. A yard with a strict safety record often caps it at one repeat before removing the worker from the work package entirely, and that limit belongs on the diagram, not in an unwritten rule the HSE trainer has to remember.
Assign real names and hours to the People and Workload columns
Replace Grace Talbot, Daniel Cross, Nathan Reyes and Sarah Mitchell with the people who actually do this work, and set a realistic workload figure per row. The BI panel is only as useful as the hours behind it, and a demo name left in place is the fastest way to make the panel report nobody's real time.
Frequently asked questions
What happens when a subcontractor's documentation is missing or expired?
"All required documentation valid and current?" returns "Missing/expired", which routes to "Chase outstanding or expired documentation" and back into verification rather than letting the file move forward. The loop keeps the crew off the berth until certifications, insurance and competency records are all current, rather than treating an outstanding item as a formality that gets chased later.
Why does the permit decision come after the work area is assigned, not before?
"Work requires a hot work or confined space permit?" sits after "Assign work area and brief on adjacent operations" because the permit requirement is usually only clear once the actual task and location are known. A generic pre-check answered from the work order rather than the berth misses the case where a routine job turns out to sit next to a fuel line or inside a tank once the crew actually gets there.
What if contractor personnel fail the safety induction?
"Contractor personnel pass the induction and site test?" can return "Fail", which routes to "Repeat induction for personnel who did not pass". Only the individuals who failed repeat the induction, not the whole crew, so one worker's result doesn't stall everyone else who passed and is waiting on access passes and PPE.
Why is the daily supervision check repeated instead of a single handover inspection?
"Daily supervision check of contractor work and conduct" runs every day the contractor is on site because PPE compliance, permit adherence and staying inside the assigned area can lapse partway through a job as easily as on day one. The completion decision, "Work package complete and area handed back clean?", loops back through "Contractor continues work, repeat daily checks" rather than assuming a clean handover once the daily checks have started.
How do the People and Workload columns feed the workload BI panel?
Every row carries a named owner, Grace Talbot, Daniel Cross, Nathan Reyes or Sarah Mitchell in this template, and a workload figure in hours. The BI panel sums those hours by lane, by person and by step, so a yard running several subcontractor onboardings in parallel can see where its own coordination time is going rather than only tracking how many contractors are on site.