OCIMF Ship Inspection Report (SIRE) Programme.

TMSA2 Version 1 How to subscribe

Oil Companies International Marine Forum Issue 1 19th June 2008

TMSA 1. Introduction

We are pleased to advise that after many months of hard work and consultation by a working group under the oversight of the GPC, this latest edition of the well establishedpublicationisreadyforrelease. This new edition of Tanker Management and Self Assessment (TMSA) programme developed by the working group, has improved the programme and updated the guidance, building upon theexperiences and feedback from OCIMF members, vessel operators and other Industry Organisations. The update also ensures consistency withthecurrentinternationalconventionsandindustrypractices. OneoftheprimarychangesisinexpandingthescopeofTMSAtohelpencouragethe programmetobefullyutilisedbyalltankvesseloperators,includingthoseoperating small coastal vessels and barges. The earlier version of the programme was perceivedbysometocreategapswhenappliedtosuchoperators. Other improvements of note include rearranging a number of Key Performance Indicators (KPIs) into a more logical sequence and improving the clarity and definition of some text particularly in the guidance as to how the programme shouldbeutilisedandmonitored. TheprogrammekeepstotheoriginalaimsofTMSAprovidingacomprehensiveand, we believe, invaluable tool to help ship operators measure and improve their safety management systems and encouraging those ship operators to assess their safety management systems against listed key performance indicators as a guide and measureofbestpractice. Experience of the existing programme indicates that this tool has been effective in providing a means by which vessel operators can make a more qualitative determinationofthecontentandeffectivenessoftheirSafetyManagementsystems. The published version will be complemented by a new and much improved online webbased database that will provide ship operators with an easy to use tool for recording their internal assessment results and selecting recipients for their TMSA data. The OCIMF Secretariat will continue to provide hosting and technical management to this database but it is important to remember that unlike SIRE (where reports are sold to subscribers), in this programme, control over the release of the recorded results still remains in the hands of the ship operator who will be responsible for updating his own results as he progresses through the programme stages.

2008 Oil Companies International Marine Forum. All rights reserved.

The new publication will be available after 23rd June 2008 (50 per copy) from our usual suppliers WitherbySeamanship International, whose contact details can be foundviatheirwebsitewww.witherbyseamanship.com Access to submit Self Assessments to the online database will be strictly controlled by login IDs and Passwords, via a software licence subscription. In this new version the subscriptions can be made instantly online using a credit card through a secure paymentsystem.Thepriceforthispartoftheprogrammewillbe50peryear. The database will be made accessible to Operators in June, to allow time for the Assessments to be created in the new format. The commencement of full operation of TMSA2 will begin 1st July 2008. On this date the existing TMSA database will no longer accept submissions, but will remain open for 3 months to allow Operators to accesstheirexistingdataandsendtorecipientsifrequired. DetailedinformationandInstructionsfor using thedatabasewillshortlybeavailable onOCIMFandTMSAwebsites. ShouldyouhaveanyquestionsregardingthisOCIMFinitiativepleasedonothesitate tocontacttheSecretariat.

Thisuserdocumentonlydescribeshowtousethesoftware.Tofindoutaboutthe informationthatisrequiredpleaserefertotheTMSA2publication. Wearemakingcontinualimprovementsandnotallscreenshotsherewillnecessarilylook exactlythesameasdepictedinthehelpdocument.

2008 Oil Companies International Marine Forum. All rights reserved.

IMPORTANTbeforeyougetstarted: Newregistrationnumbers(thoseofyouthatarealreadySIREVPQsubmitters willrecognisesomeofthese)havebeenintroduced.Youwillneedtore register. OnceloggedingotoresourcesandreadthedocumentTMSAWebsite Version1submittersthisisaguideonhowtousetheTMSAwebsite. YouwillnotbeabletosubmitreportstoOCIMFmembersuntilthe1stJuly. Thisisanopportunityforyoutotrialthewebsiteandprepopulatethesite withyourdata. TheTMSAcommitteedeterminedthattherewouldnotbefileconversation fromTMSA1toTMSA2;youwillneedtoreenterthedata. AtpresenttheTMSAwebsitesystemisfreeofcharge.Wewillshortlybe introducingapaymentschemeforCreditcardsandChargecards.Youwill benotifiedpriortowhenthiswilltakeeffect,thefeewillbe50per annum. WhenchargesareintroducedthoseuserswhohavesubscribedtoTMSA1in thelastsixmonthswillbeentitledtoa50%discountforthenextsixmonths. ThehardcopyforTMSAisavailablefromWitherbyseamanship.Whenthe subscriptionserviceisintroducedapdfofthisdocumentwillbepostedinthe resourcesareaofthewebsite. EnsurethatAbobeFlash9isinstalledonyourPC.Thisisavailablefreeof chargefromtheAdobewebsite.

2008 Oil Companies International Marine Forum. All rights reserved.

Logging in for the first time

The password numbers for the new TMSA2 site have changed, however you will need to refer to your existing TMSA1 passwords. Go to www.ocimf-tmsa .com Choose the TMSA2 option

When entering for the first time select the option:

Select the click here for Operators area.

2008 Oil Companies International Marine Forum. All rights reserved.

For TMSA users who do not have a SIRE VPQ Account

If you dont please go to page 10.

The following screen will appear, please enter your details.

For those companies who are not submitting full TMSAs please press the more details on opt out button, it is also printed here in Appendix 1 on page 12. This affects a limited number of companies, please ensure this document is fully read and understood. If you are in any doubt do not tick this box. When complete press the create account button Once confirmed the next screen will appear:

2008 Oil Companies International Marine Forum. All rights reserved.

Your e-mail address Press the go to login page and this will take you to the front page.

An e-mail will be sent to your selected e-mail address which will have the password details:

This contains your login details, please retain.

2008 Oil Companies International Marine Forum. All rights reserved.

For TMSA users who have a SIRE VPQ Account

The TMSA site automatically cross references the SIRE site to see if you have a VPQ account. These will also be used when you login to TMSA2.

Your SIRE VPQ account details will appear.

2008 Oil Companies International Marine Forum. All rights reserved.

Please continue by creating the account

For those companies who are not submitting full TMSAs please press the more details on opt out button, it is also printed here in Appendix 1 on page 12. This affects a limited number of companies, please ensure this document is fully read and understood. If you are in any doubt do not tick this box. When complete press the create account button Once confirmed the next screen will appear:

2008 Oil Companies International Marine Forum. All rights reserved.

Your e-mail address Press the go to login page and this will take you to the front page.

An e-mail will be sent to your selected e-mail address which will have the password details:

This contains your login details, please retain.

2008 Oil Companies International Marine Forum. All rights reserved.

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2008 Oil Companies International Marine Forum. All rights reserved.

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Appendix 1 The Operator choosing to exercise the Not Applicable option for selected KPI's confirmstheirorganizationmeetsthecriteriaspecifiedbelow:
The KPI's identified as Not Applicable (N/A) are for those operators, in specific trades, where due to the types of vessels operated, size and structure of the company, or their particular area of operation where local legislation/regulations, preclude operators from being able to answer 'Yes' to the particular KPI, and a 'No' answer would not accurately reflect the companys level of attainment. Operators for which the use of the N/A option may apply, can be considered as those: operating in rivers, harbours and waterways where operations referred to in the TMSA are not conducted/permitted and the monitoring/carriage of spares is unnecessary due to the ready availability of technicians and spares at short notice. operating unmanned and/or non-self-propelled barges. where the management structure is such that personnel have a multitude of roles, which does not provide the degree of separation necessary for meaningful audits/inspections to be conducted. where the company size is a limiting factor, such as where the owner also operates the vessel and is responsible for its management. operating in jurisdictions in which emergencies are dealt with by local government agencies, and hence involvement in the development and improvement of response plans is not possible.

ELEMENT 1A/ 4.1 1A/ 4.2 2/ 2.4 2/ 4.1

KEY PERFORMANCE INDICATORS

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

2/ 4.2 2/ 4.3 3/ 3.3

3/ 3.4 3/ 3.5 3/ 4.2

3/ 4.3

The managements written policy is to operate vessels with senior officers who have appropriate experience and training on the particular type and size of vessel.

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3/ 4.5

Appraisal and competence development processes for vessel personnel are linked to future training and promotion requirements. Company policy provides career development for junior officers and aims to promote senior officers from within the company, where possible. The company achieves an 80% retention rate for senior officers over a two-year period. The company organises senior officer seminars to promote, emphasise and enhance the companys safety management system. Company policy provides career opportunities for officers by providing shore-based assignments. All officers attend company-run seminars at least once every two years.
A common, computer-based maintenance system on board each vessel records all planned maintenance. The company policy is to maintain an optimum spare parts inventory or system redundancy for all vessels. The maintenance and defect reporting system also monitors the vessels spares inventory and highlights any shortages.
Navigational procedures include a requirement for the master to conduct audits, which are formally recorded, to ensure that all officers are complying with applicable navigational regulations and company procedures.

3A/ 3.1

3A/ 3.2 3A/ 3.3

3A/ 4.1 3A/ 4.3 4/ 3.1 4/ 3.3 4/ 4.1

5/ 1.5

5/ 3.1

Chart supply is automated under a contract with a recognised chart agent.

5/ 4.1 5/ 4.2 5/ 4.4

Electronic charts are in use aboard company vessels. Audit reports from the fleet are analysed and actions taken to improve procedures. Deck officers undertake periodic bridge resource management simulator training at a recognised shore establishment. There is a documented system in place to ensure that junior officers/relevant vessel staff are actively involved in planning, cargo-line setting, and execution of the cargo and ballast operations.

6/ 3.1

9/ 4.2 9A/ 1.3

The company issues periodic (at least quarterly) safety-related bulletins/publication(s). On-board safety meetings are held at least monthly and as soon as possible after any serious incident or accident within the company.

10/ 3.1 10/ 4.2

The vessel operator has a system for auditing and reporting progress on effluent reduction. The company has developed and maintains a longterm (a five-year minimum) environmental operations and business plan. Environmental performance is benchmarked across the fleet and against the oil/marine industry as a whole. The company has management systems to ensure environmentally critical equipment is reliable and that adequate levels of spares are carried. Where applicable, each vessel has a ballast-water

10/ 4.3

10A/ 2.1

10A/ 2.2

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management system and is taking steps to reduce the transfer of unwanted marine organisms.

11/ 2.1 11/ 3.1

The company provides adequate emergency response facilities. Alternative members for key positions in the emergency response teams have been identified and trained. Alternative members are included in the planned exercises and drills. External or additional resources are used to provide more realistic drills and exercises.

11/ 3.2 11/ 4.2

END OF DOCUMENT

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