V.

SHIPS MANAGEMENT SYSTEM (VMS)

4.1 COMMUNICATIONS

4.1.1 General
Urgent communications should be by telephone follow up by e mail.
Routine communication should be by e mail.
Operational Reporting should be by Shipsure
Communication to and from the vessel should be via the Master.
Messages from the vessel to the SMO should be addressed to the fleet cell email address
not to individuals

4.1.2 Computer Generated Forms & Emails

Shipsure VL1 is our primary method of reporting (VL1 tutorial).

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To reduce the amount of hard copy paperwork onboard the vessels, Masters are to use
the electronic forms in the VMS and in particular Shipsure E-forms.

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Where an electronic form can be used and sent electronically, this will replace the need for

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the paper form being completed, unless otherwise advised.
The act of transmitting the message, or form, will replace the need for a handwritten
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signature as Shipsure E-Forms are date and time stamped. A full log of previous forms for
recordkeeping and audit purposes is contained within the Shipsure system.
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4.1.3 Operational Reporting

Operational reporting (e.g. arrival, departure, daily messages etc) is carried out using the
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Shipsure Position List. Only when Shipsure is unavailable are reporting forms MO2 to
MO9 to be completed and sent by email or if e mail is unavailable Sat C. Click on the
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following links for the forms

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M02 M03 M04 M05 M06 M07 M08 M09

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Shipsure replication must take place daily because sending noon position to the
management office is a SOLAS requirement.
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 V.SHIPS MANAGEMENT SYSTEM (VMS)

4.1.4 Communication Flowchart

COMMUNICATION
FLOW CHART
If you have a
serious accident or
incident call the
DPA. Also
Communication remember to check
Section 8 of the
SEP for other
notification you
need to make

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Urgent? Yes Telephone followed by

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an email

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No

your Fleet Cell.

Remember an
individual may be
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out of the office!

Routine
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Communication? Yes Email

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Remember to number
Yes

consecutively and include

date and subject
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Report?
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Print a copy and

file onboard. Sign
by the Master or
No

Chief Engineer as
necessary

Is ShipSure VL1
Yes Complete VL1 section &
available onboard?
send daily via replication
No

Print a copy and file

Complete forms MO2 to MO9 as
appropriate and send by email. If
email is out of order send by SatC

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 V.SHIPS MANAGEMENT SYSTEM (VMS)

4.2 METHODS OF COMMUNICATION

4.2.1 Ships Mail

Ships mail for the office should be landed at a reliable port during the first week of each
month. Agents should be instructed to courier the mail to your management office.
Mail should be collected into two separate piles, from the Master and Chief Engineer and
each pile should be accompanied by a completed Ships Mail form (ADM 26) indicating the
content of the parcel. The mail should then be enclosed in a single envelope addressed to
the managing office
Masters must acknowledge receipt of the mail parcel from the SMO in order that any mail,
which does not reach the vessel, can be followed up.

4.2.2 Telephone Communications

Telephone conversations should be backed up by a written message confirming the
content of the discussion.

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4.2.3 Radio Traffic Accounting
The SMO will advise the Master of the Radio Traffic Accounting authority. It is the Masters

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responsibility to ensure that he and the officer responsible for communications are familiar

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with the accounting authority requirements and forms.
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4.2.4 Circular Letters and Fleet Letters
When a Circular or Fleet letter is received on board it is to be filed in the relevant section
of the letter file. A copy is to be circulated amongst all relevant personnel on board. Each
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letter will be consecutively numbered. If any letters are missing Masters should contact
their managing office for a duplicate copy.
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4.2.5 Personal Radio and Telephone Traffic

An accurate log of times and costs is to be kept for all private radio traffic, including
telephone calls made by VHF, satellite or ship mobile telephone.
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In certain circumstances an agent may place a telephone on board in port for the use of
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the Master. The primary role of this telephone is for Company business. However at the
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Master’s discretion (or the agent’s agreement with regards to a shore mobile) this
telephone may be used for limited private communications. This must only be done under
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the direct supervision of the Master who will ensure that all calls are logged and charged
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to the individual.
The Master is responsible for ensuring that all charges are accountable and will be held
directly responsible for any shortfall.

4.3 REPORTING

4.3.1 Reporting In Case Of Serious Accident or Incident

In the event of a serious incident or accident the Master is to report to the SMO as soon as
possible. The report is to be by telephone then backed up by e-mail. The SMO will advise
the Master of the after hours telephone number of the DPA and other staff.
Refer also to accident/incident reporting procedures in the Safety & Environmental
Procedures Section of the VMS, including reporting to third parties.

4.3.2 Reporting in case of Delay

In the event that there is a delay caused by a problem with the vessel e.g. main engine
break down or Cargo gear break down the Master must report to the Company as soon as

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 V.SHIPS MANAGEMENT SYSTEM (VMS)

practical after the event. The Shipsure Sea Passage Report and Port Logs must be used to
record all such stoppages and delays. Where Shipsure is unavailable form MAR 04 should
be used.

4.3.3 Emergency Contact Numbers

In order to avoid delays by looking for various contact details, Appendix II of SOPEP
(Emergency Port Contact Sheet) is to be displayed on the bridge and cargo office /
control room. A further copy must also be kept at the gangway.

4.3.4 Other Reporting Requirements on Bridge

As well as the above Emergency Port Contact Sheet, all vessel enrolled in a Stability
Emergency Response Service (usually Class or Seatec) are to post a copy of the ship’s
departure condition showing the distribution of weights. This should be kept by the radio
station and be readily available in order to be able to send the information quickly to the
service supplier in the case of an incident. A copy of the enrolment certificate is also to be
posted.

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In addition, for vessels sailing to the USA, Vessel Response Plan (VRP) notifications

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(templates supplied within the VRP) are to be prepared and kept on the bridge in the

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vicinity of the radio station. This ensures that if the vessel is involved in a crisis, the initial
information required by the Qualified Individual is readily available and can be quickly
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relayed to the QI.
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4.4 USE OF RADIO EQUIPMENT

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The ships radio installation should only be used by persons who are suitably qualified to
operate it.
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The GMDSS installation is a vital part of the ships safety equipment and all deck officers
must be familiar with its use, testing and maintenance. Such familiarisation is contained in
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Form NAV 06 (Familiarisation with Bridge Equipment Checklist) and it is important that
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Deck Officers are trained onboard in respect of ship specific installations. It should be
noted that Port State Control inspectors will frequently verify the GMDSS operator’s ability
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to operate the equipment correctly.

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Handheld radios for use in lifeboats / life rafts are to be used solely for safety and testing
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purposes.

4.5 LANGUAGE
The command language on V.Ships managed vessels shall normally be English. The
command language should be used whenever possible and certainly when under pilotage
or in port. Officers and crew will be trained to a minimum standard of English so that all
main orders and instructions can be understood. In vessels, such as Italian manned ships,
where the VMS has been translated into a second language, then this language may be
used subject to written approval from the management office.
However a working language on board should also be adopted. The working language
should be that which is understood by all officers and crew (i.e. a common language) and
need not be English. Items such as muster lists, SOLAS training manuals, posted
instructions for the operation of critical equipment, and safety signage should be readily
available in both the command and working languages. This should be done in
consultation with the SMO.

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A log book entry is to be made identifying both command and working languages. This
should be written into the first page of the deck log book and the latter referenced to
SOLAS Chapter V, Regulation 14.3.
The Company places responsibility on the Master to ensure that the relevant procedures
within the VMS are communicated to the remainder of the ship’s staff. In addition, the
Company will carry out training in VMS procedures and company policy both in English and
in the working language of the ship.

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