2Course FormatCourse 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
3Check on yourself Please read the questionnaire and answer the questions to your best knowledgewithout consulting this presentation or aninstructor.Be fair to yourself!Complete it (not more than 8-10 minutes), turn it around and continue here.
4Course ContentsIntroduction, History & Purpose of Vetting Inspections (slide 5)Different Organizations involved in Vetting Inspections and Company/Shipboard Administration (Slide 14)3. Preparing and conducting an Inspection (slide 39)4. Useful tips for an Inspection (slide 98)
5Purpose of Vetting Inspections 1. IntroductionPurpose of Vetting InspectionsTO ELIMINATE RISK&TO PROMOTE SAFETY & PREVENT POLLUTION FROM TANKERS
6Vetting ???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.
7History of Vetting Inspections During 1970’s and early 80’s, major oil companies sold many of their aging vessels;They became more reliant on chartered tonnage to move increasing quantities of oil, chemicals and gas;This exposed them to risks associated with sub standard ships and different standards of onboard management.
8Why carry out Vetting Inspections Because they no longer had any operational control over the vessel, oil companies quickly realized that there was a significant risk in hiring such ships;No control with respect to the overall condition, operating standards, training and welfare of the crew onboard;Their solution was to inspect a sample of their chartered tonnage.
9Getting OrganizedThis 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.
10No Approval No HireSo, 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.
11Differing Inspection Standards However, different oil companies focused on different areas of shipboard operations and had very different ideas of what they considered “acceptable”;This in turn led to problems for the shipowners / managers who were trying maintain compliance with many differing standards.
12Standardizing the Vetting Inspection Gradually under the OCIMF and the European Chemical Industry Council;Standard criteria for inspection and reporting were established;These are known today as OCIMF/SIRE and CDI vettings.
13Assessment CriteriaThe 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.
142. Different Organizations Involved in Vetting There are different organizations involved in a Vetting Inspection;We will now take a look at some of the different organizations involved.
15Ship Management Company The organization responsible for operating and maintaining the ship to the required standards.
16Charterer Usually an oil company; Involved in the transportation of oil, chemicals or gas;Charterer’s decide on what basis the ship will be inspected.
17OCIMF Oil Companies International Maritime Forum; Primary objective is the promotion of safety and pollution prevention from tankers and terminals.
18OCIMFMembers 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).
19VPQ 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.
20VPQ 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 ship’s 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.
21OCIMF VIQThe 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.
22Vessel Assessment - OCIMF In the case of an OCIMF Oil Major inspection, the CHARTERERS will decide whether or not the vessel is acceptable based on their own criteria;A message informing the result will then be sent to the Company;The Charterer’s will then place their inspection report in the SIRE database. The report sent to SIRE does not include any acceptability rating.
23SIRE Ship Inspection Report programme; & It is a readily accessible pool of technical information concerning the condition, operational procedures and physical details of tanker vessels.
24SIRESIRE allows an OCIMF member to access data regarding a vessel and make a decision on the vessel’s suitability without actually inspecting the vessel;This greatly reduces the burden the ship’s 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.
25CDI 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.
26CDIDoes 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.
27CDIInspections 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.
28CDI VPQMust 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.
29CDI SIRThe 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.
30Vessel Assessment - CDI In the case of a CDI inspection, the inspecting organization directly lodges their report + any Company response directly into the CDI database;As with SIRE, the CDI report does not contain any acceptability rating;Individual charterers accessing the report will make their own decision based on the inspection report.
31Terminal InspectionSome oil companies may also carry out “terminal inspections”;Different to Vettings as usually unannounced and completed using a terminal’s own checklist;However, these inspections are just as important as a vessel may risk losing it’s “approval status” if negative comments are passed back to the oil major’s vetting department.
32Port State Control (PSC) Inspections During the 1980’s, under the IMO, the Port State Control (PSC) was established;Non commercial inspections designed to detect and detain sub standard ships - those that pose the greatest risk;
33Port State Control Inspections Inspections are carried out by the country in which the port is located.There are various Memorandums of Understanding (MoU) between the countries;Objective is to once again attempt to standardize the inspections being carried out.
34Port State Control Inspections Inspections are carried out in accordance with the control provisions of IMO conventions: -SOLAS;MARPOL;STCW; &ILO 147 Convention
35Inspection 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.
36US CoastguardOil, 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).
37Inspection ResultsA 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.
38The 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.
393. - Preparation for an Inspection General Preparations; &Detailed Requirements;
40GeneralAny 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.
41Planning, Preparation & Practice The 6 P’sPlanning, Preparation & PracticePreventPoor Performance
42Initial NotificationMajority of vetting inspections are initiated by the owners or shipmanagers;Anniversary of existing approval maybe approaching therefore re- inspection 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 inspector’s workload is excessive.
43Vessel 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.
44Postponement RequestThe 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.Master’s postponement request must be made to the Company and not to the inspection organization.
45Timing 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.
46First Impressions As the saying goes “First Impressions Last”; The inspector’s first impressions are formed between the gangway and the Master’s cabin or ship’s office - never underestimate this route;Although subjective at this point, the whole inspection is spent looking for objective evidence to support the inspector’s initial opinion;We never get a second chance to make a good impression.
47Self AssessmentEach 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.
48Past Inspection Results Results of past inspections are a good indicator of areas where improvements are required;Past inspection reports should be available onboard;Review deficiencies from past inspections and ensure that corrective action has been taken;Annually, HSC also produces an analysis of all vetting inspection findings for our full management fleet - read this and learn from our experiences.
49Help from HanseaticTo help vessels prepare, the following documents are provided to the vessels: -OCIMF VIQ (on CD);OCIMF VPQ (CD & printed copy);CDI SIR Gas/Chemical (CD & printed copy);CDI VPQ (CD & printed copy);Exxon Mobil - Min Safety Criteria (on CD);HSC cross reference guide to CDI Gas/Chemical SIR (printed);HSC Preparing for an Oil Major Inspection (printed copy based on OCIMF/VIQ); &HSC Analyses of previous years’ inspection findings.
54Self 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.
55Self AssessmentOnce 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”.
56Detailed Requirements The following must be prepared in advance of the inspector coming onboard: -VPQ;Ship’s Certificates;Other Applicable Documentation (P&A Manual etc);Equipment for Demonstration/Calibration;Equipment for Operation;Items to be Checked; &Miscellaneous Items.
57Ship’s CertificatesAll ship’s 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.
58Ship’s Certificates Must also include: - ISM Document of Compliance; ISM Safety Management Certificate;Hanseatic Safety Records Folder;SOPEP; &Vessel Response Plan (if appropriate.
59Test 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); etcCertificate of Test
60Other Applicable Documentation All other documentation must be prepared;Prepare them in the same order as they appear in the Vessel’s Inspection Questionnaire;This will greatly assist the smooth progress of the inspection and will create a very positive impression;
61Other Applicable Documentation For documents related to the onboard Safety Management System, ask the inspector to transfer to the location where these documents are filed;If necessary, arrange for an off duty junior officer to assist with making copies, etc.DO NOT keep him waiting whilst you are running around the ship searching for records, etc.
62Equipment for Calibration/Demonstration Expect that the inspector will want to see certain pieces of equipment in use;Ensure this equipment is in good condition and ensure that sufficient crewmembers have been thoroughly trained in correct usage!
63Equipment for Calibration/Test/Demonstration Includes: -Fixed & Portable Gas Detectors;Records for monitoring void/ballast spaces around the cargo tank area;Toximeter (if applicable);Ullaging Devices;Overboard Discharge Monitor;Cargo Pump - Emergency Stops;High Level & Overfill Alarms;Quick Closing Valves; &CALIBRATION RECORDS for all of the above.
64Equipment for Operation Inspector may request to see equipment in operation;This is especially true if he has any reason to doubt the reliability of maintenance/test records;Ensure appropriate crewmembers are trained in the correct usage of the following equipment: -
65Equipment for Operation Inert Gas Alarms;Oily Water Separator;Fire Fighting Systems;Steering Gear;Emergency Generator;Breathing Apparatus;E/Room Ventilation Shutdowns;Fuel Oil Cut Off Valves, etc.
66Items to be Checked Fireman’s 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.
67Miscellaneous ItemsMust be checked to create an overall good impressionGangway - 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.
68Common Inspection Findings All Deck Officers and Engineers must be made aware of common inspection findings relative to their duties or responsibilities;This information can greatly help them check their own work area and prepare themselves properly for the forthcoming inspections; training tool;Year after year, the following deficiencies re-occur on vessels under our management.
69Bridge/Navigation Procedures Passage Plan only pilot to pilot;Missing, obsolete or out of date publications;Master’s 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.
70Bridge/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.
71Passage 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.
72Passage 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.
73Cargo Control Room/Deck Cargo/ballast plan not sufficiently detailed (see OPCP);Cargo Emergency Shutdown Devices not tested and recorded prior to cargo transfer operations;Mooring winch brakes not tested to rendering (slipping) point – (refer to OPCP);Mooring Areas do not have non-slip surfaces;Mooring winches not included in Planned Maintenance;Hydraulic oil leaks on deck; &Ship’s staff not wearing correct PPE.
74Cargo Control Room/Deck Ballast vent flame screens in poor condition.Local & Remote readouts on tank measuring equipment must coincide;Portable Gas/O2 meters not calibrated; &Enclosed Space entry procedures not correctly applied - permit used for more than one enclosed space - Rule is one enclosed space, one entry permit.
75Engine Room & Steering Gear No instructions posted for fixed fire fighting system;Emergency steering procedures not posted;E/Room bilges full with oil/water mixture;Procedures for Hot Work not correctly followed;Safety & Operational Guidelines for Oxy/Acetylene equipment not posted;Oxy/Acetylene bottles not closed when not in use;Empty Oxy/Acetylene bottles not correctly stored;Welding safety guidelines ignored; &Lack of warning notices or safety posters.
76Engine Room & Steering Gear No goggles in place at lathe or workshop grinder;Warning sign to remind crew that when grinding - must use protective gloves;Steering Gear emergency hydraulic tank must be full;Emergency Generator fuel tank must be full;Sounding Pipes & Cocks must be closed - NOT lashed open;Chemicals not stowed correctly, MSDS not available at location;PPE for chemicals (gloves, mask & eye wash) must be easily accessible - same goes for battery locker(s);Battery Locker must have warning sign “Possible Gas Release & Risk of Explosion”.
77Accommodation & Galley 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.
78MiscellaneousDeck & 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).
79The 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.
80The Opening Meeting Attended by Senior Officers & Inspector; Introductions;Confirm itinerary & timetable; &Advise inspector who will accompany him through which areas.
81Documentation 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.
82The Walk AroundInspector MUST BE accompanied by a senior officer at all times;Make PPE available to the inspector;Do not allow him to walk around on deck or in E/Room unaccompanied or without correct PPE; &Advise him regarding the use of camera/mobile phone (refer to HSC Operational Bulletin QA/005/BN/99).
83The Walk AroundIf a deficiency is pointed out, dispute it if appropriate;Check further and provide inspector with more information; &Do not get into an argument, make notes and refer back later.
84The Walk Around Inspector may stop and talk with crew; Remember, he’s still an inspector;He will also be checking for visible defects and will cross reference with defect reporting system later.
85Report PreparationMost inspectors now carry notebook computers with report format inside;Prepare a work space for him; &Advise him of ship’s voltage - just in case.
86Inspector’s ReportThe 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.
87The Closing MeetingAttended by available senior officers and inspector;Will give overall view of inspection and introduce and findings; &Ship’s staff must dispute any findings they consider not appropriate.
88No 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.
89Disputing FindingsMaster & Senior Officers have the right to dispute inspector’s findings;You are protecting the interests of the owners and/or shipmanagers;Always remember the commercial implications of the inspection - NO APPROVAL NO HIRE.
90Disputing FindingsMaster 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 Master’s comments, the company will have difficulty supporting the vessel when negotiating with the inspecting organization.
91Signing The ReportInspector will ask Master to sign his Inspection Report or List of Deficiencies;DO NOT leave the document unsigned - it’s unprofessional;To close the inspection, the inspector must receive a signed copy of his report of list of observations - with annotation as required.
92Master’s Report to Company Master must forward a copy of the inspection report or list of observations to his Company as soon as possible after the inspector has left; &Master is required to expand on any deficiencies noted during the inspection and he must include details of the ship’s proposed corrective actions.
93Proposed Corrective Action Potential shipboard corrective actions should be thoroughly discussed onboard with the other senior officers prior to submission to the office;The Master and officers must forward details of the most suitable corrective action in order to prevent recurrence of similar deficiencies during future inspections; &One line answers such as “rectified” or “office problem” are NOT acceptable.
94Company ResponseIn 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 the ship.
95Database EntryUpon 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.
96Database ResponseThe 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.
97Inspection Follow UpA 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.
984. Tips for a Successful Inspection PREPARE;Arrange a tour of the vessel. Highlight location of toilets, emergency exits, smoking/no smoking areas, work area for inspector’s use, use of cellular phone, camera, etc.Prepare PPE in advance. If the inspector needs to change, prepare a spare cabin;Check for any food preferences;
99Tips for a Successful Inspection Advise the ship’s voltage;Introduce the inspector to the crew to encourage co-operation;Keep to the inspection timetable. If this is not possible, advise the inspector of proposed changes;Maintain a high standard of housekeeping at your place of work.
100Tips for a Successful Inspection Answer only the question that is asked, do not be over communicative;Ask the inspector to repeat or re-phrase the question if you do not understand;Lead the inspector where possible;Accept findings where justified. Argue your case only when you’re sure.
101Tips for a Successful Inspection If the inspector will stay onboard overnight, prepare a cabin with clean linen, towels and soap, etc.Give necessary SMS shipboard familiarization & keep a record;Ensure that the inspector is made aware of alarm signals and muster stations; &Advise inspector of ship’s meal times, etc.
102End of course - Vetting The final session has now been completed! Now you have had an Introduction on different inspection, their preparation and a short run through a possible inspection.There is no need to be nervous about any VETTING neither CDI or PSC Inspection – provided the ship is run by professionals who are operating the vessel in line with all rules and requirements and applying good seamanship!With the knowledge you have now, please take the questionnaire and check on all questions again!
103Thanks for participating and we wish you always safe sailings! F i n a l l yWe 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!