OCEAN Newsletter - Spring 2015 by Océan

SPRING 2015 NEWSLETTER NO 13

MESSAGE FROM THE EXECUTIVE OFFICE WHAT IS THE FUTURE OF OCEAN? Gordon and I recently had several thoughts about our respective future, both personally and professionally. I can confirm today that we are far from considering our retirement, we rather intend to continue our partnership, to support the growth of Ocean and continue its mission, which is, I remind you: Ocean intends to maintain its status of leader of marine integrated services on the St. Lawrence, ensure a presence throughout the Canadian territory and continue its development on the international scene. We are committed to providing eco-conscious top quality services to our clients and a stimulating, respectful and safe environment to our employees, while maintaining a wholesome profitability in order to support the investments required by our development. Our extensive array of services includes: • • • • • • •

Towing Pilot services Marine transportation Marine equipment rental Ship and industrial construction and repair Dredging Marine salvage

These are our intentions, our ambitions! The decisions we make, the plans of action we undertake all aim to achieve this mission, our mission. Recent changes in our organizational structure, the arrival of new members within our administrative teams, the appointment of Réjean Verreault as Executive Vice President - Strategic Initiatives and Development are all important steps to promote and, above all, control Ocean’s growth effectively. But through which project, which business opportunity will this anticipated growth be achieved? Difficult to predict, but it is certain that there will be some. Réjean’s mandate is clear: identify opportunities to continue and increase Ocean’s growth, while ensuring the continued satisfaction of our customers. The mandate for operations and corporate is also clear: to ensure healthy profitability in order to support investments that serve our development. The many business opportunities that have arisen within recent years have meant that we chose to have significant growth and to organize ourselves afterwards. They also meant that the workplace of you, Ocean employees, who are at the heart of our success, has been somewhat disrupted. We are therefore now working hard to organize ourselves better and to ensure a stimulating, respectful and safe environment for you. We understand the need to better define, better structure and, above all, to streamline our operation, your working environment. To do this, you know, we are currently allocating a lot of resources and making efforts to clarify roles and responsibilities and to make processes more clear and efficient. Jean-François Dion, Jean-Philippe Brunet and Réjean Verreault explain in greater detail, in the following pages, these structuring efforts. So all together, let’s get organized and head towards a future in the image of our past, full of success!

JACQUES TANGUAY FIRST VICE-PRESIDENT AND GENERAL MANAGER

MESSAGE FROM THE EXECUTIVE OFFICE STRATEGIC ISSUES MANAGE RISK In recent years, incidents occurred and their consequences could have been unfortunate. We can not continue to develop the company without clearly understanding these risks. This is why we have identified risk management as a strategic challenge. In recent months we have worked with the firm Mallette, to identify different dangers we face and prioritize them in order to direct our efforts towards the most important. Mallette has extensive experience in this area; they have worked with the Société des traversiers, CSST and Québecor. Several employees of various sectors were asked to tell us about the risks of which they are aware and assess their likelihood and their impact. We then identified what we were already doing to contain them in order to prioritize them. Seventeen risks were identified and four of them have been identified as priorities: human and material accidents, relationships with customers, environmental issues and the planning and logistics of towing operations. These four issues are monitored monthly by the Executive Committee; the remaining thirteen are followed every three months. It is important to emphasize that we will reassess this list every year. Risk management is everyone’s business! It is our duty to be alert, raise the risks and to act quickly in order to have safe and healthy working conditions and operations which we can be proud of.

JEAN-PHILIPPE BRUNET EXECUTIVE VICE-PRESIDENT LEGAL AND CORPORATE AFFAIRS

CLARIFY ROLES AND RESPONSIBILITIES & PROCESSES The recent years sustained growth combined with the arrival of several new employees and organizational changes have meant that the roles have become less clear and responsibilities less defined. Although everyone seems to have found their place, to structure the «who-does-what» is now essential. This is why the corporate HR team works with Alia Consulting to clearly define responsibilities, draw the lines in the operating units and corporate services in order to set up a framework. The approaches started with Towing/Navigation (OT) and corporate services are going well; those with marine works/dredging (OMW) have recently begun and naval construction/repair (NCR) will follow. As mentioned by Jacques, you are at the heart of Ocean’s success. In the latest Synergy surveys, many of you have expressed a desire to work in a more structured and efficient environment, that is to say, with clearer processes. To date, we have begun three clarification and optimization projects with Dany Giroux, specialist in continuous improvement. These projects focus on the processes of restocking the workstations for NCR, project management for OMW and dispatch for OT. ERP will also help us clarify the processes; you will find more information about the project on page 7,8 and 9.

JEAN-FRANÇOIS DION EXECUTIVE VICE-PRESIDENT ADMINISTRATION

GETTING CLOSER TO OUR CLIENTS To have a good relationship with our customers is not enough, their expectations are increasingly high and the competition is more and more present on our territory. It is thus essential to stand out in order to maintain our leading status in the industry! We too often forget that our satisfied customers are a primary sales force! The establishment of a customer experience culture in our companies is now inevitable. We must learn to better listen and understand customers to be able to anticipate their needs and develop engaging and positive relationships with them. We chose to use professionals at ST Marketing to help us develop our customer experience. They conducted surveys with several people that interact with customers and also individual interviews with the business development team. The results will draw the current picture of the situation and their report will identify key strengths and weaknesses, the stakes, and the conditions for success for the improvement of our relations. Following the recommendations of ST Marketing, we will develop, with the business development team, a new policy well suited to the reality of our businesses and their customers. The aim: to explain to customers that by working with us, they buy much more than services. They invest in solutions!

RÉJEAN VERREAULT EXECUTIVE VICE-PRESIDENT STRATEGIC INITIATIVES AND DEVELOPMENT

CONSTRUCTION AND NAVAL REPAIR

Construction underway At Notigi, work on the Jessica Coy for Manitoba Hydro is well underway. The ship was launched on Saturday, June 13th. and the team on site is busy with the testing as well as final inspection with TC and the customer. Delivery is scheduled for July 1st. At Isle-aux-Coudres, the OCEAN TAIGA came out of the workshop. The construction is ongoing at the maximum of the production capacity because of the many ship repair contracts that kept the construction team busy. Since January, dry docks have succeeded: Fjord Saguenay; Felix Antoine Savard, Grue-des-Îles, OCEAN HENRY BAIN, ECHO II, DELTA and OCEAN ARCTIQUE and IV8. The OMW’s barge Abyss was also out of the water for steel works and painting in preparation for a contract in Halifax.

Ocean New Brunswick The floating drydock construction project at the New Brunswick Naval Centre in Bas-Caraquet is moving forward. The Government reiterated its investments on an announcement on May 12th. It is in a completely renovated shipyard that will begin the construction of the central part of the dry dock in June. Built in three sections, the latter will have a total length of 420 feet and will be able to lift boats of 8,000 tons. A team is working to organize the workshop while production plans are underway. Some thirty local employees have already been hired and HR pursues its efforts to fill additional jobs.

NIR The Bella Desgagnés was docked several weeks at wharf 17 this winter. During this time, repair work on the hull, lengthening of the chimney and sixty additional works were done. The client was extremely satisfied with the quality of the work completed on budget and on schedule. CSL also used NIR’s service to carry out steel work on the new ships CSL Welland and CSL St-Laurent located at the Port of Montréal. The NIR teams have, among others, cut the openings to access the cargo space on the main deck and removed the deck reinforcements. Mechanical and piping work has been done on the CSL Oakglen the Port of Québec.

TOWING AND NAVIGATION

Assistance in demand In the last issue, we wrote that our towing services were heavily solicited for assistance. Well, spring has continued much in this vein! After completing the salvage of the Chaulk Determination at the Port of Trois-Rivières in February, two tugs had to tow the Lady Doris in Port-Alfred. Then the Federal Spey had to be lightened in Sorel. The next day, the CWB Marquis required the tugs to cross the locks between Montréal and the Great Lakes. Then, on April 22, two tugs proceeded to the spectacular rescue of the Juno bulker grounded under the Thousand Islands Bridge in Alexandria Bay in the United States. Finally, the tanker Cap Leon lost his engines in Québec as one of our tugboat was heading to the emergency exercise at Valero.

Emergency exercise at Valero On May 7th, Valero conducted an emergency exercise at the wharf of the Jean-Gaulin refinery’s marine terminal in Lévis. The exercise, which is part of the normal business operation of the refinery, aims at preparing them to coordinate the actions of various stakeholders in the event of an emergency. The exercise consisted in simulating an emergency response in the hypothetical case of a fire at the wharf of the refinery. The tug OCEAN HENRY BAIN and several vehicles of the Fire Department of the City of Lévis were mobilized on site. The refinery’s management team is extremely pleased with the results of the exercise.

Pilotage Due to the economic climate prevailing in the mining sector, which had the effect of greatly reducing demand for service in the port of Sept-Îles, Océan Pilotage Côte-Nord (OPCN) has temporarily suspended its operations last April 13 th. The IOC mining company now provides pilotage service to Océan Pilotage Côte-Nord and all customers that were using the OPCN service. The OPCN team is assigned to various mandates, including the liquefied natural gas transportation project of the Ocean, Tugliq and Petrolia consortium.

MARINE WORKS ET DREDGING

Ocean Marine Works (OMW) OMW had a particularly busy year. The equipments are always requested in Montréal for the Champlain Bridge, in Bull Arm for Hebron, in the Outaouais region for the replacement of the Pont des Allumettes and Northfield Bridge and in Port-Daniel for the construction of the marine terminal of the McInnis cement factory. For this reason, management held the employees’ annual meeting in Montréal. The objectives of the current year, policies and working procedures and OHS guidelines were addressed during this meeting. OMW was also recently awarded a contract by the American Bridge Canada Company to repair the Angus L. MacDonald Bridge in Halifax. Pont Angus L. MacDonald

Catatug and container-barges The OMW team has been working for several months to position the company for major projects. Forced to note the lack of equipment for such projects, it worked closely with engineering to build a new tug and modular barges called «container-barges» adapted to the work requirements and the specific needs of the entrepreneurs. Due to their specially designed anchoring systems, the new barges can be configured to produce different types of arrangements. Moreover, they can be easily transported by road. The construction of the latter will be performed by FNO in Québec workshop and the tug will be built at l’Isle-auxCoudres shipyard.

Dredging Winter was very busy for the dredging teams. The OCEAN TRAVERSE NORD (OTN) and its suction dredging crew completed projects in La Romana, Itabo, Haina and Punta Catalina in the Dominican Republic. The OTN is recently back in Quebec. At this moment, it performs dredging upstream of the Traverse du Nord between Bécancour and Cap-Santé. The mechanical dredging team members are still in the British Virgin Islands to complete the work, while others have completed the dredging in Baie-Comeau. Several other projects will begin shortly, including those of the STQ, the Port of Trois-Rivières and the booms of Lavaltrie, Lanoraie and Yamachiche.

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ERP : Officially launched Since the last edition of the newsletter, Ocean has challenged Beyond Technologies in performing a proof of concept to demonstrate that the SAP Business All-in-One solution meets the needs of the dispatching process. The consultant presented conclusive results that are to say that SAP is able to support this very specific process of our company. The steering committee has given its approval for Beyond Technologies to become our partner for the SAP implementation project at Ocean. This officially launches several months of work and to mark the occasion, Ocean decided to illustrate the project with a logo (see next page). The Business Edition All-in-One SAP is a solution for fast-growing SMEs. Designed according to the best business practices, it can automate processes to help companies manage all aspects of their activities; project management, finance, purchasing and inventory, maintenance and human resources. Functional teams have been formed for each process to adapt the choices offered by Beyond. Specialists in changes related to ERP, from the TALSOM firm, have also started to develop communication and change management plans with Carole Goudreault and Élise Guimond.

MIREILLE BÉRUBÉ DIRECTOR CONTINUOUS IMPROVEMENT AND ENTERPRISE RESOURCE PLANNING

We are pleased to present you the new Ocean ERP logo. ERP is illustrated by a ship’s propeller; each blade represents the areas of Ocean’s activities

ERP

• • • •

Naval construction and repair Towing and navigation Marine works and dredging Corporate services

The core of the propeller is the ERP system. At its image, it connects the blades, activity sectors, and propels them to allow moving forward. The tagline «Powering the Future» support the visual in order to promote the efficiency that we will gain with the ERP.

Our ERP functional teams For some time, we talked about super users and process owners. Some employees have been replaced to be assigned full time to ERP. Who are they? What will they do? What are their roles?

PROJECT MANAGEMENT P: Dany Boily SU: Isabelle Thibeault, Steven Cooper Mercier TOWING P: Manon St-Onge

To ensure the project’s success and ensure that we fully reach the benefits of ERP, functional teams were created. They include process owners and super users.

SU: Mélanie Simard

Functional teams aim to define and adapt our core processes based on best business and management practices.

P: Julie Côté

Process owners (P) maintain their functions within the company throughout the project. However, they are very much solicited in order to define our processes and adapt them to the modules.

PURCHASING AND INVENTORY

Super users (SU) are relieved of their duties for the complete duration of the project, until the «go live» in February 2016, but also after, to finalize debugging. Their contribution is essential to the success of the project; they are responsible for adapting, adjusting and integrating processes to the new system and producing training materials for all employees.

MAINTENANCE

Throughout the project, the functional teams will be assisted by Beyond professionals and the steering committee to lay the foundations for a new ERP that will serve us for many years and support our growth.

FINANCES SU: Charleen Bouchard

P: Carl Vaudreuil SU: Martin Plante

P: Patrick Chabot SU: Martin Plante, Martin Robitaille, David Frigon HUMAN RESOURCES P: Carole Goudreault SU: Marie-Claude Roy, Catherine Lemieux TECHNOLOGIES P: Karl-Eric Moulin

Change, an opportunity ! The implementation of an ERP is a beautiful evolution towards best management practices in the industry. Given the upcoming changes on our working habits, the extent and scope of this project, a proactive change management has become an essential condition for success. This is why, we set up a team of internal and external resources, of TALSOM firm, for which I will be responsible. Its main mission: GUIDE YOU THROUGH CHANGE. Specifically, as of the end of June, you will be informed on a regular basis, until the «go live» scheduled for February 2016. To this end, we plan to implement the following mediums and communication activities: •

Targeted ERP Website with specific content for each team;

•

Monthly Ocean ERP newsletter

•

Meetings and information exchange organized with process owners and super users, for the resources affected by the new ERP.

CAROLE GOUDREAULT SENIOR DIRECTOR HUMAN RESOURCES AND ERP CHANGE MANAGER

The ERP represents great learning opportunity. That is why we will be present throughout this project to foster the best possible progress for all.

OUR WORLD NEWS

Salvage of the Chaulk Determination In the last edition of the newsletter, a team was busy carrying out the salvage of the Chaulk Determination sank at the Port of TroisRivières. The operation was successfully completed on February 2st. The refloating took place slowly but surely. Centimeter by centimeter, from stem to stern, the metal structure of the tug was removed from the St. Lawrence waters up to its normal waterline. When lifting the ship, it was necessary to ensure that water was spreading evenly inside the hull to avoid unbalance. Watch the video of the operation on our YouTube channel.

youtu.be/avvykcSnmE8

The next generation! On March 26th, Ocean Remorquage Montréal welcomed young students from secondary 3rd, 4th and 5th during the 5th edition of Welcome aboard! The event organized by the Comité sectoriel de la main-d’œuvre de l’industrie maritime, in collaboration with the Montreal Port Authority, enabled the students to visit the OCEAN ROSS GAUDREAULT, a container vessel, the port facilities and the control center of the Saint Lawrence Seaway. On May 1st, Ocean Remorquage Québec welcomed young One-day Explorers. Students from secondary 4th and 5th from the region had the opportunity to live an internship experience in the workplace.

Ocean coffee shop Ocean recently confirmed a partnership with the Institut maritime du Québec (IMQ) to renovate the IMQ student coffee shop. Concerned by maintaining an attractive living environment for the students, the Institut was seeking for a partner who would help realizing the renovation project of the student coffee shop. This common living area is heavily used by students. To thank Ocean for its outstanding contribution, the IMQ will rename the student coffee shop Café Ocean and the latter will be unveiled in fall 2015.

OUR WORLD NEWS

Coveralls Following the continuous improvement workshops on waste, new coveralls will be delivered at the shipyard. These will be navy blue with regulatory reflective stripes. They will be embroidered with the company logo and the name of each worker for easy identification. The coveralls will be washed and repaired throughout their useful life by an external supplier, as it is the case for employees working in Québec workshops. More details on the distribution and the maintenance program will follow shortly.

Défi-Entreprise Congratulations to the employees who took up the Challenge! Despite the cold weather, twenty-five brave employees participated in the Défi-Entreprise. The event took place Sunday, May 31st, in Ste-Catherine-de-la-Jacques-Cartier. It brought together over 7,000 people from 230 companies in the greater Québec area. Ocean, in partnership with Polar company, decided to offer participants the chance to win a heart band and a GPS watch. The drawings were made under the Ocean tent following the event; Tommy Thériault, director for OMW and Catherine Lemieux, ERP super user won among those who completed their goals.

Did you know …? A safety backup is performed every day for all data that are in the following directories and files on the network: • • • •

G: H: I: Emails (Exchange)

It is POSSIBLE to recover this information.

Computer capsule The data stored on your computer are not saved. These directories and files are: • • • • •

C: Librairies (Documents, Images, Music, Videos) USB device CD, DVD

Data saved directly to your computer or external devices cannot be recovered in the event of breakage or computer failure. It is strongly recommended that you save your documents on the network. The informations saved in the H: directory are strictly confidential; it is a personal vault personalized to your username. This directory allows you to access your documents from any workstation configured on the network by logging in your name. Send us your comments at support@groupocean.com

It is IMPOSSIBLE to recover this information.

OUR WORLD NEWS UPCOMING EVENT

Sugar shack activity - Spring 2015

YOUR SOCIAL CLUB Your Social club is managed by a committee of volunteers that organizes various recreational activities and draws with the funding coming from membership fees and especially from the profits of the coffee sale and other items in vending machines located in the cafeterias in Québec offices. For demographic reasons, the activities are often organized in the region of Québec. This does not mean that all employees cannot become members. Everyone can benefit from the many draws that are organized throughout the year in addition to the chance to win one of many great prizes at year end. Since the social club founding in the early 2000s, the amount of the contribution is $1 per week, taken directly from payroll. Your social club wishes to preserve this level of contribution while continuing to offer enjoyable activities. This is why a registration fee rate of $ 5 will soon be required for certain activities that are more expensive. The new measure aims to engage members to participate once they have registered. A nonmember fee will also be offered to allow members to invite their friends and family by saving on the regular price of the activity. Several exciting events are coming in 2015 including a brunch at the Aquarium of Québec, an outing at Bootlegger steak house and tobogganing at the Massif de Charlevoix. It is never too late to become a member of your social club; the membership form is available on the intranet. Your social club is always looking for dynamic and dedicated volunteers to ensure the success of its activities. Do not hesitate to communicate your interest by contacting the committee at club.social@groupocean.com

COME PLAY WITH US ! 15TH EDITION OCEAN ANNUAL GOLF TOURNAMENT DATE Saturday, July 18th Shotgun starts at noon LOCATION Club de golf Le Montmorency 2700, avenue du Sault Québec REGISTRATION (at the latest on June 26th) oceantournoigolf@groupocean.com The Social Club offers the carts, the tournament is followed by dinner and numerous prizes will be awarded! If you have comments or suggestions to improve this newsletter, please let us know! Communicate with us : vicky.boivin@groupocean.com or rose-marie.hache@groupocean.com