Changes to VMS

Significant changes

It has been over a year since the last revision of the VMS.

Therefore , there are quite a number of additions, alterations and corrections to the
documents – all of which cannot be detailed in a paragraph. Therefore, the major changes
are detailed in the introduction of this article (Annex A) with more detailed particulars listed
in Annex B.

The latest revision is 5.0.1.

In addition to many other standards, the VMS has been altered to comply with the key
components of the following:

 ISO 9001 : 2015

 ISO 14001:2015
 TMSA 3

Compliance with Exxon Criteria is dependent on individual vessels.

Note that the “Previous “Safety and Environmental” Chapter has been split. There is now an
individual “Safety” and “Environmental” chapter.

Please also note that the old “Crew Cell Process” Chapter has been replaced with the Crew
Management Manual in the latest revision of the VMS. Element 3 of TMSA is largely
addressed in this revised manual which has been written to standardise the approach in
recruiting and servicing our seafarers in the various Crewing Offices. Note that the
promotion process is excluded for crew management and TP crew supply clients.

A polar Code template has been included.

The generic Sopep / SMPEP has been removed to avoid Master’s erroneously printing out
the latest version and discarded the approved version. The Emergency checklists are still in
the system under Safety Section 2.3
 Annex A – Major Changes
VMS Platform

The first item which you will note is the different “look” to the VMS. Click the icon under
“New to the VMS?” for guidance on navigating the VMS.

The Company & it’s Policies (C&P)

Major changes to note are as follows:

 “MS&Q” title changed to “HSEQ”

 New section added covering how best practices are incorporated within our VMS.
 New “Technical” Policy
 New section added outlining the Customer Temperature dashboard and its aims.
 Regional Offices must prepare a specific office fleet cell and team structure which
should be reviewed during the Management Review Meeting detailed in COP 2.3.7.

Company Operations Procedure (COP)

Major changes to note are as follows:

 “MS&Q” title changed to “HQSE”

 A copy of all office risk assessments are to be entered to Shipsure.
 “PSC Detention - Office Process” added.
 Management Review – Agenda and Report format amended to meet TMSA 3
requirements – See article below:

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Management

Senior management are required to demonstrate a clear commitment to implementing the

SMS. This is done through continuous monitoring and review of our performance via:

(a) Quarterly Management Meetings:

Management Meetings were previously held on an annual basis. The frequency has been
changed to quarterly meetings to ensure reviews required by TMSA 3 are carried out – e.g.
Reviewing HSSE targets. The Management Review and Agenda have been amended to
reflect the required topics to be discussed in each meeting. It is important that the revised
format is used at the next meeting.

(b) Action Plans

It is required that the steps required to HSSE excellence are clearly defined by management.
An Action Plan is now to be included in the Management Review containing high level short
and long term goals.

(c) Customer Temperature Dashboard:

The Customer Temperature dashboard provides an at-a-glance view of our performance

across key service areas allowing us to measure performance from the point of view of:

• Clients

• Vessels

• Offices and;

• The Group as a whole

The ability to view the KPIs at a vessel, fleet, office and Group level, enables us to quickly
assess where we need to provide additional support to address operational concerns as well
as share best practice. The Customer Temperature dashboard helps identify operational
concerns by using a mixture of lagging (LTIF, Serious Incidents etc.) and leading (Retention,
Overdue Inspection etc.) indicators.

(d) Performance Monitoring

Performance indicators must be developed to monitor fleet reliability. The revised version
of Shipsure is being developed to ensure that performance indicators are measured for
individual vessels and fleet wide.

HSSE excellence must be fully understood and supported by vessel and shore-based
management teams. Communication is key in this process. Means of communication may
include:

• Webcasts.

• Mission statement cards.

• Vessel/office visits.

• Safety bulletins.

• Company newsletters.

• Vessel feedback.

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  Changes to the Contingency Chapter to comply with TMSA 3 – See Annex B – Points
detailed in 3.1.3 / 3.1.8 / 3.1.12 / 3.1.13 / 3.1.14.
 Chapter 13 is the “Management of Change” Chapter previously embedded in
“Marine, Safety & Quality” as it applies to all.
 Audits – See below:

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Audits

One of the requirements of the revised TMSA is the inclusion of COMPREHENSIVE audits
specifically aimed at areas of ship operation previously included in the general audit
program. Navigational audits have been required in the previous version but
comprehensive audits are now to be completed by a suitably qualified and experienced
company representative in the following areas:

 Engineering (Element 4) ) – To be introduced in 2018.

 Mooring (Element 6) – To be introduced in 2018.
 Cargo Work (Element 8) – MAR 10 introduced in latest VMS Revision.

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 Inspections by Superintendent:

Add

Witness a test of the BA Compressor.

Where accommodation permits, superintendents should maximise their time
and take the opportunity to assess operations and the onboard culture, by
living onboard the vessel for the duration of the visit. The Superintendent’s
visit should ideally commence when vessel comes alongside and terminate
shortly before the vessels departure to sea. Any deviation from this must be
agreed with by the Fleet manager.


Fleet Operations

Major changes to note are as follows:

 New section “Navigational Alarm Management”

 New Section on Passage planning requirements when calling at non-routine new
ports or utilising non-routine navigational routes.
 New anchoring sections added ( See 3.12 in Annex B)
 “Snap-Back Zones” – Updated to cover new industry recommendations discouraging
permanent marking of snapback zones.
 New Mooring sections added – See 3.13 in Annex B
 Navigation audits – See below:

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Navigation

Navigational Self Assessments Frequency

Element 5 requires that a procedure is in place requiring the Master to conduct a

navigational audit to ensure compliance with navigational regulations and VMS procedures.
The frequency of the audit has changed from 3 per annum to every quarter in the latest
VMS.

Navigation Audits

Element 5 requires that a procedure is in place for appropriate shore-based personnel to

conduct navigational verification assessments. (5-2.2). In addition, comprehensive
navigational audits are required while on passage by a suitably qualified and experienced
company representative at intervals not exceeding two years.(5-3.3). To reach level 4.1 ,
these sailing audits must be conducted annually – the distinction being that they are
conducted while on passage by a suitably qualified and experienced person , either from the
Company or by an external party.

Therefore, the VMS stipulates that all fleet vessels must be audited while on passage at
intervals not exceeding 12 months. Of the audits over two years, one MUST be conducted
by a Company representative.

Note: The 40 page audit to be used by the C&Q Superintendent has been removed from the
VMS and NAV 15 is to be used. This allows comparison with Master's quarterly audit.

Recurring defects in navigational equipment

Please note that 5.2.4 requires a procedure to identify recurring defects in navigational
equipment across the fleet. The current version of Shipsure has no facility to automatically
carry out a data analysis for this so at the present time, manual manipulation of data will be
required by each office. A request has been placed to provide a facility in the next revision
of Shipsure due out in 2018.

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 New requirements for risk assessment considering simultaneous operations – See

4.12.1
 Critical Equipment – New guidance for Postponement of Maintenance task on
Critical Equipment Procedure
 Critical Equipment – See below:

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Whilst identification of critical spares requirements is addressed within the

VMS, there is now a requirement to maintain an optimum spare parts inventory or
system redundancy for all vessels.

Our technical team are working to address this issue.

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Safety Chapter

Major changes to note are as follows:

 HEALTH SAFETY & ENVIRONMENTAL (HSE) COMMITTEE AND SAFETY

REPRESENTATIVE to include one ER and one deck Rating & one member of the
Galley Staff.*

Environmental Chapter

The environmental chapter has been made unique and largely due to changes required in
Element 10 of TMSA 3. Masters and C&Q Managers will be required to study this chapter
to effectively implement requirements both on board and in the Office. The chapter is the
environmental Management Plan. The plan identifies all sources of marine and atmospheric
emissions attributable to company and vessel activities.

A form (ENV01) has been introduced to quantify the amount of emissions each vessel
generates. Note that only certain categories are to be reported initially as detailed on the
form. The Shipsure Module is to be developed to remove need for this form.

Each Office will be required to set environmental and energy objectives and targets and
implement processes to achieve them. An Environmental Management System (EMS) Team
is to be established and shall be headed by the Compliance and Quality Manager and will
include at least 5 members. An impact and aspect register is to be established and
maintained along with a legislation register.

On board , The Chief Engineer is to be the appointed Environmental Compliance Officer

(EVO).

Reviews of compliance against targets are to be regularly carried out to demonstrate

efficient use of energy and measures actions to improve environmental performance.

In essence, each office is to maintain 14001 standards even if not accredited.

Onboard Crew Management

 Note that the medically recommended maximum weekly intake of alcohol is now 14
units for both males and females. All seafarers are advised to abide by this guidance
in order to promote a healthy lifestyle.
Ship Specific Operations

Please refer to Annex B

SSTRB

Please refer to Annex B

Forms:

Office:

 Note changes to RSQ02

Vessel:

 Nav 03 – New format – Includes basic and more complex options

 Nav 06 – Requires initialling of each item joining crew member familiarised with.
Annex B
Changes in detail:

The Company & It’s Policies

Ref. Change Details

1.3.3 New section added providing instruction and form for client access.

1.3.6 New section added covering how best practices are incorporated within our
(New) VMS.

1.5 New top level policy added – Technical Policy.

1.8 (New) New section added outlining the Customer Temperature dashboard and its
aims.

2.3 MSQS Responsibilities

Add

8) The MSQS is designated as shore-based person responsible for

navigational standards with the authority to implement suitable controls to
ensure these.

2.2.6 Added description and link to new form – RSQ23 – Anti-Bribery / Corruption
Register

2.2.6 Section covering “Gratuities” inserted. Previously located under FOP 1.1.13.
3.5

Regional Offices must prepare a specific office fleet cell and team structure
which should be reviewed during the Management Review Meeting detailed
in COP 2.3.7.

Company Operating Procedures

Ref. Change Details

1.3(a) Master’s Filing system

File 10: Security (TO BE KEPT SECURE)

10.1 Ship Security Plan disk (where eSSP in use)

1.10 New section added detailing requirements for sending Fleet Updates.
(NEW)

2.1.3 A copy of all office risk assessments are to be entered to Shipsure.

Removed:
that copies of all office risk assessments are submitted to Marine Operations Compliance
department (MOCD).
2.1.1. 2.1 Risk AssessmentThe purpose of this procedure is to ensure that means of controlling
risk are in place in the company management offices.A risk assessment is designed
to:Identify all hazards.Analyse / assess the risksExplore options and identify controls to
 reduce the risks. Identify benefitsImplement actionInstigate action for monitoring and
reviewEstablish responsibility2.1.1 ApplicabilityThis procedure is to be used by the
Marine Operations - Technical in each of the regional offices.Risk assessments are
required to be carried out as follows: for any new business bid, whether it is for ships
into management, a new venture or a general project; as part of the contract review
process;as part of any decision-making process where the regional office Managing
Director (MD) or any other manager, deems they’re to be additional or non-routine risks
involved.as part of the management of change process when any significant changes are
to take place to onboard procedures or equipment, irrespective of whether such
changes are of a temporary or permanent nature.Risk assessments are to be
carried out prior to commencement of a project using all information available at the
time. Reference to the Safety Manual Chapter 7 should be made for the risk assessment
process.

2.2.6 Sections on - Visible Leadership / Senior Manager Visits added. (Moved from
Responsibilities section in Company & Policies)

2.2.10 1) if, prior to arrival, it is apparent that equipment is defective or missing which may
possibly result in a PSC detention, an action plan must be made by the office in
conjunction with the vessel in order to attempt to clear the deficiency before the ship
arrives. If however the deficiency is unable to be cleared, the port state is to be
contacted by the Master in advance with permission from the management office
giving details along with the action plan for rectification. Port state will be far more
cooperative with the ship and the Company if we work with them and advise them of
problems rather than discovering defects themselves.

2.2.10 “PSC Detention - Office Process” added. Details action to be taken following PSC detention.
Previous details removed from FOP 1.4.4
2.3.7(e) Change to MR agenda – 23-2-17
 Minutes of and follow up from the last Management Review Meeting

 Regional Office specific organisational charts Review

 VMS Policy and Objectives

 Industry Experience and Development including changes to statutory and customer

requirements that may have an effect on the VMS

 The Overall Effectiveness of the Management Team

 Findings of Internal and External Audits

 Master’s Reviews

 Effectiveness of and Suggestions for the VMS Improvement

 Effectiveness of VMS Processes, Procedural Instructions and Checklists

 Significant Internal and External Surveys and Inspections

 Significant Recommendations/Conditions of Class and Memo’s

  Analysis of Accidents and Incidents

 Effectiveness of actions taken to address risks and opportunities

 Crew Selection and recruitment policy

 ISO 14001 – Environmental Management System

 ISO 50001 – Energy Management System

 Review of Management of Change Assessments

 Opportunities for improvement

 Review of Interested Parties List (Owners, Employees, Flag & Port State, Class
Societies, Suppliers, Port Authorities ,Oil Majors, etc. )

 Review of performance of Interested Parties.

 Review of feedback from Interested Parties.

2.3.7(e) Change to MR agenda – 23-2-17

 Review of Management of Change Assessments, including RSQ02’s.

2.3.12 2.3.12 Shipboard VMS Internal Audits

Audits are to be carried out by, but not limited to, the following personnel:V.Group QSE
Auditor*Fleet SuperintendentsMarine SuperintendentsMarine, Safety and Quality
Superintendents

*Fleet cell can instigate an audit by writing to [email protected]. Alternatively if an

audit plan is given to the QSE audit team, the QSE Team will send out the planner for the
coming month as they plan the audit. The responsibility for compliance with audit schedules
remains with the Fleet Cell.
2.4 New section added covering On-Board Training (OBT)

2.6 Changes to external party documentation Vessel: Relevant Fleet Manager.

Office: Fleet Director.
Changes not in the above categories Vessel: MS&Q Manager (or equivalent) in
consultation with the Fleet Director
Office: MS&Q Manager (or equivalent) in
consultation with the Fleet Director
Major Projects/Senior Management Office: MOCD/GDMO
Changes
3.1.3 The Managing Director of the regional office, or person nominated by the Managing Director,
shall be responsible and accountable for the implementation of this procedure and for the
delegation of tasks to the designated responsible personnel. The Managing Director shall
ensure that a suitable facility within the office is allocated to respond to a shipboard
emergency. Such a facility will be equipped with suitable communications equipment,
computers and visual aids, and be regularly reviewed to take account of new technology.
The MD is also responsible for ensuring:
  Individuals are identified to fill each ERT role
 Alternates for key ERT positions are identified
 Relevant office personnel are trained in their respective emergency response roles.
This will include media training for key staff.
 Means to support a protracted emergency response are identified
Note: Considerations for supporting a protracted emergency may include:
- Managing fatigue of the emergency response team
- Catering and hygiene services
- Accommodation
- Safe transportation of the response team
- Periodic review of level of response
- Maintaining safe operations of the fleet
3.1.8
The timescale for conducting and close-out of incident investigations, along
with corrective actions, should normally be in line with the investigation matrix
link shown above.

Once the decision to close the Incident Log has been taken, the ERT under the
chairmanship of the Managing Director is to hold a review meeting to establish the
under-mentioned points and also to brief the company’s lawyers in case litigation ensues:
The root causes of the incident, if known.
The consequences of the incident.
The management of the incident.
The incident log.
The implications of the incident for the Company’s procedures.
The lessons to be learnt and effectiveness of the contingency planning
Recommendations on any necessary corrective actions
Implementation of the recommendations.
Review of any official report by the Flag State on the incident if applicable.
Review of any emergency response plans used in the contingency.
3.1.12 Contact details for the Contingency Planning Information File must include:
Contact details of:
 Office personnel
 Regional offices
 Crew manning offices
 Clients
 Salvage and towage contractors
 Emergency response services
 Class
 Flag States and local authorities
 Charterers and cargo owners
 Hull and machinery insurers and P&I
 Media consultants
 Legal resources
 Manning agents where appropriate
Logistic resources, including travel and procurement
3.1.13
Media training shall be given to key staff in order to provide good control and consistency
during a crisis. Records shall be maintained listing names of staff that have been trained or
have taken part in drills and those who have yet to be involved.

3.1.14
Upon completion of the drill, a review should be held with all participants attending. The
review should aim to identify if the objectives of the drill were met and if they were not
met, identify the reasons why and what steps should be taken to ensure that objectives can
be met in the future. Any emergency response plans used during the drill should be
 reviewed following the drill.

A person should be nominated to develop the scenario and set the objectives of the drill.
External resources and vessel personnel may be invited to actively participate in planned
exercises and drills
3.2.1.

Removed reference to Apendix I & II.

4.3 Vessels are grouped together in Fleet Cells and it is essential that any member communicating
with a vessel copies in appropriate members of the cell. This will ensure that the
management team ashore are aware of routine operations being carried out onboard their
designated vessels.
To reduce the amount of hard copy paperwork onboard the vessels, Masters are to use the
electronic forms in the VMS and Shipsure e-forms. Where an electronic form can be used and
sent electronically, this will replace the need for the paper form being completed. Shipsure e-
forms are date and time stamped so the act of transmitting the export file to the office will
replace the need for a handwritten signature on the forms. Likewise, forms sent via email
with digital signatures are also acceptable. A full log of previous forms for record keeping and
audit purposes are contained within the Shipsure system.
Routine communication should be transmitted using the most cost effective electronic
messaging system onboard the vessel, e.g. e-mail.
4.6 (NEW) New section added “Operational Communications” with sub section 4.6.1 “STS Approval
Process”
4.7 Where deemed necessary by the line manager, relevant Office staff with planned absences
(whether temporary or permanent, vacation or business), must handover to another
member of staff to ensure continuity of responsibilities.

5.9.1
a) Fleet Manager
The Fleet Manager is responsible for allocating sufficient resources within
the fleet cell to ensure that vessels are operated in a safe and efficient
manner, and for reporting any difficulties in the provision of such support
that may require additional resources to the Fleet Director.

Remove:

In cases where a superintendent is planned to be absent from the office for

an extended period (e.g. one weeks or more) then a handover is to take
place in order to ensure continuity of responsibilities. This handover is to
be documented (e.g. email or memo).

The Fleet Manager shall maintain oversight of the Certification, Budget and
Funding situation of the vessels under his control and take the necessary
actions advice the Fleet Director of any serious concerns in these matters.
The Fleet Manager shall ensure that the Shipsure record certification due
dates is accurately an timeously maintained.
 b)
5.10.2 Was

Company superintendents, (fleet and MS&Q) visiting vessels in management,

regardless of purpose of visit are required to carry out as many as possible of the
following within the operational constraints on board at the time of the inspection, if the
visit is a sailing visits all of the following must be carried out with the assistance of
checklist OPS01.

Now

Company superintendents, (fleet and MS&Q) visiting vessels in management,

regardless of purpose of visit are required to carry out as many as possible of the
following within the operational constraints on board at the time of the inspection, if the
visit is a sailing visits all of the following must be carried out :
Now
Prior to visiting the vessel, the Superintendent should be fully prepared for the inspection
by holding a discussion with their Line Manager using OPS01 to ensure awareness of any
issues – both regional and Group wide - on safety, quality, environmental , crew,
insurance, and purchasing issues.
The Superintendent should create an agenda from the discussion and forward this by
email to the shipboard management team advising any special requirements (e.g. venting
of tanks to be inspected) which need advanced planning/organisation. This is also a good
opportunity to ask the onboard management team for any concerns or issues they wish
to discuss during the Superintendent visit.
Onboard discussions of the agenda are to be recorded in the Monthly Management
Meeting. On return from the vessel, OPS01 is to record a debriefing session between the
Superintendent and his line manager. Issues raised in the debrief should have been
included in the OPS03/12 report.

5.10.2 Add

Witness a fire/emergency drill involving maximum use of BA sets and fire fighting
equipment, including fire flaps and take part in the post drill debriefing. Witness a test of
the BA Compressor.
5.10.2 Where accommodation permits, superintendents should maximise their time and take
the opportunity to assess operations and the onboard culture, by living onboard the
vessel for the duration of the visit. The Superintendent’s visit should ideally commence
when vessel comes alongside and terminate shortly before the vessels departure to sea.
Any deviation from this must be agreed with by the Fleet manager.

7.14.3 The Crew Cell shall keep the MOTO updated with developments by email or by using
the monthly update of Medical Status Form (CRW05).
12.1 Proposed Text: Additional text in Red

12.1 POST FIXTURE - GENERAL

12.1.1 Purpose
Client's specific written requirements as per the post fixture agreement and
charter party clauses are to take precedence over this procedure. The post
fixture agreement and other external documents shall be maintained as
directed by the Commercial Operations Manager.

13.0 Management of change section moved from Safety and Quality.

Fleet Operations

Ref. Change Details

1.2.5 New section added “Cargo Operations Audit (MAR10)” detailing requirements for a cargo
operations audit.

1.3(a) Master’s Filing – Add eSSP disk (where carried)

2.3.2 Add

The VMS is the Safety and Quality Management System used by the Offices of the
Marine Operations – Technical and by all vessels managed therein.
The system depends upon the following components:
the VMS in the form of processes and procedures
ship's staff trained in the VMS
office staff trained in the VMS
certification to the requirements of the IMO, ISM Code, ISPS Code, ISO
9001:2015, and ISO 14001: 2015, ISO 50001:2011 and MLC2006

The Compliance & Quality Department will ensure all Ship

Management Offices have access to Regs4Ships & LR Rulefinder. This
will provide the most up-to-date editions of regulatory publications and
industry guidelines to supplement the VMS. Where necessary, offices may
purchase relevant publications from suppliers in hard copy of e-book form
to enhance their technical library.

3.2.7 Section “Chart Accuracy” – Clarification on minimum UKC with regard to

CATZOC.

3.2.1 New section “Navigational Alarm Management”

3.2.1 Section “Testing of Critical Systems in Restricted Waters” has been inserted. This was
originally located in FOP 3.9.14 C).
3.2.1 Section “Shaft Alternators” has been inserted. This was originally located in FOP 3.9.14 A)

3.1.1 Section “Contact with Duty Engineer During UMS” has been inserted. This was originally
located in FOP 3.9.14 D)
3.3.2 Add:
Passage planning requirements when calling at non-
routine new ports or utilising non-routine navigational
routes

When a vessel is programmed to call at a non-routine new port

or use a non-routine route between ports of call the passage
plan must be reviewed by a vessel control group C + Q
Superintendent. The DPA should be consulted if required.

Non-routine routes should be considered routes which are not

described in the Ocean Passages for The World -NP 136 – and for
 coastal routes IMO Ship Routing . Any route which is detailed in
the appropriate Admiralty Sailing Directions shall not be
considered as a non-routine route. Routes such as the Magellan
Straits / Great Barrier Reef for which the vessels senior
navigation officers have no experience in transitting shall be
considered non –routine.

Non-routine new ports should be considered as rarely visited

ports within the experience of the management office also
considering the size of ship involved. If there is doubt
about whether a port shall be considered a non-routine new port
the management office shall be consulted.

3.8.13 New section added – “Position Cross-Checking (Verification)”

3.12.1 New section added – “Emergency Anchoring”

3.12.1 The Master and bridge team must discuss:

Weather forecasts
Anchoring position
Holding ground
Depth of water
Expected height of swell
Local currents
Draft of the vessel

Note: Also considered other issues such as contingency, specific port requirements, pilot
& pilot book advice etc. It may be appropriate for the vessel to remain offshore until
the identified risks can be adequately minimized.

Keep a vigilant Anchor Watch and be alert for any possible closing situations which may
develop. The lack of situational awareness by navigation watch officers in not detecting
or responding in a timely fashion to their vessel dragging anchor or failing to alert other
vessels in the vicinity is a significant cause in many anchorage casualties.
3.12.1 New section added – “Anchor Readiness”

3.12.9 New section added – “Anchor Dragging / Emergency Departure from Anchorage”

3.13.1 New section added – “Mooring Equipment and Fittings”

3.13.2 “Snap-Back Zones” – Updated to cover new industry recommendations discouraging

permanent marking of snapback zones.
3.13.4 “Mooring Management” – Updated to expand on:
 Means of obtaining port information if visiting for the first time
 Composition of mooring teams
 Certification / training of persons involved in mooring ops.
 Emergency departure from berth
3.15.5 “Care and Maintenance” – Minor updates including a paragraph covering storage of mooring
lines
3.13.14 Section renamed “Towing, Escort, Pull Back, Line Handling Boats and other Support Craft” and
expanded to cover:
 Bollard pull and vessels bitt SWL
 Line handling boats and other support craft
 Escort tugs
 Pull Back
3.13.17 New section added – “Handling of Tugs & Line Handling Boats” which covers:
 Procedures when using tugs
 Handling of tug lines
 Precautions when using line handling boats
3.13.18 New section added – “Heaving Lines”, which covers the safe use of heaving lines.

3.13.19 New section added – “Mooring at CBM’s / MBM’s”

3.13.20 New section added – “Tandem Mooring at F(P)SO’s”

3.13.21 New section added – “STS Operations (including reverse STS)”

3.13.22 New section added – “Double Banking at Berth”

3.13.23 New section added – “Consultation with Manufacturers”

4.1.3 Table in section “Standby situation, restricted visibility and other navigational situations”
updated as per Circ/Tec/0091.
4.6.15 Change Highlighted : Inlet temperature is usually > 90 Deg C.

Technical operations, 4.6 Main Propulsion Machinery, 4.6.1 Diesel Engines, 4.6.15 Centrifugal Purification requires
keep inlet temperature >85C. The temperature to be changed to not less than 90C, as purification process will go
correctly only at 90C or above .
4.10.1 Out - Upon completion of the repair works the vessel is to sail from the yard in a
safe condition as soon as possible. It is essential however, that adequate function
tests and inspections are carried out under the supervision of FS of all safety
systems and systems that had been disturbed during the repair period.
A Critical Operations Checklist (SAF 16) must be compiled in order to ensure that
all critical equipment, such as key navigational, propulsion, steering, cargo,
ballast, fire and gas detection systems are tested. Also to be included is the
replacement of bottom plugs, anodes, sea chest valves correctly set and ensuring
echo sounder and Doppler transducers are cleared and written confirmation that
all personnel are adequately rested before departure.
The SAF16 must be completed by the Master under the supervision of the Fleet
Superintendent after completing repairs, before and during flooding and prior to
departure from the repair facility. TEC 26 (testing of safety automation and
protection devices). The completed checklists are to be sent to the management
office before sailing.

In - Completion
Upon completion of the repair works the vessel is to sail from the yard in a
safe condition as soon as possible. It is essential however, that adequate
function tests and inspections are carried out under the supervision of FS of
all safety systems and systems that had been disturbed during the repair
period.

A Critical Operations Checklist (SAF 16) must be completed by the Master

under the supervision of the Fleet Superintendent, before and during
flooding, after completing repairs and prior to departure from the repair
facility. TEC 26 – Departure from Dry Dock Checklist, must also be
completed by all vessels prior to departure. The completed checklists are to
be sent to the management office before sailing.

SAF 16 forms must be compiled in order to ensure that all critical

equipment, such as (but not limited to):, key navigational, propulsion,
steering, cargo, ballast, fire and gas detection systems are tested. Also to
be included is the replacement of bottom plugs, anodes, sea chest valves
correctly set and ensuring echo sounder and Doppler transducers are
 cleared and written confirmation that all personnel are adequately rested
before departure.

4.12.1
This procedure shall ensure that the vessel has adequate fuel
to conduct the voyage safely and that safe bunkering
operation, compliant with industry best practice, is in force.
Bunkering operations must be completed without threat to
either personnel or the environment.
A risk assessment shall be carried out prior to bunkering
operations, any existing risk assessment relevant to the type
of bunkering operation shall be reviewed accordingly.
In the case of simultaneous bunkering from a bunker barge
alongside and cargo operations at a loading or discharge berth
a specific risk assessment shall be compiled that identifies all
the risks associated with simultaneous operations.
Critical phases of the cargo operation shall be identified within
the assessment and no other non-cargo operation shall be
conducted during these operations.
Bunkers can be delivered by terminal pipeline, bunkering
barge whilst alongside a terminal or at anchor, STS transfer at
sea or in some cases by road tanker. Small quantities of
lubricants can also be delivered in drums / packaged form.

4.12.5 Inserted new section - “Letter of Protest”. This section was originally
located in 4.13.2.

4.12.4 Section “During the Transfer” has included requirement to check non-
bunker tanks during bunkering:

Tanks not being bunkered are to be frequently monitored on an hourly basis to

ensure that oil is entering only into the correct tanks
4.12.11 Clarification on the authority required for commingling of different fuel
stems.

4.14 1. To enhance the guidance provided in VMS about the actions to be

taken in case of Failure of Critical Equipment.
2. To provide guidance in VMS about the procedures to be followed if
maintenance of critical equipment is going to fall over due and
requires postponement.
To provide guidance in VMS on testing of critical equipment, alarms and
safety devices.

Following added:

Guidance for Postponement of Maintenance task on Critical Equipment

Procedure

1) Critical equipment routines / maintenance must be identified in the

PMS. Priority must be given to these jobs.

2) Depending on the trade of the vessels and nature of the voyage,

forward planning must be carried out. Maintenance should preferably be
brought forward rather than postponed or allowed to become overdue.

3) For critical equipment, the target should be ‘no overdue

maintenance’. If for any reason, the maintenance cannot be carried out,
then approval for postponement must be obtained from the Superintendent
and reason for same should be recorded.

4) Critical maintenance task can be postponed only once by the Fleet

Superintendent, each period is a maximum of 15 days.

5) Any further postponement or an extension in the stipulated period

must be approved by the Fleet Manager. A record must be maintained.

Testing of Critical equipment, alarms and safety devices

1) Alarms and Safety Trips should be tested as applicable utilizing the

Standard testing equipment provided on the vessel. The alarm or the cut
out value should be carefully noted and checked to be in compliance with
the settings recommended by the Maker’s. Any deviation from the required
value should be corrected immediately and the test repeated to determine
the correct set value. Proper record of the test and calibration should be
maintained. Where alarms and trips can be activated from multiple
locations, the vessel must draw out a schedule to ensure that these are
tested from all the locations on a regular basis.

2) All malfunctions in the alarm system should be attended to

immediately. During such time malfunction exists, the Engine Room is to be
kept manned and the equipment closely monitored.

3) All Officers are to familiarize themselves with the Emergency stops

provided in the equipment, especially in the main propulsion system. Their
functions and the importance should be well understood. These are to be
used only in an Emergency whereby the safety of the vessel is found more
endangered than the equipment.

4) Critical systems, alarms, control and shut down systems operating

parameters/set points are listed in the PMS / manufacturer’s
recommendations.

5) If any significant deviations from a design set point are found during
routine testing/maintenance of critical systems, alarms, control or
shutdown systems, it must be reported to the Chief Engineer immediately.
Safety
Safety and Environmental has now been separated into 2 separate chapters.

Ref. Change Details

2.3 New link added for matrix of SOPEP / SMPEP Checklists.

3.3.4 Minimum Frequency

Launching of rescue boatMonthlyManoeuvring of each lifeboat in waterThree MonthsFree-fall
lifeboat lowering in the waterThree MonthsFree-Fall lifeboat free-fall launchingSix Months*
*If freefall lifeboat launching is deemed impractical, an extension to the
required frequency may be permitted by application to the Flag Administration.

3.10.3 There are normally three watches in a 24 hours period: (ship-specific variations may
occur)
• 0000 - 0400 and 1200 - 1600 2nd Officer and a rating
• 0400 - 0800 and 1600 - 2000 Chief Officer and a rating
• 0800 - 1200 and 2000 - 2400 3rd Officer and a rating

Note: Where an additional deck officer is carried, the Chief Officer may be relieved of full
watch-keeping duties but should take part in a navigational watch on a regular basis to retain
navigational watch keeping skills. ADM24 (Scheduled working arrangement form) should
reflect these arrangements.
4.5 HEALTH SAFETY & ENVIRONMENTAL (HSE) COMMITTEE AND SAFETY
REPRESENTATIVE

The Committee

The committee is to provide a forum on board where matters concerning

safety, health and accident prevention can be openly discussed.

The committee will comprise of the following:

Master (acting as Chairman)

Chief Officer (Safety Officer)

Chief Engineer

An Officer (act as Committee Secretary to record minutes)

An Officer *

One ER and one deck Rating *

One member of the Galley Staff.*

7.4 A formal Risk Assessment must be carried out:

On any work activity where the VMS procedures explicitly require it.

Where risk of injury or damage to property is determined during initial planning.

Prior to routine planned maintenance of critical equipment

 Note: To Identifying alternative backup equipment and systems, necessary changes to
operational procedures, and any emergency safety measures.

Prior to non-routine repairs following equipment breakdown or arising from potential for
breakdown.

For all critical operations onboard.

Note: An operation which may be considered as “routine” with minimal risk in normal
conditions may present a higher risk where conditions change, such a heavy weather or
machinery failure.

Prior to any activity or operation where existing precautions are deemed inadequate to
complete the task safely.

Prior to an activity where crew are unfamiliar with the working environment i.e. deck crew
assisting in engine room tasks.

Prior to any new or unplanned activity or operation not covered within the VMS.

Each ship must identify its own particular activities and tasks by dividing the
vessels into locations or departments.

7.5 Record recalculated values on “Further risk control measures” tab in Shipsure
RA module

Caution: If risk levels are above Medium (3) after additional control
measures then a copy of the R.A is to be forwarded to the office via the
Shipsure R.A database for comment and approval before commencing task.

Review and sign the R.A .

Present RA to responsible officer for approval.

Updated “Tolerability” matrix and “Risk Assessment Process” to be in line:

8.1.1 RA now required for non-use of leather gloves when using:

 Power tools
(PPE Abrasive Wheels
Matrix
)
8.10.3 Section added covering Bosun’s Chairs:
Caution: The person in the Bosun's Chair must not control the lowering of the chair or
control the life line.
A standby person must control the life line.
Before each use:
 Examine and renew if any signs of damage to:
o the chair
o gantlines
o lizards
 Load test to at least four times the load they will be required to lift before a person is
hoisted.
9.4.4 Foam Systems
Foam Testing
Protein based foam and other alcohol resistant foam :
First test not more than 3 years after being supplied to the ship
After that, every year
Protein based alcohol resistant foam:
First test prior to delivery to the ship
After that, every year
The survey, sample collection, testing and analysis certification are to be in accordance with:

Previously was:
Foam Testing
 Alcohol resistance foam concentrates
8 First test not more than 3 years after being supplied to the ship
8 After that, every year
 Protein based foam
8 First test prior to delivery to the ship
8 After that, every year

9.4.4 Added requirement for:

 Monthly testing of foam tank levels.
 Stenciling “100% tank capacity “ and “Required Foam Level” onto foam tank.
From cancelled Circ RSQ/389
9.5.5 Section added “CO² Cylinder Valves - Safety Pins”

11.11. Add

11.11 Fixed Gas Detection EquipmentNote: When spaces are automatically monitored, no manual
monitoring is required provided that the automatic equipment is operational and properly
calibrated in accordance with manufacturer’s instructions.

Note: For vessels in Exxonmobil service, if the fixed automatic system is not fitted with a recorder,
vessels must also conduct sampling with portable equipment and maintain records.
Manual sampling when carrying cargo with flashpoint less than 60 deg C, or if the flash point is
above 60 deg C and the cargo temperature is within 10 deg C of the flashpoint, shall be conducted
daily. This can be reduced to weekly where all cargo on board is not
classed as low flashpoint.

12.7.2 Procedure updated to stipulate reporting and discussion of safe situations as well as unsafe
situations:
12.6 Accident and Incident Reporting & Investigation Process:
Procedure step added to include notification of all other contacts as per SOPEP
12.8 1) Report accidents/incidents resulting in damage creating threat of pollution:
 IMMEDIATELY to:
(i) DPA /Fleet Cell, who will advise Master on necessary
notifications to additional third parties.
(ii) Coastal State Authorities
 As required to:
(i) Flag State in compliance with Flag reporting requirements –
samples shown below:
1. Liberia Form RLM 109 & 109-1
2. Marshall Islands Form MI-109, MI-109-1, MI-109-2 & MI-
109-3
3. Gibraltar Form SGN 053

13.7 Add :

“Oil waste from oil residue (sludge) tanks must have no discharge connections to the bilge
system, oily bilge holding tanks , tank top or oily water separators. .Sludge may be disposed of
directly from the oil residue (sludge) tank(s) to reception facilities through the standard
discharge connection referred to in MARPOL Regulation I/13, or to any other approved means
of disposal of oil residue (sludge), such as an incinerator, an auxiliary boiler suitable for
burning oil residues (sludge), or any other acceptable means, each of which shall be annotated
in item 3.2 of the Supplement to the International Oil Pollution Prevention (IOPP) Certificate
Form A or B.For vessels constructed before 01 January 2017, sludge piping must be arranged
to comply with the requirements of the revised MARPOL Regulation I/12 not later than the
first renewal survey on or after 01 January 2017. Due to the revision of MARPOL Regulation
I/12, a Unified Interpretation for the prevention of sludge being transferred or discharged per
the provisions of new Regulation I/12.3.3 is contained in IMO Circular MEPC.1/Circ.867. This
provides as acceptable the use of a screw-down non-return valve in lines connecting to
common piping leading to the standard discharge connection required by MARPOL Regulation
I/13, for the prevention of sludge being transferred or discharged to the bilge system, oily
bilge water holding tank(s), tank top, or OWSs;”
Environmental
Safety and Environmental has now been separated into 2 separate chapters.

Ref. Change Details

3.1 Environment
The Superintendent (Fleet and MS&Q) of every vessel must ensure that
an environmental (MARPOL) compliance report (RSQ21) is completed on the
vessel entering management and at least every six months thereafter. The
Superintendent is to discuss the inspection and the findings with the Master
and Chief Engineer. All deficiencies are to be recorded in a detailed Defect List
OPS 13 (copy to be left on board) which will also be attached to the report and
action dates agreed with the Master and Chief Engineer. The Defects must be
uploaded to the Shipsure defect report program on the superintendent’s
return to the office . The system area used for all deficiencies should be “6.
Pollution Prevention”. The inspection type is “Environmental Compliance
Insp.”

13.9 Note: The annual verification should be conducted following the

manufacturer’s requirements. Where maker’s verification kits are
available, it is recommended that these kits are used to conduct
onboard annual verification by the crew.
Where on board verification cannot be performed, land a sample
ashore annually for testing in a shore laboratory. Shore test standard
to be USEPA 1664 or equivalent. Contact your Shore Management
Team for sampling and dispatch instructions.

All tests must be logged.

IN Flare 21.2 Incinerator
Environment
al Chapter The Incinerator burning capacity stated in the manufacturer’s manual must be the
same as the capacity stated on the IOPP Form B, Section 3.2.1. The amount of sludge
incinerated daily, as recorded in the ORB, should be within the maximum capacity as
described on the IOPP Form B.

Changed to:

The Incinerator maximum burning capacity to be identified within the

manufacturer’s manual. The quantity of sludge incinerated daily, as recorded
in the ORB, should be within the range of the maximum capacity as described
in the manufacturer’s manual.

21.3.1 Note: To comply with ExxonMobil MESQAC 2010 requirements,

the ODME is to be calibrated on an annual basis.

Changed to:
Note: To comply with the MESQAC 2017 requirements, the
ODME is to be calibrated by manufacturers or persons
authorized by the manufacturer annually, or alternatively,
 the measuring unit sensor must be renewed, on an annual
basis.

Onboard Crew Management

Ref. Change Details

9.4.3 The medically recommended maximum weekly intake of alcohol is 14 units. All seafarers
are advised to abide by this guidance in order to promote a healthy lifestyle.

(Changed from “21 units for men and 14 units for women”)

Ship Specific Operations

Oil Tanker

Ref. Change Details

3.8
Reference should be made to the vessel’s ship specific STS
Plan.
Risk Assessment is to be undertaken in accordance with
section 2.5 of the STS Plan. STS locations shall be individually
risk assessed and the assessment approved by the
management office.

3.14 Additional text added prohibiting use of Smart Watches / Fitness Bands in gas
hazardous areas.
3.28 Add the text in red.
Include in Notes Section of OPS 3 Vessel Inspection Report a requirement “Where time
and conditions allow, witness a test of the Emergency Fire Pump, Emergency Generator,
B.A. Compressor”.

3.30.7 Add:

Before commencement of the discharge, the cargo pump

emergency stop trips are to be tested. This test is to be
conducted within 24 hours of expected cargo operations”

4.4 Add the following text to section Oil Tanker Operating Instructions 4.4
Initial voyage orders and any updates shall be monitored by the M , S + Q
Superintendent assigned to the vessel and any support required in
complying with these orders shall be provided where necessary. Any
 conflict between Charterers issued voyage orders and company operating
procedures shall be actioned as required by section 1.1 of these procedures
and additionally by section 4.3.1 in the case of non-routine cargo
operations.
The following, when contained within voyage orders / instructions, shall be
detailed within navigational passage plans (for items 1 - 4), tank cleaning
and cargo plans as appropriate –
 Routing Instructions (e.g. weather routing / HRA routing etc…)
 Port / Terminal specific environmental requirements.
 Underkeel clearance requirements which vary from the
companies minimum standard (i.e. where less refer to Marine
Operations procedure 3.2.9 or where a greater UKC
requirement of the Charterer applies).
 Details of emergency notification requirements to Charterer (at
sea and in port).
 Cargo tank cleaning and tank atmosphere preparation
requirements.
Vapour management and precautions ( e.g. VEC / H2S etc …)

4.4 Additional detail added to the requirements of the Voyage order instructions

4.6.1 Add bullet point below:

“ Damage stability should be verified for the intended voyage and worst case identified.”

4.6.3
The Chief Officer will ensure that all valves on the cargo,
ballast and vent systems, whether in use or not are
correctly set for the intended operation. This check shall
further be conducted independently by another officer
and shall include the pumproom and manifold jumper /
flexible hoses where applicable.

4.6.10 1. To provide guidance in VMS to obtain permission from the

charterer prior internal transfer of the cargo
2. To provide guidance in VMS to obtain permission from the
charterer prior discharge/transfer of the cargo

4.25.2 To amend company guideline for pressure testing of cargo, COW, ballast & bunker
pipeline.
Pressure testing of cargo, ballast and bunker piping (1.0 x MAWP) – 12 months

Pressure testing of cargo, ballast and bunker piping (1.5 x MAWP) – 30 months
4.31.1 1.To provide guidance in VMS about the vapour tightness test
2. To provide guidance in VMS about leak test procedure
3. To provide the guidance in the VMS for conducting vapour
tightness test of cargo system prior loading toxic and
flammable cargoes

8.9 Add :
Before commencement of the discharge, the cargo pump
emergency stop trips are to be tested. This test is to be
conducted within 24 hours of expected cargo operations”
9.1 in 9.1
Flare Oil
Tanker The Company considers that the continuous availability of inert gas and its correct use is
manual of paramount importance. The cargo spaces and slop tanks are to be kept fully inerted at
(used to all times unless it is necessary to enter these spaces (there may be circumstances in a
read particular trade where Inert Gas is not used). If entry is required the space will be
1.4%) thoroughly cleaned whilst using inert gas. After cleaning the tank atmosphere must be
purged with inert gas to reduce the hydrocarbon levels to less than 2% by volume to
9.3 prevent the atmosphere from entering the flammable range during venting. The
Tankscope is used for this purpose. The space must then be vented with fresh air
9.7.2 ensuring that the space has not less than 20.8% of oxygen, not more than 1% LEL
Explosimeter reading and that concentration of toxic vapours less than TLV before entry
9.7.3 is made.

Also 9.8 9.8

When it is necessary to gas free a tank or tanks after washing, the concentration of
hydrocarbon vapour must be reduced to less than 2% by volume, by purging the cargo
tank with inert gas. This will ensure that no portion of t….

And 9.9

9.9 Precautions are to be taken prior to entry. The tank must be purged with inert gas until
the level of hydrocarbons is below 2% volume.

9.10 Added highlight:

In the case of product tankers where a failure cannot be immediately repaired and
charterers permit, discharge or tank cleaning may be resumed if an external supply of
inert gas is provided or the following process followed:

3.?? PCR 08/15

The Following Quality Systems change is requested.

Reference:
VMS, SSO, Oil Tanker Rev. 4.1 Section : 3

Proposed Change Details:

Section to be amended with procedures for handling of cargo with benzene.

Proposed Text: Observation during Shell TMSA Office audit.

Section to be amended with procedures for handling of cargo with benzene.Added in

Handling Cyanide-like Cargoes.

13.13
Add to end section:
For Exxon charters, every 5 years all pressure , vacuum and
temperature gauges are to be calibrated and certified by a
recognised company.
13.16
The ODME shall be calibrated as per Environmental Manual
21.3.1.
Same for section 15.2

ODME Calibration by authorised makers See EMM 13.1

representative 21.3.1 6

15.2
Calibration of temperature gauges 12 Months 13.1
3
Calibration checks on pressure gauges 12 Months 13.1
3
Calibration checks and certification of cargo 5 yearly 13.1
system pressure, vacuum and temperature 3
gauges by a recognised company
Zero Calibration and test run of ODME Monthly 13.1
6
15.2

Pressure testing of cargo and COW Prior to 11.9

lines to working pressure discharge

Air pressure testing of sea and Each 3.25/4.24

overboard valves Operation .1

Pump trips and emergency shutdowns Each 3.30.7/

tested within 24 hours of expected Operation 8.9
cargo operations

Cargo and ballast pump safety devices Each 13.10

Voyage

Function testing and pressure testing 6 Months 4.24

of cargo valves
Chemical Tanker

Ref. Change Details

3.5.26 Include in Notes Section of OPS 3 Vessel Inspection Report a requirement

“Where time and conditions allow, witness a test of the Emergency
Fire Pump, Emergency Generator, B.A. Compressor”.

3.9 Additional text added prohibiting use of Smart Watches / Fitness Bands in
gas hazardous areas.
3.20.1
This section outlines the preparations and procedures for ship
to ship transfer (STS) operations with special emphasis on the
safety aspects of cargo transfer. It deals with transfer
operations between ships and/or barges when moored
alongside. Reference should be made to the vessel’s ship
specific STS Plan.
Risk Assessment is to be undertaken in accordance with
section 2.5 of the STS Plan. STS locations shall be
individually risk assessed and the assessment approved
by the management office.
4.6.4 Additional detail added to the requirements of the Voyage order instructions

Add the following text to section Chemical Tanker Operating Instructions 4.6.4
And delete text in red.

The Master must advise the management office of any doubt,

disagreement or inability to comply, with the instructions.

Initial voyage orders and any updates shall be monitored by the M , S + Q

Superintendent assigned to the vessel and any support required in
complying with these orders shall be provided where necessary. Any conflict
between Charterers issued voyage orders and company operating
procedures shall be actioned as required by section 1.1 of these procedures
and additionally by section 4.3.1 in the case of non-routine cargo operations.
The following, when contained within voyage orders / instructions, shall be
detailed within navigational passage plans (for items 1 - 4), tank cleaning
and cargo plans as appropriate –
 Routing Instructions (e.g. weather routing / HRA routing etc…)
 Port / Terminal specific environmental requirements.
 Underkeel clearance requirements which vary from the
companies minimum standard (i.e. where less refer to Marine
Operations procedure 3.2.9 or where a greater UKC requirement
of the Charterer applies).
 Details of emergency notification requirements to Charterer (at
sea and in port).
 Cargo tank cleaning and tank atmosphere preparation
 requirements.
 Vapour management and precautions ( e.g. VEC / H2S etc …)

4.6.10 - 1. To provide guidance in VMS to obtain permission from the

Oil and charterer prior internal transfer of the cargo
Hazardo
us 2. To provide guidance in VMS to obtain permission from the
Material charterer prior discharge/transfer of the cargo
Transfer
Procedur
e Added text

Prior to each transferring of oil or hazardous cargo to or from the vessel and from
tank to tank within the vessel the Chief Officer has to prepare and submit to the
Master for approval an Oil or Hazardous Material Transfer Procedure as required by
33 CFR 155.720. The contents of Transfer Procedure should comply with the
requirements detailed in 33 CFR 155.750.
On Company managed vessels the requirements of this section are applicable to all
hazardous material transfer operations irrespective of the ship’s trade area, and are
not limited to US waters only.
No transfer of cargo is permitted without approval from the charterers & Ship
Management. Permission should also be obtained from charterer and technical
management office prior any internal transfer of cargo.

4.12 Pump trips and emergency shut-down systems are to be tested

within 24 hours of expected cargo operation prior to the
commencement of cargo operations and the result logged”

Section 4 4.21 PRESSURES TESTING OF THE CARGO SYSTEM FOR

VAPOUR TIGHTNESS
Add 4.21
Vessel’s cargo tanks shall be pressure tested for vapour tightness at
least every 12 months in accordance with 40 CFR 63.565. The vapour
tightness tests should also be conducted:-

a) Prior loading any toxic, flammable or sensitive cargoes

b) After replacing the packing of the tank hatches & tank cleaning
port hatches.
c) If any leaks detected during leak test while loading

8.9.2 “ Cargo pump emergency stop trips are to be tested. This test is
to be conducted within 24 hours of expected cargo operations”
9.8.7 To provide guidance in VMS on the hazards of nitrogen bubbling

Added text

a) Blanketing After Loading with Controlled Venting Without Vapour Return

 Where possible, fit a pressure gauge to the tank (scale minus 0.5 to plus 1.0 bar). On
some vessels the secondary venting system consisting of tank vapour pressure sensor
will provide continuous reading of tank vapour pressure. The remote tank pressure
alarm system shall be set to 10% below the PV valve opening pressure.
 Place the P/V-valve / gas freeing cover in open position.
 For ship supplied Nitrogen, connect N2 supply hose to cargo line at manifold or
 applicable tank connection.
 In some cases the shore will supply the Nitrogen through the same hose / line which
the cargo loaded. In these cases this information must be discussed during the
preload conference. The discussion should include what precautions the shore will
take to make sure the operation is done through a small diameter hose with Ball Valve
fitted to allow vessel to control the flow rate to the tank by throttling in on the valve
so that the rate will not exceed the venting capacity of the cargo tank and in order
that the N2 supply can be immediately shut off by the vessel. Any problems with the
shore not being able to comply must be brought to the attention of the management
Office before the operation is carried out i.e. if nitrogen padding cannot be carried out
via a small diameter hose with ball valve fitted then an Operation Specific Risk
Assessment must be completed and submitted to the Company for approval prior to
commencement of the operation.
 Ensure the cargo line valves to the tank are open.
 Carefully open the valve controlling the Nitrogen supply.
 Closely monitor the pressure in the tank during the blanketing.
 When the required tank atmosphere is reached shut off Nitrogen supply and close the
valves.
 Place the P/V-valve in automatic position and close the gas freeing cover.
 If a positive pressure is required, slowly re-open Nitrogen supply closely
monitoring the pressure.
 When the required pressure is reached, shut down the Nitrogen supply and close all
valves.

Warning!: Never over pressurise a cargo tank (above the P/V valve setting)

b) Blanketing After Loading with Controlled Venting with Vapour Return

 Where possible, fit a pressure gauge to the tank (scale minus 0.5 to plus 1.0 bar). On
some vessels the secondary venting consisting of tank vapour pressure sensor will
provide continuous reading of tank vapour pressure. The remote tank pressure alarm
system shall be set to 10% below the PV valve opening pressure.
 Ensure that the vapour return system remains open throughout the blanketing
operation.
 For ship supplied Nitrogen connect N2 supply hose to cargo line at manifold or
applicable tank connection
 In some cases the shore will supply the Nitrogen through the same hose / line which
the cargo loaded. The N2 supply pressure must be sufficient to overcome liquid head
in the tank. In these cases this information must be discussed during the preload
conference. The discussion should include what precautions the shore will take to
make sure the operation is done through a small diameter hose with Ball Valve fitted
to allow vessel to control the flow rate to the tank by throttling in on the valve so that
the rate will not exceed the venting capacity of the cargo tank and in order that the
N2 supply can be immediately shut off by the vessel. Any problems with the shore not
being able to comply must be brought to the attention of the management Office
before the operation is carried out i.e. if nitrogen padding cannot be carried out via a
small diameter hose with ball valve fitted then an Operation Specific Risk Assessment
must be completed and submitted to the Company for approval prior to
commencement of the operation.
 Ensure the appropriate valve(s) to the tank are open
 Carefully open the valve controlling the Nitrogen supply
 Closely monitor the pressure in the tank during the blanketing
 When the required atmosphere is reached, shut off the Nitrogen supply and close the
valves including the vapour return system (ship’s valve).
 If a positive pressure is required upon competition of blanketing, reduce the Nitrogen
supply pressure.
 Slowly throttle down the vapour return valve
 When the required pressure is reached, shut down the Nitrogen supply and close the
 valves including the vapour return valve.

Warning!: Never over pressurise a cargo tank (above the P/V valve setting)
9.8.9 To provide guidance in VMS on introducing of nitrogen in to the tank
during voyage
Nitrogen
during Added text
Voyage

Introduction
When a Nitrogen blanket has been placed on a cargo, it is imperative that the quality
of N2 and blanket is maintained according to instructions received.
For certain cargoes, the IBC/BCH codes specify that the blanket has to be
maintained under positive pressure. Some shippers may, in addition to any regulatory
requirement, set their own requirements for some cargoes to be carried with
Nitrogen blanket under positive pressure.
Whenever a ship has been advised of the requirement for a Nitrogen blanket to be
maintained under positive pressure, it is very important that the positive
pressure is maintained always during the voyage.

If vessel requires adding nitrogen during voyage, the nitrogen is to be introduced through the
vessel’s vapour system or PV system. Introducing of nitrogen though cargo system is not to be
done to avoid nitrogen bubbling.
12.11

Add:

“ Cargo pump emergency stop trips are to be tested within 24

hours of expected cargo operations”

12.13 Add to end of section:

For exxon cargoes, Every 5 years all pressure , vacuum and

temperature gauges are to be calibrated and certified by a
recognised company.

12.20.2 Add text As with the valves, it is essential that all cargo, tank cleaning, ballast
and bunker pipework remains in good condition. The maximum allowable
working pressure (MAWP) of the pipelines must be noted and never be
exceeded during normal operations. The MAWP can be assumed to be either
the pressure at which the transfer piping relief valve is set or, where no
relief valve (s) are fitted, the maximum discharge pressure that can be
developed by the vessel's pump. For centrifugal pumps this is the pressure
developed by the pump at zero flow conditions.

All cargo discharge pipelines (including Marpol line), tank cleaning lines,
ballast and bunker pipelines must be tested as below:

1 X Maximum Allowable Working Pressure (MAWP) – Every 12 months

1.5 X Maximum Allowable Working Pressure (MAWP) – Twice in a 5 year

 period (Every Dry dock)

Detailed risk assessment should be carried out and suitable safety

precautions undertaken prior commencing the pressure testing. Forms SAF
08 (Energy Isolation Permit) and SAF 09 (Permit to work on pipelines and
pressure vessels) must be completed for this job.

Pressure testing above the MAWP should not be carried out with cargoes as
can cause pollution. Fresh water shall be used for tests whenever possible
so as to avoid undue corrosion. Alternatively, seawater may be used. All
lines should be immediately drained and blown through after the test.

A piping system for liquid is to be tested by a static, hydraulic pressure

using a cargo pump, stripping pump or a hydraulic test pump to produce the
required pressure. During such tests it is important to ensure that the
piping system is full of liquid and free from air locks. The test pressure shall
be held for 10minutes and all exposed section of the pipe lines shall be
inspected for any leaks.

During the inspection of piping systems particular attention should be given

to expansion joints, flanges & valves. Any defects found during the test shall
be corrected & re-tested. Both side manifolds should be fitted with pressure
gauges having valves or cocks on the outboard sides of the manifold
valve. Steel Blank flanges fitted to the manifold pipelines should be of the
same thickness or certified rating as that of the pipeline to which they are
fitted.

On satisfactory completion of the test a suitable Deck Log entry is to be

made. The entry required is as follows: “Deck cargo lines tested to … (insert
test pressure)”. The pressure used and the date is to be stencilled on each
line adjacent to the manifold on both sides of the vessel. :

14.3 Add text:

Pressure testing of cargo, ballast and bunker piping (1.0 x MAWP) – 12 months
Pressure testing of cargo, ballast and bunker piping (1.5 x MAWP) – 30 months

And:

Pressure testing of vapour lines 12 months 40 CFR

63.565

Air pressure testing of sea and Each 3.17

overboard valves operation

Pump trips and emergency Each 4.12 /

shutdowns tested within 24 hours of operation 8.9.2
expected cargo operations /12.11
 Cargo and ballast pump safety Each 4.12 /
devices voyage 12.11

Function testing and pressure testing 6 months 12.20

of cargo valves

Inert gas safety devices checks and Each 9.5

operational tests operation

14.13 Add

Calibration checks on fixed gas measuring 1 month SEP

equipment 11
Calibration checks on pressure and 12 12.1
temperature gauges months 3
Calibration checks and certification of cargo 5 yearly 12.1
system pressure, vacuum and temperature 3
gauges by a recognised company
Zero Calibration and test run of ODME Monthly 12.1
6
12.16 Note: To comply with the MESQAC 2017 requirements, the
ODME is to be calibrated by manufacturers or persons
authorized by the manufacturer annually, or alternatively, the
measuring unit sensor must be renewed.

LPG Carrier

Ref. Change Details

3.6 Additional text added prohibiting use of Smart Watches / Fitness Bands in gas
hazardous areas.
Cargo .6.11 Cargo HeaterThe cargo heater is operated during cargo discharge when a
heater heated cargo is required by the receiving terminal. The heater uses sea water as
Section the heat source.If required to heat the cargo prior to discharge it must be noted
changed that this will impose a high back pressure on the deep well pumps.When
in Flare discharging with the cargo heater the following checks must be carried out:1.
6.11 – Ensure that the full sea water flow is to the cargo heater and is not being reduced
needs by other consumers or bypasses. Check for seawater leakage to gas side of the
formattin condenser system.a. by opening up any drain cocks at the bottom of the
g! condensers or ;b. by opening a drain cock in the condensate return line.2.
The sea water inlet temperature must be above 5°C. The cargo heater cannot be
used below this temperature. The heating system will reach full capacity at 15°C
and above.3. Introduce gas via compressor gradually to heater.4. If the cargo out
of the cargo heater is warmer than required e.g. with high seawater
temperatures, usually cold (i.e. unheated) cargo can be mixed with the heated
cargo by using the heater bypass valve to obtain the required outlet
temperature.5. Operate heater as per manufacturer’s guidelines.6. Record
hourly checks on Form GAS07.7. Maintain 2 hourly records of monitoring cargo
heater for gas leakage when in use ;a. at overboard seawater discharge if
practicable.b. another method detailed by the Chief Officer.8. Maintain
water flow after cargo operations completed until all remaining cargo liquid in
exchanger boiled off.Note: Sea water heaters and or condensers are particularly
at risk if not maintained and operated correctly, particularly as the other
medium is liquefied gas at low temperature. The sea water circuit must be
established and operational before the liquefied gas circuit is opened to prevent
the sea water from freezing causing serious damage to the exchanger. If possible
two independent working pumps shall be available for the water flow through
the exchanger.9. Maintain water flow after cargo operations completed until all
remaining cargo liquid in exchanger boiled off.10. Always flush the sea water
side of the heater with fresh water after operation.Warning:Always be aware of
the danger of sea water freezing and damaging the heater. The sea water circuit
shall be established and operational before the liquefied gas circuit is opened.
This is to prevent the sea water from freezing causing serious damage to the
exchanger. If possible two independent working pumps shall be available for the
water flow through the exchanger.Cargo flows in the shell side of the exchanger
and sea water flows in the tubes
21.2 Add
Pressure test of heater 12 months

LNG Carrier

Ref. Change Details

5.14 Additional text added prohibiting use of Smart Watches / Fitness Bands in gas
hazardous areas.
Container Vessel

Ref. Change Details

5.14.1 Change text for Minimum quantity Of lashings

Minimum quantity of lashings.
The Cargo Securing Manual issued on ship's delivery does not detail the minimum
quantity of portable securing/lashing devices that should exist on board at any time.
There is no industry minimum quantity of lashing stipulated nor guidance on required
percentage of spares. The minimum quantity of portable securing/lashing devices is
defined by the commercial needs of the ship and therefore, the minimum quantity of
portable securing/lashing devices is that required to secure the actually intended stow of
containers in accordance with the lashing pattern given in the approved CSM.
The list/plan of cargo securing devices in the CSM is to be updated properly to
correspond to the actual arrangement/number of cargo securing devices including some
reserve supplied on board according to the guideline of 1.3.5 and 2.1.1/2.2.1 of
MSC.1/Circ.1353/Rev.1. These amounts should be corresponding at all times. Approval of
the Cargo securing manual update of list/plan by class is not necessary. A sufficient
quantity of reserve cargo securing gear should also be available on board the ship
Where there are insufficient lashing devices available on board, the respective containers
affected will not be loaded.

Note: Securing/lashing must always be as per the approved lashing plan.

Lashing devices must be of certified type and in acceptable condition.

Polar Code

SSTRB

Ref. Change Details

2.3 2. CO2 / Halon/ Gas Fixed Fire Fighting

Systems : alarms and fan trips tested?
Verify all panel indicators working by
operating lamp/indicator test switch.
Confirm controls/valves in correct
position?

2a. Ensure maintenance / safety pins are in

correct position for immediate use, as
per the manufacturer’s instructions.

The SSTRB requires weekly checks – Added :

 position for immediate use, as per the manufacturer’s instructions which are to be posted
locally.

4.2.1 Following monthly Lifeboat checks added:

 Check Air Supply System
 Check power supply system
 Check bailing system
 Check fender/skate arrangements; and rescue boat righting system, where fitted.

4.3.1 Following monthly CO2 Extinguishing System checks added:

 Safety pins positioned as per manufacturers instruction so co2 cylinder valves
operation ready

4.4.1 One extinguisher of each type except , CO2 extinguishers and other stored pressure
extinguishers, must be discharged during a drill every 2 years.
4.4.2 For “Ships Built After 1st July, 1986” added :
 Means for storing water, collecting rainwater and if required by flag, manually
powered desalinator.
 Boarding Ladder
 Foul weather recovery strops

Garbage Management Plan

Ref. Change Details

3.5.1 b) Additional text on the exceptions for discharging garbage en-route.

Ship Sanitation Plan

2.7 Add:

Where the fresh water analysis results are not within the allowable limits, following actions are to
be done:

 Inform Management Team in Office;

  Arrange secondary test (if any doubt on results);

 Conduct Risk Assessment for use of water;

 Apply temporary measures basis RA result , e.g.:

o use of bottled water for consumption,

o use of water outside of allowable limits for cooking only

o Tag faucet “Unfit for Drinking”.

 Arrange replacement supply of Fresh Water

 Prepare FW tank to receive replacement supply as appropriate, e.g.;

o empty the tank,

o tank cleaning,

o maintenance of the water system,

o treatment adjustment.

Canadian Flag Supplement

New document written in accordance with Canada Labour Code and the Maritime Occupational Health and
Safety Regulations (MOHS) and is specific to Canadian flag vessels and/or vessels loading or unloading in
Canadian ports.

Vessel Forms
Do not use Shipsure E-Forms.

Ref. Change Details

ADM04 Key Performance Requirement added for “Communications”

a

SAF 24 VRP drill requirements updated.

SAF 24 Removed Human element video.

SAF 09 Details added for user to complete when conducting pressure testing on piping and hoses:
If conducting pressure testing on piping / hoses:
Testing Medium: Testing Pressure:
Duration of Test: Testing permitted above 100% MAWP:
Yes 

SAF 25 Amend text with additional tick off boxes

 Did all personnel muster correctly at the appropriate YES NO
stations and did the responsible persons report to
the bridge?

Was mustering completed in a satisfactory time (e.g. YES NO

2 – 3 minutes)?

Were all personnel correctly dressed with YES NO

appropriate gear?

Was all equipment ready for use and in full working YES NO
order?

Tick as appropriate for the drill:

BA Sets ( ), Fireman Ouitfit ( ), Gas Analyzing Eq.

( ), Enclosed space Rescue equipment ( ), ELSA ( ),
Communication equipment ( ),

Were all personnel familiar with safety equipment YES NO

appropriate to the exercise?

Tick as appropriate for the drill:

BA Sets ( ), Fireman Ouitfit ( ), Gas Analyzing

Monitors ( ), Enclosed space Rescue equipment ( ),
ELSA ( ), First Aid kit ( )

Enclosed Space Permit SAF 11 used for Enclosed YES NO

Space Rescue drill?

To satisfy SOLAS Reg 19.4.2.5

SAF34 Ensure Contractors (which include any person or persons who are accommodated
on board whilst vessel under passage and are conducting any work onboard)
receive formal safety familiarisation

RSQ21 When was ODME last Exxon requirement.-

calibrated? Annual
Otherwise, during IOPP
renewal.
 Changed from “Has ODME been calibrated annually?”

RSQ24 New form – Anti-Bribery / Corruption Register

(NEW)

NAV01 Add
Mark on chart fuel changeover limits Echo sounder activated position
(e.g. to low sulphur)
Mark special notes on the chart If the planned ports or routes
(currents, depth, etc) are new / non-routine, the
management office to be
advised.
NAV 03 Allowance for CATZOC included.
NAV 03a added which allows for a more in-depth analysis of UKC and OHC.
NAV 04 New checks added:
 Appropriate scale charts available in route planning.
 ECDIS terminals are set up correctly for navigation in pilotage waters with routes
displayed.
 Pilot informed of any propulsion or steering gear defects or limitations.
 Working language agreed. Pilot-Master exchange
Nav 04 Diagram for mooring arrangements

NAV 05 Item 10) “VDR Audits” added.

Nav 06
Name: Rank: Date Joined:

Training conducted by:

OOW’s SIGNATURE: MASTER’S SIGNATURE: DATE COMPLETED:

Nav 15 111 Attended BTRM and/or CRM course within the past 60
months (Senior Officers)

Changed from 3 years to 60 months to tie in with training matrix.

Add

14 Dedicated USB stick in use for 3.8.15

9 transferring updates and frequently
checked for viruses.
NAV 08 New checks added:
 Passage plan updated with additional information received since departure
 Updated passage plan checked and approved by master
 Update passage plan briefed to bridge team
  Updated route displayed on ECDIS and/or on other navigational aids
 Deck power
 Anchors cleared and ready for use
 Mooring winches manned and ready
Tec 04 Add
(Certifi 9.9 P&I Removal of Wrecks
cate
Checkli 9.10 COI Remval of wrecks
st)
9.11 Financial Security (Repatriation)

9.12 Financial Security (Ship-owners

liability)

TEC08, Added check to complete SAF 10 – “Permit to Allow Small Craft Alongside”, where required.
TNK02,
TNK05

TNK 01
HAVE THE FOLLOWING CHECKS BEEN CARRIED OUT:

Has the cargo plan been prepared?

Will the stresses and stability of the vessel be within acceptable limits
during all stages of the operation and voyage?
Has all PPE been inspected & in good operational condition for intended
use?
Have the portable spool pieces been fitted and unused connection
flanges blanked?
Have the cargo hoses, spool pieces, flanges been lead-tested to 7bar for
15 minutes?
Has the emergency cargo pump stop been tested within 24 hours of
expected cargo operations and found satisfactory?
Are loading / discharging lines properly connected, leak-tested and their
condition appears satisfactory? Are all unused manifolds blanked?
Are all manifolds (both sides) fitted with a pressure gauge and are all
gauges calibrated up-to-date?
Tnk 05 Are all save-alls clean, dry and plugged?
Are ullages checked, and recorded with discharge rates being
calculated every hour and compared with shore figures?
Are hourly checks made on tanks not being discharged or empty that
liquid levels remain static?
Have empty tanks been checked for leakages?
Is the safety equipment rigged and is protective equipment ready for
use?
Is the pumproom and the cargo pumps being checked hourly?
TNK09 TNK 09 to be amended to include the IGG & Boiler:
 M.T.

VOY PORT

DATE DATE

IGG BOILER IGG BOILER

IG STARTED IG STARTED

IG STOPPED IG STOPPED

Gas 03 Small alterations

Gas 02 Small alterations

MAR08 Instructions to Cargo Watch

Note: These instructions should include all stages of the transfer operations
and as a minimum, contain:
These instructions should detail special requirements for all stages of the
transfer operations and as a minimum, contain:

 Transfer rates and maximum allowable pressures;

 Notice of rate change;
 Venting requirements;
 Emergency stop procedures;
 Critical Stages of the operation
 Hazards of the particular cargoes, in particular;
 Toxicity
 Presence of H2S
 Level of Protection (LoP) required for various activities as per PPE
matrix for Chemical Tanker Cargo Operations

And, as required:
 Precautions against static generation;
 Initial start-up rates;
 Control of cargo heating systems;
 Line clearing;
 Crude oil washing procedures;
 Special precautions required for the particular operation.
Damage stability verified for the intended voyage and worst case identified.
MAR Cargo Operations Audit form
10
NEW
DRY 13

Above – Add signatures

DRY 02 BALLASTING OPERATIONS:

Are de-ballasting operations permitted?

In case of ballast tanks adjacent to fuel / diesel oil tanks, have ballast samples been taken and visually
inspected for oil contamination before de-ballasting operations?
Highlighted text added.

Office Forms

Ref. Change Details

OPS Inspection item added to “Safety” tab to cover “Fire Flaps / Dampers / Ventilators”
03

OPS0 Add highlighted

2
Visa required / Immunization Required (See HR protocol)
CRW CRW 04 has been split into 2 separate forms :
04 /
CRW CRW04 - SENIOR OFFICER PRE-MOBILISATION MEETING - MASTER
04a CRW04a - SENIOR OFFICER PRE-MOBILISATION MEETING - CHIEF ENGINEER

RSQ Master has third party inspection record added to his filing system and this is deleted
08 from Chief Engineer filing system.
MASTER’S FILING SYSTEM
File 7: Quality

7.1 Internal Audits

7.2 External Audits
7.3 Monthly Management Meeting Minutes (ADM 28)
7.4 Navigational Audits
7.5 Monthly chart correction Audits (NAV13 & 13a)
7.6 VMS Reviews (ADM25)

Chief Engineer Filing System

File 10: Maintenance & Reports

10.1 Planned Maintenance Summaries

10.2 Monthly Work Reports
10.3 Damage/Defect Reports
10.4 Third Party Inspection Record – PROPOSE TO MOVE TO MASTER’S
 FILING
10.5 E/R Instrument Calibration Records (TEC23)

RSQ New task added to Fleet Superintendent tab:

19 “Collect from previous owners or managers: total running hours of main machinery and running
hours since last overhauling of main machinery and their major components along with
photographic evidences.”
RSQ When was ODME last Exxon requirement.-
21 calibrated? Annual
Otherwise, during IOPP
renewal.

Changed from “Has ODME been calibrated annually?”

RSQ Incinerator
21 Delete

Incinerator Where IOPP Form A/Form B

states capacity, does this
match with manufacturers
specifications?

RSQ Document Yes/ Remarks

21 No
International Are crew aware of Marpol Special
Legislation Areas for:

 Oil (Annex I)
- For both Engine Room
and Cargo generated oily
mixtures
 Garbage (Annex V)
- includes Galley Staff.

Changed from Are poster displayed showing Marpol Special Areas……