OCIMF Ship Inspection

Report (SIRE)
Programme.

TMSA2 Web site

Version 2
Recipient members

Oil Companies International Marine Forum

Issue 2 1st January 2013
Contents

TMSA2 .................................................................................. 4

1. INTRODUCTION ................................................................ 4

2. USE OF N/A'S IN TMSA2 ................................................... 6

System Requirements ............................................................................................................8

3. STARTING......................................................................... 9

4. RECEIVING TMSA REPORTS BY E-MAIL........................... 13

5. MEMBERS DISTRIBUTION MANAGEMENT ....................... 14

LOOKING AT AVAILABLE COMPANIES ................................................ 14

6. RESOURCES .................................................................... 15

7. SUBMITTERS - HOW THEY USE THE TMSA2 SYSTEM....... 17

8. STARTING....................................................................... 17

9. CREATING USERS ......................................................... 20

10. EDITING A REPORT ...................................................... 21

Analytics .................................................................................................................................. 24

11. SUBMITTING REPORTS TO OCIMF MEMBERS ................ 25

Accepting Requests for access from an OCIMF member ....................................................... 26

12. PUBLISHING A REPORT ................................................ 28

©2013 Oil Companies International Marine Forum. All rights reserved. 2

13. ARCHIVING A REPORT .................................................. 28

14. RESOURCES AND DOWNLOADS..................................... 30

©2013 Oil Companies International Marine Forum. All rights reserved. 3

TMSA2

1. Introduction

We are pleased to advise that after many months of hard work and consultation by a
working group under the oversight of the GPC, this latest edition of the well
established publication is ready for release.

This new edition of Tanker Management and Self Assessment (TMSA) programme
developed by the working group, has improved the programme and updated the
guidance, building upon the experiences and feedback from OCIMF members, vessel
operators and other Industry Organisations. The update also ensures consistency
with the current international conventions and industry practices.

One of the primary changes is in expanding the scope of TMSA to help encourage the
programme to be fully utilised by all tank vessel operators, including those operating
small coastal vessels and barges. The earlier version of the programme was
perceived by some to create gaps when applied to such operators.

Other improvements of note include re-arranging a number of Key Performance

Indicators (KPIs) into a more logical sequence and improving the clarity and
definition of some text - particularly in the guidance as to how the programme
should be utilised and monitored.

The programme keeps to the original aims of TMSA - providing a comprehensive and,
we believe, invaluable tool to help ship operators measure and improve their safety
management systems and encouraging those ship operators to assess their safety
management systems against listed key performance indicators as a guide and
measure of best practice.

Experience of the existing programme indicates that this tool has been effective in
providing a means by which vessel operators can make a more qualitative
determination of the content and effectiveness of their Safety Management systems.

The published version will be complemented by a new and much improved on-line
web-based database that will provide ship operators with an easy to use tool for
recording their internal assessment results and selecting recipients for their TMSA
data. The OCIMF Secretariat will continue to provide hosting and technical
management to this database but it is important to remember that unlike SIRE
(where reports are sold to subscribers), in this programme, control over the release
of the recorded results still remains in the hands of the ship operator who will be
responsible for updating his own results as he progresses through the programme
stages.

©2013 Oil Companies International Marine Forum. All rights reserved. 4

The new publication will be available after 23rd June 2008 (£50 per copy) from our
usual suppliers "WitherbySeamanship International", whose contact details can be
found via their web site www.witherbyseamanship.com

Access to submit Self Assessments to the on-line database will be strictly controlled
by login ID's and Passwords, via a software licence subscription. In this new version
the subscriptions can be made instantly on-line using a credit card through a secure
payment system. The price for this part of the programme will be £50 per year.

The database will be made accessible to Operators in June, to allow time for the
Assessments to be created in the new format. The commencement of full operation
of TMSA2 will begin 1st July 2008. On this date the existing TMSA database will no
longer accept submissions, but will remain open for 3 months to allow Operators to
access their existing data and send to recipients if required.

Detailed information and Instructions for using the database will shortly be available
on OCIMF and TMSA websites.

Should you have any questions regarding this OCIMF initiative please do not hesitate
to contact the Secretariat.

This user document only describes how to use the software. To find out about the
information that is required please refer to the TMSA2 publication.

We are making continual improvements and not all screen shots here will necessarily look
exactly the same as depicted in the help document.

©2013 Oil Companies International Marine Forum. All rights reserved. 5

2. Use of N/A's in TMSA2

The Operator choosing to exercise the 'Not Applicable' option for selected KPI's
confirms their organization meets the criteria specified below:

The KPI's identified as 'Not Applicable' (N/A) are for those operators, in specific trades, where due to
the types of vessels operated, size and structure of the company, or their particular area of
operation where local legislation/regulations, preclude operators from being able to answer 'Yes'
to the particular KPI, and a 'No' answer would not accurately reflect the
company's level of attainment.
Operators for which the use of the N/A option may apply, can be considered as those:
 operating in rivers, harbours and waterways where operations referred to in the
TMSA are not conducted/permitted and the monitoring/carriage of spares is
unnecessary due to the ready availability of technicians and spares at short notice.
 operating unmanned and/or non-self-propelled barges.
 where the management structure is such that personnel have a multitude of roles,
which does not provide the degree of separation necessary for meaningful
audits/inspections to be conducted.
 where the company size is a limiting factor, such as where the owner also operates
the vessel and is responsible for its management.
 operating in jurisdictions in which emergencies are dealt with by local government
agencies, and hence involvement in the development and improvement of response plans
is not possible.

ELEMENT KEY PERFORMANCE INDICATORS

 1A/ 4.1 Benchmarking is used to identify further improvements to the safety
management system.
 1A/ 4.2 Measurements are carried out regularly according to a comprehensive
verification plan.
 2/ 2.4 The average job retention rate for key staff (such as superintendents) is
greater than 70% over a two year period, other than planned attrition.
 2/ 4.1 The company encourages and supports personnel taking higher
education courses to improve their value to the company and their
possibilities for promotion within the organisation.
 2/ 4.2 Senior on-board personnel are rotated through office assignments.
 2/ 4.3 The company promotes appropriate interpersonal skills training.
 3/ 3.3 Manning agencies used by the company are audited annually to ensure
their practices meet the vessel operator's selection and recruitment
procedures.
 3/ 3.4 Vessel operators conduct an annual review of the crew selection and
recruitment process to ensure that it complies with their policies and
procedures.
 3/ 3.5 The company implements health awareness campaigns.
 3/ 4.2 The company has a documented planning process to ensure that future
manning needs can be met.

 3/ 4.3 The management's written policy is to operate vessels with senior

officers who have appropriate experience and training on the particular
type and size of vessel.
 3/ 4.5 Appraisal and competence development processes for vessel personnel
are linked to future training and promotion requirements.
 3A/ 3.1 Company policy provides career development for junior officers and aims
to promote senior officers from within the company, where possible.
 3A/ 3.2 The company achieves an 80% retention rate for senior officers over a
two-year period.
 3A/ 3.3 The company organises senior officer seminars to promote, emphasise
and enhance the company's safety management system.

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  3A/ 4.1 Company policy provides career opportunities for officers by providing
shore-based assignments.
 3A/ 4.3 All officers attend company-run seminars at least once every two years.
 4/ 3.1 A common, computer-based maintenance system on board each vessel
records all planned maintenance.
 4/ 3.3 The company policy is to maintain an optimum spare parts inventory or
system redundancy for all vessels.
 4/ 4.1 The maintenance and defect reporting system also monitors the vessel's
spares inventory and highlights any shortages.
 5/ 1.5 Navigational procedures include a requirement for the master to conduct
audits, which are formally recorded, to ensure that all officers are
complying with applicable navigational regulations and company
procedures.
 5/ 3.1 Chart supply is automated under a contract with a recognised chart
agent.

 5/ 4.1 Electronic charts are in use aboard company vessels.

 5/ 4.2 Audit reports from the fleet are analysed and actions taken to improve
procedures.
 5/ 4.4 Deck officers undertake periodic bridge resource management simulator
training at a recognised shore establishment.
 6/ 3.1 There is a documented system in place to ensure that junior
officers/relevant vessel staff are actively involved in planning, cargo-line
setting, and execution of the cargo and ballast operations.
 9/ 4.2 The company issues periodic (at least quarterly) safety-related
bulletins/publication(s).
 9A/ 1.3 On-board safety meetings are held at least monthly and as soon as
possible after any serious incident or accident within the company.

 10/ 3.1 The vessel operator has a system for auditing and reporting progress on
effluent reduction.
 10/ 4.2 The company has developed and maintains a long-term (a five-year
minimum) environmental operations and business plan.
 10/ 4.3 Environmental performance is benchmarked across the fleet and against
the oil/marine industry as a whole.
 10A/ 2.1 The company has management systems to ensure environmentally
critical equipment is reliable and that adequate levels of spares are
carried.
 10A/ 2.2 Where applicable, each vessel has a ballast-water management system
and is taking steps to reduce the transfer of unwanted marine organisms.
 11/ 2.1 The company provides adequate emergency response facilities.
 11/ 3.1 Alternative members for key positions in the emergency response teams
have been identified and trained.
 11/ 3.2 Alternative members are included in the planned exercises and drills.
 11/ 4.2 External or additional resources are used to provide more realistic drills
and exercises.

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System Requirements

 Pentium 4 or similar based PC

 Windows XP or Windows Vista©
 Internet connection - MS Internet Explorer © Version 6 or later
 Adobe Acrobat © Version 7 or later (Free of charge from Adobe)
 Adobe Flash 9 (Free of charge from Adobe)

If some of your screens are blank this is probably because Adobe Flash 9 has not been
loaded or not loaded correctly.

IMPORTANT :

The reports in pdf and xml format will still be sent to designated e-mail
boxes in the same way as TMSA1. However in TMSA2 you also have the
opportunity to view them online.

Csv and Doc file types have been discontinued.

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3. Starting

Access to the web site is www.ocimf-tmsa.com. You will then see the following screen:

Login using the information supplied by OCIMF:

Login number Your username Password (Case sensitive)

If you have forgotten your password click 'click here for members' and follow the prompts.

If you are a new user and have not registered for the TMSA programme please contact
accounts@ocimf.com or sire@ocimf.com

Please watch the front page for any announcements.

©2013 Oil Companies International Marine Forum. All rights reserved. 9

The first screen that will appear is the TMSA report index. The difference between TMSA1
and TMSA2 is that you have the ability if you wish to view the reports online. The business
rules have not changed. It is the Operator submitting the report who will allow you to see it.
Another change we have made is that you can request a report. This is explained in Chapter
xx

SIRE users will be familiar with the concept. You can use the search filed to look for a
company, report number. You do not need to know the whole company name, part of the
information will work. You can also hit the tabs themselves to sort into the relevant
information.

Distribution Status
Request
Select this tab if you wish to view this report, a confirmation screen will appear:

Select the 'request access' button if required. This will notify the report creator that you wish
to access their report.

©2013 Oil Companies International Marine Forum. All rights reserved. 10

Download
After the operator has given you permission to see the report the status will move to
download.

You can use the buttons to view or download the file types.

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You can also download the xml :

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4. Receiving TMSA reports by e-mail.

You will receive the following in your designated TMSA mailbox:

When opening the file you will see the following:

Open the link for the file type you need.

When you select the pdf link the file will appear (remember that you need to be logged in)

©2013 Oil Companies International Marine Forum. All rights reserved. 13

If the file is in pdf format you have all the Adobe© Reader functions.

5. Members Distribution Management

Looking at available companies

For companies not listed in publishing a report you can request one from them. In the
'Members Distribution Management' list you will be able to see all participating submitters.
If you wish to request access simply drag the company from the left column to the right
column. This will then send them notification that you have requested access.

©2013 Oil Companies International Marine Forum. All rights reserved. 14

6. Resources

Resources and Downloads

This contains the help documents and any other information on the TMSA system

Support Desk

If you have a problem please use this facility.

FAQS

We will add Frequently Asked Questions in this area.

Feedback
Please enter any suggestions you would like to have to improve the web site.

©2013 Oil Companies International Marine Forum. All rights reserved. 15

7. Submitters - How they use the TMSA2 system

THIS IS FOR INFORMATION PURPOSES ONLY

8. Starting

Access to the web site is www.ocimf-tmsa.com. You will then see the following screen:

Login using the information supplied by OCIMF:

Login number Your username Password (Case sensitive)

©2013 Oil Companies International Marine Forum. All rights reserved. 16

If you have forgotten your password click 'Click here for Operators' and follow the prompts.

If you are a new user and have not registered for the TMSA programme press 'Click here for
operators' More detail is provided in a forthcoming chapter.

Please watch the front page for any announcements.

Once you have logged in you will see the following similar screen:

This first page shows the reports that you have created. TMSA2 is different to TMSA1 as it
keeps historical records of your previously complete reports.

Help

In each area, if you are unsure what to do, put your cursor over the relevant area.

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©2013 Oil Companies International Marine Forum. All rights reserved. 18
Tabs

Reports Management
This is the reports area where editing and viewing of reports can take place.

Distribution Management

This controls which OCIMF member you send the reports to.

9. Creating users
Unlike TMSA1, TMSA2 allows you to create your own users within your account.

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10. Editing a report

The current editing report is the report which is currently being edited. If no editing report
has been created you will see a button for "Create document". Click this button to create a
new report and start editing. There can only be a single editing report at any time.

The current published report is the report which is currently published and available to the
members. If there is currently no published report you need to publish the current editing
report. To do so, click the "Publish" button next to the current editing report. There can only
be a single published report at any time.

The archived reports list shows all reports which have been edited and published in the past
and which are now archived. Archived reports can be viewed in PDF format by double-
clicking on the appropriate row in the table.

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If you are starting from new you will need to create a document.

If a report has already been started Press the edit button in the 'Current editing report' if
you wish to alter the TMSA, press the view button if you wish to review and have a printable
version of the report.

After pressing the edit button you will see the following new screen:

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You can switch between the chapters by pressing the appropriate Chapter
You can then select the question by pressing in the question area. A box will appear on the
right side where you can type in the data.

All edits will be saved when the window is collapsed. If you make a mistake or want to make
an amendment just restart the editor. Nothing will be sent or accessed by recipients until
you press the publish button.

You are currently in the Grid view.

If you wish to expand the area where the data is being typed select Form view and if you
wish the chapter/stage.

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Analytics

You can view the completion, culmulative performance or raw performance in either a Grid
or chart view. This is similar to the traffic light system in TMSA1.

This will progress as the report is populated and the stages changed.

©2013 Oil Companies International Marine Forum. All rights reserved. 23

11. Submitting reports to OCIMF members

Please go to the following page:

If you wish for all OCIMF TMSA members to receive your reports please press

Each time the 'Publish' button is pressed the TMSA report will be sent to all TMSA OCIMF
recipient members.

©2013 Oil Companies International Marine Forum. All rights reserved. 24

If you wish to select individual TMSA OCIMF recipients then do the following:

From the left side of the list drag the member from the left side table to the right side table.
This will have the Status 'Approved'. Each time a TMSA is published it will be sent to that
member.

If you wish to remove a member, right click on the member and it will ask 'Remove selected
member', confirm.

The entry will be deleted.

A recipient company can request to receive your reports, these are marked in the field status
as 'requested'. If you are agreeable right click on the status entry requested and approve or
decline the request. If the request has been declined the status will change to blocked.

Accepting Requests for access from an OCIMF member

In this example OCIMF has requested to view your reports. If you wish to give them access
put your reports:

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To allow OCIMF access, place your cursor on the request text and right click. A box will come
up, you can either approve or decline the request.

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12. Publishing a report
To publish a report go to the

This will then send the e-mail the TMSA report to members selected (see Chapter 4)

13. Archiving a report

In this version of the TMSA you have the opportunity of retaining previous TMSA
reports for reference.
To move a published report to the archive area, please do the following;

©2013 Oil Companies International Marine Forum. All rights reserved. 27

Press the Archive button. This will move the report into the archive area. To view the
latest archived report press 'view' To view the others press the relevant report in the
Archived reports box.

Note: Only the last 5 reports will be retained. Only published reports can be archived, it
is not possible to send to a recipient member an archived report.

©2013 Oil Companies International Marine Forum. All rights reserved. 28

14. Resources and downloads

This area will be used for all current help documentation and other program
information.

Resources and Downloads

This contains the help documents and any other information on the TMSA system

Support Desk

If you have a problem please use this facility.

FAQS

We will add Frequently Asked Questions in this area.

©2013 Oil Companies International Marine Forum. All rights reserved. 29

Feedback

Please enter any suggestions you would like to have to improve the web site.

My TMSA

This is your administrative page; please keep the details up to date. The organisation and
Assigned roles tabs will be explained in more detail in Chapter 4 User Administration

END OF DOCUMENT

©2013 Oil Companies International Marine Forum. All rights reserved. 30