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1 CBT 3 – Vetting Inspections. 2 Course Format Course is made up of this PowerPoint presentation and accompanied by the small questionnaire next to you!

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Presentation on theme: "1 CBT 3 – Vetting Inspections. 2 Course Format Course is made up of this PowerPoint presentation and accompanied by the small questionnaire next to you!"— Presentation transcript:

1 1 CBT 3 – Vetting Inspections

2 2 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

3 3 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.

4 4 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 (slide 39) 4.Useful tips for an Inspection (slide 98)

5 5 1. Introduction TO ELIMINATE RISK & TO PROMOTE SAFETY & PREVENT POLLUTION FROM TANKERS Purpose of Vetting Inspections

6 6 Vetting ??? 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.

7 7 History of Vetting Inspections During 1970s and early 80s, 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.

8 8 Why 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.

9 9 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.

10 10 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.

11 11 Differing 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.

12 12 Standardizing 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.

13 13 Assessment Criteria The vessel screening process may include criteria such as: - êVPQ & OCIMF VIQ or CDI SIR; êClass Society; êFlag & Age of the vessel; êPrevious PSC reports; êTerminal reports on file; êOwner rating; êPast incident record; êGeneral public information - newspaper, class reports, Lloyds List, etc.

14 14 2. 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.

15 15 Ship Management Company The organization responsible for operating and maintaining the ship to the required standards.

16 16 Charterer Usually an oil company; Involved in the transportation of oil, chemicals or gas; Charterers decide on what basis the ship will be inspected.

17 17 OCIMF Oil Companies International Maritime Forum; Primary objective is the promotion of safety and pollution prevention from tankers and terminals.

18 18 OCIMF êMembers are mostly oil companies and those companies with large interest in the safe transportation of oil, chemicals or gas. êPresently there are 20 members who submit reports to SIRE and 80 companies who have access to the SIRE reports; & êResponsible for standardizing and publishing the documents used for information gathering, the Vessel Particulars Questionnaire (VPQ) and the Vessel Inspection Questionnaire (VIQ).

19 19 VPQ êVessel Particulars Questionnaire; êContains all basic information about the vessel, owners, managers, crewing agents, crew complement, nationality of crew, etc. êAlso contains information of a permanent nature such as physical dimensions and tank capacities.

20 20 VPQ Inspection organizations have declared that: - êIf a VPQ is not available in the SIRE database AND onboard the vessel, they will not inspect the vessel. êTherefore your ship will never be approved; êIt is the ships responsibility to keep the VPQ up to date; & êAn updated edition of VPQ must always be sent to the Company, in the case of Hanseatic, to the QMS Dept.

21 21 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.

22 22 Vessel 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 Charterers will then place their inspection report in the SIRE database. The report sent to SIRE does not include any acceptability rating.

23 23 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.

24 24 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.

25 25 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.

26 26 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.

27 27 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.

28 28 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.

29 29 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.

30 30 Vessel 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.

31 31 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.

32 32 Port State Control (PSC) Inspections kDuring the 1980s, under the IMO, the Port State Control (PSC) was established; kNon commercial inspections designed to detect and detain sub standard ships - those that pose the greatest risk;

33 33 Port State Control Inspections kInspections are carried out by the country in which the port is located. kThere are various Memorandums of Understanding (MoU) between the countries; kObjective is to once again attempt to standardize the inspections being carried out.

34 34 Port State Control Inspections kInspections are carried out in accordance with the control provisions of IMO conventions: - kSOLAS; kMARPOL; kSTCW; & kILO 147 Convention

35 35 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.

36 36 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).

37 37 Inspection Results kA Port State Control Inspector has the power to detain a vessel until noted deficiencies are rectified; kVessel maybe permitted to sail with minor deficiencies, future inspections will check for rectification.

38 38 The Future? kWho knows, may be one day, all inspections will be standardized and accepted by the different organizations involved; kUntil then, we must maintain our ships in a condition that meets the requirements of the strictest inspection standards.

39 39 3. - Preparation for an Inspection êGeneral Preparations; & êDetailed Requirements;

40 40 General êAny inspection can only be successful if the vessel is properly prepared; êInspectors begin collecting impressions from when they first see the vessel; êThe inspection continues until he steps off the gangway; êMost inspectors are former seagoing Officers and therefore have both inspection and seagoing experience.

41 41 The 6 Ps Planning, Preparation & Practice Prevent Poor Performance

42 42 Initial Notification Majority 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 inspectors workload is excessive.

43 43 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.

44 44 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.

45 45 Timing êSchedule the inspection for a convenient time; êInspection must not conflict with other shipboard operations; êLiaise with local agent, he will advise the inspector at what time he should board the vessel; êEnsure that all crew are aware of planned arrangements, especially the gangway watch.

46 46 First Impressions êAs the saying goes First Impressions Last; êThe inspectors first impressions are formed between the gangway and the Masters cabin or ships office - never underestimate this route; êAlthough subjective at this point, the whole inspection is spent looking for objective evidence to support the inspectors initial opinion; êWe never get a second chance to make a good impression.

47 47 Self Assessment êEach Dept Head must complete his own monthly inspection (refer HSC Directive DIR/011/SH/01; êObjective is to highlight deficiencies ahead of vetting inspections; êSenior Officers MUST prepare a self assessment checklist covering the main areas of responsibility; êMake use of the OCIMF or CDI checklist of questions that is provided onboard your vessel.

48 48 Past Inspection Results êResults of past inspections are a good indicator of areas where improvements are required; êPast inspection reports should be available onboard; êReview deficiencies from past inspections and ensure that corrective action has been taken; êAnnually, HSC also produces an analysis of all vetting inspection findings for our full management fleet - read this and learn from our experiences.

49 49 Help from Hanseatic êTo help vessels prepare, the following documents are provided to the vessels: - êOCIMF VIQ (on CD); êOCIMF VPQ (CD & printed copy); êCDI SIR Gas/Chemical (CD & printed copy); êCDI VPQ (CD & printed copy); êExxon Mobil - Min Safety Criteria (on CD); êHSC cross reference guide to CDI Gas/Chemical SIR (printed); êHSC Preparing for an Oil Major Inspection (printed copy based on OCIMF/VIQ); & êHSC Analyses of previous years inspection findings.

50 50 Self Assessment êSuggested Format: - êMaster -Ships Particulars / VPQ; -Certificates/Documentation; -Personnel (licenses / certificates); -Emergency Contingency Plans (see OPCP); -Work/Rest Hours; -Training Records; -Masters Review; & -Communications.

51 51 Self Assessment êSuggested Format: - êSafety Management System -Company Policies; -Designated Person; -Job Descriptions; -Safety & Management Meetings; -Onboard Familiarization; -Contingency Plans (see OPCP); -Training Records; & -Drill Records, etc.

52 52 Self Assessment êSuggested Format: - êChief 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;

53 53 Self Assessment êSuggested Format: - êChief 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)

54 54 Self Assessment êSuggested Format: - ê2nd 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.

55 55 Self Assessment êOnce the checklists have been prepared, senior officers should delegate tasks to other officers/ratings where appropriate; êThis will help involve them in the inspection and give them an understanding in what is required during the real thing.

56 56 Detailed Requirements êThe following must be prepared in advance of the inspector coming onboard: - êVPQ; êShips Certificates; êOther Applicable Documentation (P&A Manual etc); êEquipment for Demonstration/Calibration; êEquipment for Operation; êItems to be Checked; & êMiscellaneous Items.

57 57 Ships Certificates êAll ships certificates must be prepared and made ready for the inspector; êMake copies and keep in order as per OCIMF or CDI checklist; êAlways have one full set prepared in advance; êIn 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.

58 58 Ships Certificates êMust also include: - êISM Document of Compliance; êISM Safety Management Certificate; êHanseatic Safety Records Folder; êSOPEP; & êVessel Response Plan (if appropriate.

59 59 Test Certificates êInspector may want to see certificates for: - êBA bottle pressure test; êFire Extinguisher pressure test; êPortable Gas Detector servicing; êFixed Foam sample testing; êLiferaft annual service; êMooring Ropes & Wires; êMooring Winch Brakes (annual); êCrane wire(s) and hook(s); etc Certificate of Test

60 60 Other Applicable Documentation êAll other documentation must be prepared; êPrepare them in the same order as they appear in the Vessels Inspection Questionnaire; êThis will greatly assist the smooth progress of the inspection and will create a very positive impression;

61 61 Other Applicable Documentation êFor documents related to the onboard Safety Management System, ask the inspector to transfer to the location where these documents are filed; êIf necessary, arrange for an off duty junior officer to assist with making copies, etc. êDO NOT keep him waiting whilst you are running around the ship searching for records, etc.

62 62 Equipment for Calibration/Demonstration êExpect that the inspector will want to see certain pieces of equipment in use; êEnsure this equipment is in good condition and ensure that sufficient crewmembers have been thoroughly trained in correct usage!

63 63 Equipment for Calibration/Test/Demonstration êIncludes: - -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.

64 64 Equipment for Operation êInspector may request to see equipment in operation; êThis is especially true if he has any reason to doubt the reliability of maintenance/test records; êEnsure appropriate crewmembers are trained in the correct usage of the following equipment: -

65 65 Equipment for Operation êInert Gas Alarms; êOily Water Separator; êFire Fighting Systems; êSteering Gear; êEmergency Generator; êBreathing Apparatus; êE/Room Ventilation Shutdowns; êFuel Oil Cut Off Valves, etc.

66 66 Items to be Checked êFiremans Outfits & Fire Control Plans; êInternational Shore Connection; êNavigation/Bridge Equipment; êCharts, Publications & Corrections; êEPIRB, SART, Pyrotechnics & Hydrostatic Releases; êFlame Screens on Bunker/Ballast Tanks; êPaint Locker Sprinkler System; & êMarine Sanitation Device.

67 67 Miscellaneous Items Must be checked to create an overall good impression êGangway - security, net, lifebuoy, lighting, etc; êVisitor log – to be maintained, sign in and out; êIdentification – no identification = no access on board; êWarning Signs - posted in applicable areas; êPPE - all crew wearing correct PPE at work; êDeck Watch - properly dressed and carrying VHF; êManifold - fire fighting equipment correctly positioned; êDeck Area - clean, free of oil/water, scuppers in; êCargo Operations - cargo plan available and briefing done; êMoorings - in good order, no lines on drum ends/single posting; êFire Wires – in good order and correctly prepared; êAccommodation - access limited, clean & no obstructions.

68 68 Common Inspection Findings êAll Deck Officers and Engineers must be made aware of common inspection findings relative to their duties or responsibilities; êThis information can greatly help them check their own work area and prepare themselves properly for the forthcoming inspections; training tool; êYear after year, the following deficiencies re-occur on vessels under our management.

69 69 Bridge/Navigation Procedures êPassage Plan only pilot to pilot; êMissing, obsolete or out of date publications; êMasters Standing Orders - inadequate or not signed - must include section on anchor dragging; êNight Orders - inadequate, irregular or not signed; êCompass Errors - not taken as per procedure; êPosition Fixing - not as per procedure, only one method used or not carried out whilst vessel under pilotage; & êChart Corrections - not complete or poorly recorded.

70 70 Bridge/Navigation Procedures êEcho Sounder paper not annotated before each use (port/date/time); êGMDSS Logbook not correctly completed; êNavtex Warnings to be individually initialed as a record that they have been sighted; êFiling system for T&P notices not established; êEmergency Steering Gear changeover procedures not posted; êMooring line info & layout not posted on Bridge; êNo record in Deck Logbook each time Master takes con or hands back to the OOW.

71 71 Passage Planning êRefer to HSC FM Vol 1, Chapter 4, Section 2.3; êMust be berth to berth; êPosition fixing method & plotting interval must be defined & followed; êCommunication details and reporting points must be shown; êContingency Areas (alternative routes or emergency anchorages) must be identified.

72 72 Passage Planning êNo Go areas clearly marked on each chart; êParallel Indexing used wherever possible, especially in straight/narrow buoyed channels; êNavtex warnings marked on charts; & êSquat calculations (minimum amount of water under keel) to be shown.

73 73 Cargo Control Room/Deck êCargo/ballast plan not sufficiently detailed (see OPCP); êCargo Emergency Shutdown Devices not tested and recorded prior to cargo transfer operations; êMooring winch brakes not tested to rendering (slipping) point – (refer to OPCP); êMooring Areas do not have non-slip surfaces; êMooring winches not included in Planned Maintenance; êHydraulic oil leaks on deck; & êShips staff not wearing correct PPE.

74 74 Cargo Control Room/Deck êBallast vent flame screens in poor condition. êLocal & Remote readouts on tank measuring equipment must coincide; êPortable Gas/O 2 meters not calibrated; & êEnclosed Space entry procedures not correctly applied - permit used for more than one enclosed space - Rule is one enclosed space, one entry permit.

75 75 Engine Room & Steering Gear êNo instructions posted for fixed fire fighting system; êEmergency steering procedures not posted; êE/Room bilges full with oil/water mixture; êProcedures for Hot Work not correctly followed; êSafety & Operational Guidelines for Oxy/Acetylene equipment not posted; êOxy/Acetylene bottles not closed when not in use; êEmpty Oxy/Acetylene bottles not correctly stored; êWelding safety guidelines ignored; & êLack of warning notices or safety posters.

76 76 Engine Room & Steering Gear êNo goggles in place at lathe or workshop grinder; êWarning sign to remind crew that when grinding - must use protective gloves; êSteering Gear emergency hydraulic tank must be full; êEmergency Generator fuel tank must be full; êSounding Pipes & Cocks must be closed - NOT lashed open; êChemicals not stowed correctly, MSDS not available at location; êPPE for chemicals (gloves, mask & eye wash) must be easily accessible - same goes for battery locker(s); êBattery Locker must have warning sign Possible Gas Release & Risk of Explosion.

77 77 Accommodation & Galley êGeneral untidiness; êShower rooms & Toilets not cleaned; êInadequate PPE being worn by Catering Dept staff; êGalley extractor - gauze greasy= fire hazard; & êNo identification on accommodation vents/fire flaps.

78 78 Miscellaneous êDeck & Engine Room watch schedules prepared and posted for all to see; êLoose items on deck, in storerooms, engine room and galley - not correctly secured; & êTest & Calibration of all equipment (must be in accordance with Fleet Manuals and recently issued circular letter).

79 79 The Inspection êThe Opening Meeting; êDocumentation Checks; êThe Walk Around; êReport Preparation; êThe Closing Meeting; êDisputing Findings; êAction after the Inspection; & êTips for a Successful Inspection.

80 80 The Opening Meeting êAttended by Senior Officers & Inspector; êIntroductions; êConfirm itinerary & timetable; & êAdvise inspector who will accompany him through which areas.

81 81 Documentation Checks êWork at a convenient location; êHave a copy of the VPQ available; êDo not keep inspector waiting whilst searching for, or copying documents; êIf necessary, enlist help for making copies; & êReplace documents properly after use.

82 82 The Walk Around êInspector MUST BE accompanied by a senior officer at all times; êMake PPE available to the inspector; êDo not allow him to walk around on deck or in E/Room unaccompanied or without correct PPE; & êAdvise him regarding the use of camera/mobile phone (refer to HSC Operational Bulletin QA/005/BN/99).

83 83 The Walk Around êIf a deficiency is pointed out, dispute it if appropriate; êCheck further and provide inspector with more information; & êDo not get into an argument, make notes and refer back later.

84 84 The Walk Around êInspector may stop and talk with crew; êRemember, hes still an inspector; êHe will also be checking for visible defects and will cross reference with defect reporting system later.

85 85 Report Preparation êMost inspectors now carry notebook computers with report format inside; êPrepare a work space for him; & êAdvise him of ships voltage - just in case.

86 86 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.

87 87 The Closing Meeting êAttended by available senior officers and inspector; êWill give overall view of inspection and introduce and findings; & êShips staff must dispute any findings they consider not appropriate.

88 88 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.

89 89 Disputing Findings êMaster & Senior Officers have the right to dispute inspectors findings; êYou are protecting the interests of the owners and/or shipmanagers; êAlways remember the commercial implications of the inspection - NO APPROVAL NO HIRE.

90 90 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.

91 91 Signing The Report êInspector will ask Master to sign his Inspection Report or List of Deficiencies; êDO NOT leave the document unsigned - its unprofessional; êTo close the inspection, the inspector must receive a signed copy of his report of list of observations - with annotation as required.

92 92 Masters 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 ships proposed corrective actions.

93 93 Proposed 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.

94 94 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 the ship.

95 95 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.

96 96 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.

97 97 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.

98 98 4. Tips for a Successful Inspection éPREPARE; éArrange a tour of the vessel. Highlight location of toilets, emergency exits, smoking/no smoking areas, work area for inspectors use, use of cellular phone, camera, etc. éPrepare PPE in advance. If the inspector needs to change, prepare a spare cabin; éCheck for any food preferences;

99 99 Tips for a Successful Inspection éAdvise the ships voltage; éIntroduce the inspector to the crew to encourage co-operation; éKeep to the inspection timetable. If this is not possible, advise the inspector of proposed changes; éMaintain a high standard of housekeeping at your place of work.

100 100 Tips for a Successful Inspection éAnswer only the question that is asked, do not be over communicative; éAsk the inspector to repeat or re- phrase the question if you do not understand; éLead the inspector where possible; éAccept findings where justified. Argue your case only when youre sure.

101 101 Tips for a Successful Inspection éIf the inspector will stay onboard overnight, prepare a cabin with clean linen, towels and soap, etc. éGive necessary SMS shipboard familiarization & keep a record; éEnsure that the inspector is made aware of alarm signals and muster stations; & éAdvise inspector of ships meal times, etc.

102 102 End 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!

103 103 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 ! F i n a l l y


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