Beruflich Dokumente
Kultur Dokumente
Course Format
Course is made up of this PowerPoint presentation and accompanied by the small questionnaire next to you! Advance through the slideshow as you need by hitting the ENTER key on your keyboard! You should be able to complete within 2 hours
2
Check on yourself
Please read the questionnaire and answer the questions to your best knowledge without consulting this presentation or an instructor. Be fair to yourself! Complete it (not more than 8-10 minutes), turn it around and continue here.
3
Course Contents
1. Introduction, History & Purpose of Vetting Inspections (slide 5) 2. Different Organizations involved in Vetting Inspections and Company/Shipboard Administration (Slide 14) 3. Preparing and conducting an Inspection 4. Useful tips for an Inspection
(slide 98) (slide 39)
1. Introduction
Purpose of Vetting Inspections TO ELIMINATE RISK & TO PROMOTE SAFETY & PREVENT POLLUTION FROM TANKERS
Vetting ???
By definition, vetting means to make a thorough inspection of In the shipping industry, it is the potential charterer making a thorough inspection of your ship with a view to chartering (hiring) it, based on the results of the inspection; Vetting Inspections reports are now available to Port State Control through the SIRE or CDI databases.
Getting Organized
This was partly successful but after Exxon Valdez and Sea Empress groundings; A formal inspection system was established in conjunction with the OCIMF using the SIRE database.
No Approval No Hire
So, in order to carry a cargo, it is now a requirement that the vessel is approved by the company chartering the vessel. Either by physical inspection or by reference to a database inspection report.
10
Assessment Criteria
The vessel screening process may include criteria such as: VPQ & OCIMF VIQ or CDI SIR; Class Society; Flag & Age of the vessel; Previous PSC reports; Terminal reports on file; Owner rating; Past incident record; General public information newspaper, class reports, Lloyds List, etc.
13
There are different organizations involved in a Vetting Inspection; We will now take a look at some of the different organizations involved.
14
The organization responsible for operating and maintaining the ship to the required standards.
15
Charterer
Usually an oil company; Involved in the transportation of oil, chemicals or gas; Charterers decide on what basis the ship will be inspected. 16
OCIMF
Oil Companies International Maritime Forum; Primary objective is the promotion of safety and pollution prevention from tankers and terminals.
17
OCIMF
Members are mostly oil companies and those companies with large interest in the safe transportation of oil, chemicals or gas. Presently there are 20 members who submit reports to SIRE and 80 companies who have access to the SIRE reports; & Responsible for standardizing and publishing the documents used for information gathering, the Vessel Particulars Questionnaire (VPQ) and the Vessel Inspection Questionnaire (VIQ). 18
VPQ
Vessel Particulars Questionnaire; Contains all basic information about the vessel, owners, managers, crewing agents, crew complement, nationality of crew, etc. Also contains information of a permanent nature such as physical dimensions and tank capacities.
19
VPQ
Inspection organizations have declared that: If a VPQ is not available in the SIRE database AND onboard the vessel, they will not inspect the vessel. Therefore your ship will never be approved; It is the ships responsibility to keep the VPQ up to date; & An updated edition of VPQ must always be sent to the Company, in the case of Hanseatic, to the QMS Dept.
20
OCIMF VIQ
The Vessel Inspection Questionnaire ensures that any OCIMF member inspecting a tanker and submitting a report to SIRE does so using a consistent format acceptable to other members; The VIQ addresses questions regarding certification, crew management, navigation, cargo handling, mooring, engineroom, steering gear and other aspects associated with safety and pollution prevention; OCIMF inspections usually take place when the vessel is fully operational - loading or preferably when discharging cargo.
21
22
SIRE
Ship Inspection Report programme; & It is a readily accessible pool of technical information concerning the condition, operational procedures and physical details of tanker vessels. 23
SIRE
SIRE allows an OCIMF member to access data regarding a vessel and make a decision on the vessels suitability without actually inspecting the vessel; This greatly reduces the burden the ships staff and prevents wasting the limited resources of qualified inspectors; Data maybe accessed by potential charterers as well as other organizations and governmental bodies (Port State Control) having a direct and common interest in tanker safety.
24
CDI
Chemical Distribution Institute; Independent organization administering and inspection scheme for chemical and gas tankers; Often used by major oil companies to complement the SIRE database. 25
CDI
Does not employ inspectors, initiate inspections or make judgments on the inspection reports; Companies requiring to make a CDI inspection hire an independent inspector, trained and approved by CDI; CDI Inspections are based on a CDI approved questionnaire that now contains approx 850 questions. 26
CDI
Inspections can also carried out on new buildings when the vessel is not fully operational, e.g. cargo plant not in operation, no cargo onboard or untested; Completed inspection reports are lodged directly into an active database, where they remain for 13 months, after which they are archived.
27
CDI VPQ
Must be completed and sent to the Company (HSC QMS) as soon as possible; Must be kept updated and revisions advised to the Company; Without a valid CDI VPQ on the database, any inspection report will NOT be released for other participants to look at, assess and approve vessels; The Company must therefore always have a copy of the latest CDI VPQ from the vessel.
28
CDI SIR
The CDI Ship Inspection Report has self assessment sections that MUST be completed by the vessel; These sections are shaded for easy identification; By completing the self assessment sections, it reduces the time the inspector will need to complete his inspection; HOWEVER he may make a spot check on these items. 29
30
Terminal Inspection
Some oil companies may also carry out terminal inspections; Different to Vettings as usually unannounced and completed using a terminals own checklist; However, these inspections are just as important as a vessel may risk losing its approval status if negative comments are passed back to the oil majors vetting department.
31
Inspection Format
For PSC, the inspection format varies; Is the US, the coastguard uses a risk based targeting system; Vessels are evaluated on 5 factors that impact on safety: Owner; Flag State (Registry); Class Society; Boarding & Casualty History; & Ship type.
35
US Coastguard
Oil, gas and chemical tankers in the US are required to be inspected annually; Upon compliance, oil and product tankers are issued a Tank Vessel Examination Letter (TVEL); & Chemical and gas tankers are issued a Letter of Compliance (LOC).
36
Inspection Results
A Port State Control Inspector has the power to detain a vessel until noted deficiencies are rectified; Vessel maybe permitted to sail with minor deficiencies, future inspections will check for rectification. 37
The Future?
Who knows, may be one day, all inspections will be standardized and accepted by the different organizations involved; Until then, we must maintain our ships in a condition that meets the requirements of the strictest inspection standards.
38
39
General
Any inspection can only be successful if the vessel is properly prepared; Inspectors begin collecting impressions from when they first see the vessel; The inspection continues until he steps off the gangway; Most inspectors are former seagoing Officers and therefore have both inspection and seagoing experience. 40
The 6 Ps
Planning, Preparation & Practice Prevent Poor Performance
41
Initial Notification
Majority of vetting inspections are initiated by the owners or shipmanagers; Anniversary of existing approval maybe approaching therefore reinspection must be made; Vessel always notified in advance; In reality, maybe only 1 or 2 days in advance; Inspection may also be canceled at short notice if appointed inspectors workload is excessive.
42
Vessel Notification
Sent in advance by telex, fax or email; Type of inspection (CDI or OCIMF) will be confirmed; If known, Company will advise name(s) of inspector(s); Vessel must always verify that the inspector that boards the vessel is the one stated in the notification.
43
Postponement Request
The Master can request a postponement of the inspection for the following reasons: Large number of officers and key ratings changing over; & If more than one inspection scheduled to take place at the same time - some oil majors will not attend in such cases. Masters postponement request must be made to the Company and not to the inspection organization. 44
Timing
Schedule the inspection for a convenient time; Inspection must not conflict with other shipboard operations; Liaise with local agent, he will advise the inspector at what time he should board the vessel; Ensure that all crew are aware of planned arrangements, especially the gangway watch.
45
First Impressions
As the saying goes First Impressions Last; The inspectors first impressions are formed between the gangway and the Masters cabin or ships office never underestimate this route; Although subjective at this point, the whole inspection is spent looking for objective evidence to support the inspectors initial opinion; We never get a second chance to make a good impression.
46
Self Assessment
Each Dept Head must complete his own monthly inspection (refer HSC Directive DIR/011/SH/01; Objective is to highlight deficiencies ahead of vetting inspections; Senior Officers MUST prepare a self assessment checklist covering the main areas of responsibility; Make use of the OCIMF or CDI checklist of questions that is provided onboard your vessel.
47
48
49
Self Assessment
Suggested Format: Master - Ships Particulars / VPQ; - Certificates/Documentation; - Personnel (licenses / certificates); - Emergency Contingency Plans (see OPCP); - Work/Rest Hours; - Training Records; - Masters Review; & - Communications.
50
Self Assessment
Suggested Format: Safety Management System - Company Policies; - Designated Person; - Job Descriptions; - Safety & Management Meetings; - Onboard Familiarization; - Contingency Plans (see OPCP); - Training Records; & - Drill Records, etc.
51
Self Assessment
Suggested Format: Chief and/or 2nd Engineer Safety Management; Correct entries into Oil Record Book; Training Records; Spares/Stores Records; Maintenance plans/records; IG System (if applicable) & Engine room, Workshop & Steering Gear housekeeping;
52
Self Assessment
Suggested Format: Chief Officer - Garbage Disposal; - Pollution Prevention items including SOPEP inventory records; - Cargo/Ballast Systems; - Oil Record Book - Gas Detectors + Calibration; - Mooring Equipment; - Load Line items; & - Chemical/Gas Supplement; - IG & COW (if applicable)
53
Self Assessment
Suggested Format: 2nd and/or 3rd Officer - Bridge Equipment; - Testing of GMDSS equipment incl records & printouts; - Passage Planning incl execution of plan; - Charts & Publication Corrections & Records; - SOLAS Manuals must be ship specific; - Fire Fighting & Life Saving Appliances maintenance and records.
54
Self Assessment
Once the checklists have been prepared, senior officers should delegate tasks to other officers/ratings where appropriate; This will help involve them in the inspection and give them an understanding in what is required during the real thing.
55
Detailed Requirements
The following must be prepared in advance of the inspector coming onboard: VPQ; Ships Certificates; Other Applicable Documentation (P&A Manual etc); Equipment for Demonstration/Calibration; Equipment for Operation; Items to be Checked; & Miscellaneous Items.
56
Ships Certificates
All ships certificates must be prepared and made ready for the inspector; Make copies and keep in order as per OCIMF or CDI checklist; Always have one full set prepared in advance; In a port where the agent needs to take ashore the originals, ensure that you have a full set of copies and a confirmation of receipt from the agent.
57
Ships Certificates
Must also include: ISM Document of Compliance; ISM Safety Management Certificate; Hanseatic Safety Records Folder; SOPEP; & Vessel Response Plan (if appropriate.
58
Test Certificates
Inspector may want to see certificates for: BA bottle pressure test; Fire Extinguisher pressure test; Portable Gas Detector servicing; Fixed Foam sample testing; Liferaft annual service; Mooring Ropes & Wires; Mooring Winch Brakes (annual); Crane wire(s) and hook(s); etc
Certificate of Test
59
60
61
62
63
64
65
Items to be Checked
Firemans Outfits & Fire Control Plans; International Shore Connection; Navigation/Bridge Equipment; Charts, Publications & Corrections; EPIRB, SART, Pyrotechnics & Hydrostatic Releases; Flame Screens on Bunker/Ballast Tanks; Paint Locker Sprinkler System; & Marine Sanitation Device. 66
Miscellaneous Items
Must be checked to create an overall good impression Gangway - security, net, lifebuoy, lighting, etc; Visitor log to be maintained, sign in and out; Identification no identification = no access on board; Warning Signs - posted in applicable areas; PPE - all crew wearing correct PPE at work; Deck Watch - properly dressed and carrying VHF; Manifold - fire fighting equipment correctly positioned; Deck Area - clean, free of oil/water, scuppers in; Cargo Operations - cargo plan available and briefing done; Moorings - in good order, no lines on drum ends/single posting; Fire Wires in good order and correctly prepared; Accommodation - access limited, clean & no obstructions.
67
Bridge/Navigation Procedures
Passage Plan only pilot to pilot; Missing, obsolete or out of date publications; Masters Standing Orders - inadequate or not signed must include section on anchor dragging; Night Orders - inadequate, irregular or not signed; Compass Errors - not taken as per procedure; Position Fixing - not as per procedure, only one method used or not carried out whilst vessel under pilotage; & Chart Corrections - not complete or poorly recorded.
69
Bridge/Navigation Procedures
Echo Sounder paper not annotated before each use (port/date/time); GMDSS Logbook not correctly completed; Navtex Warnings to be individually initialed as a record that they have been sighted; Filing system for T&P notices not established; Emergency Steering Gear changeover procedures not posted; Mooring line info & layout not posted on Bridge; No record in Deck Logbook each time Master takes con or hands back to the OOW.
70
Passage Planning
Refer to HSC FM Vol 1, Chapter 4, Section 2.3; Must be berth to berth; Position fixing method & plotting interval must be defined & followed; Communication details and reporting points must be shown; Contingency Areas (alternative routes or emergency anchorages) must be identified. 71
Passage Planning
No Go areas clearly marked on each chart; Parallel Indexing used wherever possible, especially in straight/narrow buoyed channels; Navtex warnings marked on charts; & Squat calculations (minimum amount of water under keel) to be shown.
72
73
74
75
76
General untidiness; Shower rooms & Toilets not cleaned; Inadequate PPE being worn by Catering Dept staff; Galley extractor - gauze greasy= fire hazard; & No identification on accommodation vents/fire flaps.
77
Miscellaneous
Deck & Engine Room watch schedules prepared and posted for all to see; Loose items on deck, in storerooms, engine room and galley not correctly secured; & Test & Calibration of all equipment (must be in accordance with Fleet Manuals and recently issued circular letter).
78
The Inspection
The Opening Meeting; Documentation Checks; The Walk Around; Report Preparation; The Closing Meeting; Disputing Findings; Action after the Inspection; & Tips for a Successful Inspection.
79
Documentation Checks
Work at a convenient location; Have a copy of the VPQ available; Do not keep inspector waiting whilst searching for, or copying documents; If necessary, enlist help for making copies; & Replace documents properly after use.
81
82
Report Preparation
Most inspectors now carry notebook computers with report format inside; Prepare a work space for him; & Advise him of ships voltage - just in case. 85
Inspectors Report
The inspector is NOT required to leave a copy of his report onboard for the Master; However, it must be discussed in detail with the Master before he disembarks; Inspector may or may not leave a list of observations again, these must be discussed in detail.
86
No Discussion?
If the inspector does not hold a discussion, the Master MUST prepare a written objection and advise his Company immediately; The Company will take this matter up with the inspecting organization.
88
Disputing Findings
Master & Senior Officers have the right to dispute inspectors findings; You are protecting the interests of the owners and/or shipmanagers; Always remember the commercial implications of the inspection - NO APPROVAL NO HIRE. 89
Disputing Findings
Master must ensure he has clear understanding of any findings that are finalized. If an agreement cannot be reached, the Master MUST record any comments that he has on the report before he signs it and hands it back to the inspector; Without Masters comments, the company will have difficulty supporting the vessel when negotiating with the inspecting organization.
90
91
92
93
Company Response
In all cases, it is the Company who will reply to the inspecting organization final approval may hinge on a prompt response from the Company; The inspecting organization gives a fixed number of days, within which, the Company must reply to the inspection findings; Company response is based on information given by the Master, therefore a full explanation as to the causes of each deficiency and proposed corrective action must be provided by 94 the ship.
Database Entry
Upon expiry of the given response time, the inspecting organization will enter the inspection report into the SIRE or CDI database; If the Company has failed to respond in time, no response will be filed; Any 3rd party accessing the report will only see the deficiencies against the vessel, this will make 3rd party acceptance very difficult.
95
Database Response
The Company also submits a response into the SIRE or CDI database; If submitted within the given time period - the Company response will always be attached to the full inspection report that is available to other charterers; By making their response available, the Company demonstrates their commitment to improving the safety onboard the ship.
96
Inspection Follow Up
A vital part of the shipboard administration is to to follow up on the inspection and ensure that stated deficiencies are rectified in a timely manner; Always be aware that someone ashore will be answering questions from the inspecting organization or other potential charterers, this is done on behalf of the vessel; In order that accurate and timely information is passed on, Master must keep shore management updated.
97
98
99
100
101
Finally
We hope you will find this course useful and the content will help you to prepare for the next forthcoming audit! If you have any comments please write them down and send them to the HSC Crew Operation Manager! Thanks for participating and we wish you always safe sailings!
103