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TIPCO MARITIME CO., LTD. M-SM03 Rev.

1 01/02/06

Safety Management Manual

Title Safety management system


:

Approved by : Praphot
Issariyakul
Authorize Person

Revision Record

Rev. Effective Revision


Date Record
0 1 October New release
1 1 February Delete all details under 6.4 Designated Person and
Authority Reason : Details Same as M-SM02 and

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System. Reason : Word incorrect.

1. PURPOSE
The Purpose of this Manual is to describe the Safety Management System of Tipco Maritime
Co., Ltd.
a) compliance with mandatory rules and regulations, and
b) that applicable codes, guidelines and standards as mentioned herein are taken into
account
This manual is the key to the SMS, and explains how the Company intends to address the
achievement of its safety management objectives. It is a permanent reference in the
implementation and maintenance of the system.

2. SCOPE
The SMS is applicable to the Head office, and to all ships of any classification society or flag
state.

3. DEFINITIONS
3.1 The Code
The Code means the International Safety Management Code for the safe operation
of ships and for pollution prevention as adopted by the Assembly, and the objectives
are to ensure safety at sea, prevention of human injury of loss of life, and avoidance
of damage to the environment, in particular to the marine environment, and to
property.
3.2 The Company
The Company means Tipco maritime Co., Ltd.
3.3 Procedures

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Procedures means documented procedures promulgated by the company to cover


aspects of management and operation of the ship office. The maintenance of
procedures requires that the company shall (by means of internal and external
audits) verify that established procedures are being observed.
3.4 Safety Management System
The system (Safety Management System) is that required by the ISM Code.
3.5 Critical Equipment and Machinery
These are hull, equipment, systems, components and functions subject to class or
statutory survey or that, if not maintained, may result in hazardous situations or
accidents.

4. FUNCTIONAL REQUIREMENTS FOR SMS


The functional requirements of the SMS are necessary as the following basic
structure :
4.1 A Safety and Environmental Protection Policy
4.2 Instructions and Procedures

4.2.1 General
There is a systematic process of identification of the following :
• Equipment and technical system
• Key shipboard operations
• Risk and hazards
For each item identified above, qualitative analysis is done to identify
possible risks to the ship arising from that item, and essential instructions
and training are provided.
Area to be controlled to reduce risk and prevent hazardous situations are
defined as described in several sections of Procedure Manual.
The various tasks involved are then defined and assigned to qualified
personnel.
4.2.2 Identification
Plans and instructions may include the following ; (see further SMS)
• Establish safeguards against all identified risks.
• Identify essential instructions and ensure that they are provided to
new and transferred personnel prior to sailing.
• Identify equipment and technical systems, the sudden operational
failure of which may result in hazardous situations.
• Identify any training which may be required in support of the SMS
• Identify potential emergency shipboard situations
4.3 Defined Level of Authority and Line of Communication

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4.4 Procedure for Reporting Accidents and Non-conformities


4.5 Procedure to Prepare for and Respond to Emergency Situations

4.6 Procedure for Internal Audits and Management Reviews

5. RESPONSIBILITY
Various Responsibilities are defined herein, and in the respective manuals.

Personnel throughout the company need to understand the arrangements made and to
know which specific duties they are authorized to carry out, and the level of performance
expected. General and specific responsibilities within the company are defined.

With knowledge of responsibilities, seafarers and shore staff will feel more comfortable in
the knowledge that misunderstandings will be less likely to occur.

The Shipboard Operating Procedures also contain a clear statement emphasizing the
Master’s authority, and establish that the Master has the overriding authority and
responsibility to make decisions regarding safety pollution prevention.
The Procedure Manual states the responsibility and authority of Designated Person.

Management is ultimately responsible for decisions concerning the initiation, development,


implementation and maintenance of the SMS.

6. DESCRIPTION OF THE SAFETY MANAGEMENT SYSTEM


6.1 SAFETY AND ENVIRONMENTAL PROTECTION POLICY
This SMS Manual describes the Company’s management system for the safe
operation of ships and for pollution protection.
The responsibility for the policy belongs to the highest level of management, and is
herein defined and documented.
Safety management objectives of the Company are, inter alia:
• To provide for safe practices in ship operation and a safe working environment;
• Establish safeguards against identified risks; and
• Continuously improve safety management skills of personnel ashore and aboard
ships, including preparing for emergencies related both to safety and
environmental protection.
These objectives are achieved by:
• Maintaining high standards of safety consciousness, personal discipline and
individual accountability by adherence to a documented training system.

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• Actively promoting employee participation in measures aimed at improving safety


and protecting the environment.
• Keeping all personnel fully informed of any known or potential hazards that may
affect themselves, their colleagues, the ship or the environment by transmittal
of pertinent documentation.
• Ensuring adherence at all times to the documented operating procedures by a
system of internal verification of procedures and activities.

• Continuously reviewing all mandatory rules, regulations and industry codes and
guidelines that relevant to specific vessel types and trades
The Company ensures that the policy is implemented and maintained at all levels of
the organization both ship and shore based, through the SMS.
6.2 SAFETY MANAGEMENT SYSTEM PLAN
6.2.1 General
The SMS ensures that the Safety and Environmental Protection Policy of
the Company is implemented and maintained at all levels of the
organization, both on board and ashore.
6.2.2 Personal Safety
The principal objective is to eliminate unsafe acts and generate in our
staff the conviction that all accidents can be avoided. The company
provides a shipboard environment that is conductive to good safety, and
the necessary infrastructure and equipment required for the promotion of
safety.

6.2.3 Loss of and Damage to Property


The principal objectives is to provide an optimum level of safety and
reliability of machinery, hull and equipment with optimum maintenance
cost.
The Company strives to maintain an efficient operating condition for its
ships, with class and statutory compliance as a minimum. Special
emphasis is placed on the higher risk practices on board, with written
procedures that enable the policy to be put into effort.
6.2.4 Navigation and Watch keeping
The Company uses passage planning, with bridge team work, whether a
pilot is engaged or not.
We see a need to impose watch keeping levels above statutory
requirements when vessels are navigating in confined, difficult or waters
with high-density traffic.
6.2.5 Emergencies

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Incase of emergency arising on any vessel, a contingency / casualty


procedure is initiated by the ship. This procedure, which is regularly
tested by realistic exercises, has a 24-hour availability contact system, a
nominated response team (with fallback situation, and an established
casualty communication.
All ships carry full details of this procedure. The Head Office Plan
includes details of relevant information that will be required by the
response team in such an event.
6.2.6 Health & Safety
The Company provides for the basic infrastructure to ensure the health
and safety of its employees to act responsibly and follow all safety
procedures.
6.2.7 Pollution Prevention
The Company complies with the latest MARPOL Regulations, and has
procedures to eliminate the risk of oil spills, leading o damage to the
environment. The Company also has a garbage management plan.
6.2.8 Salvage
The Company has procedures in the event of an emergency situation
involving danger to the vessel, and where the vessel requires salvage
services. There will never be a situation allowed to develop where the
vessel, crew or other vessel is in danger, or there is a danger of
environmental pollution, because available salvage services were not
used.
6.3 COMPANY RESPONSIBILITIES AND AUTHORITY
6.3.1 Responsibility and Authority
The responsibility, authority and the interrelation of all personnel at sea
or ashore who manage, do and verify work affecting safety is refined in
related documents (Head Office Operating Procedures Manual and
Shipboard Operating Procedures Manual).
Work affecting safety is related to the following:-
• Crewing
• Onboard management
• Maintaining the ship’s technical condition
• Supervising the shop’s technical condition and operation
• Overhauls, repairs and dockings
• Planning and supervision of overhauls/ repairs/ docking
• Making provision for surveys, and
• The retention of ship’s certificates
• Purchase of spare parts, etc.
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6.3.2 Organization Structure


A defined organizational structure for all sectors of company head office
and shipboard activity is included herein. (See later)
6.3.3 Resources and Support
The Company is responsible for ensuring that adequate resources and
shore-based support are provided to enable the Designated Person to
carry out his/her functions.
6.3.4 Description of Duties
Duties of shipboard and office staff, which affect safety, are stated in the
relevant Procedure Manual.
6.4 DESIGNATED PERSON
see M-SM02
6.5 MASTER’S RESPONSIBILITY AND AUTHORITY
see-M-SM02
6.6 RESOURCES AND PERSONNEL
6.6.1 The Master
The Company ensures that the Master is:
• Properly qualified for command;
• Fully conversant with the Company’s SMS; and
• Given the necessary support so that the Master’s duties can be
safely performed.
6.6.2 The Crew
The Company ensures that each ship is manned with qualified,
certificated and medically fit seafarers according to national and
international requirements.
6.6.3 Briefing of New Personnel
There are procedures to ensure that new personnel and personnel
transferred to new assignments related to safety and protection of the
environment are given familiarization with their duties. Instructions that
are essential prior to sailing should be identified, documented and given.
6.6.4 Understanding of Rules etc.
The Company ensures that all personnel involved in the SMS have an
adequate understanding of relevant rules, regulations, codes, guidelines,
and the company Policy.
6.6.5 The company identifies training needs on board and in the office that may
be required in support of the SMS, and ensures that such training is
provided for all personnel concerned.
Personnel doing specific assigned tasks are qualified based on
appropriate education, training and experience as required, and

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according to the relevant parts of “The Standards for Training,


Certification and Watch keeping for Seafarers, STCW 1978 an d1995”
6.6.6 Relevant Information on the SMS
The Company has procedures by which the ship’s personnel receive
relevant information on the SMS in a working language or languages
understood by them.
6.6.7 Communication
The Company ensures that the ship’s personnel can communicate
effectively in the execution of their duties related to the SMS.
6.6.8 Levels of Competency
The level of competency is defined in the respective Head Office or
Shipboard Operating Procedures Manual and documented for all
persons performing functions pertinent to safety and environmental
protection.
6.6.9 Training Programs
There are systematic programs for training
6.7 DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS
6.7.1 General
The Company has established procedures for the preparation of plans
and instructions for key shipboard operations concerning the safety of
ship and the prevention of pollution. The various tasks involved are
defined and assigned to qualified personnel.
6.7.2 Key Shipboard Operation
In the safety and pollution prevention context mean;
• All those operations for which mandatory rules and regulations
prescribe performance requirements or specific requirements for
plans, procedures, instructions, records and check lists;
• Those connected to the particular ship’s type and which may affect
safety and pollution prevention, to the extent established by the
company;
• Those for which safe practices in ship operations and a safe
working environment have been recommended by the relevant
international and flag state legislation
Those, which the company considers, may create hazardous situation
not controlled by plans and instructions.
6.7.3 Plans and instructions
It may include plans, procedures, instructions and checklist which are
meant to govern or support shipboard activities related to the safety of
the ship and the prevention of pollution.

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Example of subjects for those routine activities, e.g. watch keeping


loading, discharging, sailing (confined waters), passage planning,
pollution prevention, and etc. can be found in various sections of
shipboard operating procedures manual.
6.7.4 Identification
Methods of Company identification of key shipboard operations may
include the following; (see further SMS)
• Company experience on these operations which may create
hazardous situations if not controlled by plans and instructions;
• Feedback provided from the SMS elements such as the master’s
review of the SMS, internal audits, reports and analysis of non-
conformities, accidents and hazardous occurrences;
• Risk and hazard identification methods may result from the events
or actions as described in Procedure Manual that the company has
decided to use as a tool for hazard identification;
• Review of rules and regulations, codes, and guidelines.
6.7.5 Development of Procedures
There is procedure for the preparation of plans and instructions that have
safety and pollution prevention as a main objective and refers to rules,
regulations, codes, and guidelines.
There is systematic review of recommendations, suggestions, and
assessing the continuing suitability and effectiveness given of the SMS.
The Designated Person is overall responsible for ensuing that the
procedures and plans are kept up to date.
The development and maintenance of procedures should take into
account relevant international and national mandatory rules and
regulations and applicable codes, guidelines and standards for the
type(s) of ship covered by the SMS. This information should be kept
updated by the company to take into account its operational experience.
The responsibility of persons developing plans and instructions are
stated and those qualified are identified.
6.8 EMERGENCY PREPAREDNESS
6.8.1 Emergency Preparedness Procedures
There are procedures to identify, describe and respond any time to
hazard, accidents and emergencies involving its ships.
6.9 REPORTING SYSTEM
6.9.1 Non-conformities
The SMS includes procedures ensuring that non-conformities, near
misses, accidents and hazardous situations are reported to the

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Company. These are then investigated and analyzed, with the objective
of improving safety and pollution prevention. Procedures and instructions
exist to explain how to deal with problems that arise with equipment,
consumables, and personnel during operational service. Procedures also
deal with non-conformities that effect safety and pollution prevention.
Non-conformities may result from various incidents, and systems are in
force for dealing with them. Consideration is given to:-
• Equipment failures and damage;
• Accident reporting;
• Near accident (near miss) reporting and

• Force major contingencies.

Non-conformities are always investigated, and corrective action mage to


prevent recurrence.

6.9.2 Corrective Action


There are procedures for the implementation of corrective action. The
company has procedure to investigate actual and potential losses or
damage to life, property or the environment. Resulting from the above,
the Company has procedures for:-
a) Analyzing damage/injury reports, to detect and eliminate potential
causes of non-conforming service.
b) Initiating preventive actions to deal with problems to a level
corresponding to the risks encountered.
c) Applying controls to ensure that corrective actions are taken and
that they are effective.
d) Implementing and recording changes in procedures resulting from
corrective action.

6.10 MAINTENANCE OF THE SHIP AND EQUIPMENT


6.10.1 Maintenance Procedures
There are procedures to ensure that the ship is maintained in conformity
with the provisions of the relevant rules and regulations, and with any
additional requirements that may be established by the Company.
6.10.2 Elements of the Maintenance System
In meeting the maintenance procedures, the Company ensues that:

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• Inspections are held at regular intervals;


• Any non-conformity is reported, with its possible cause; if known;
• Criteria for assessment of condition where relevant;
• Appropriate corrective action is taken;
• Records of these activities are maintained.
6.10.3 Identification of Critical Items and Functions
These are hull, equipment, systems, components, and functions subjects
to class or statutory survey or that, if not being maintained, may result in
hazardous situations or incidents.
The SMS comprises systematic plans and actions to ensure that the
condition is maintained.
6.10.4 Maintenance System Structure
Integrated into the ship’s operational maintenance routine are the
inspections and them ensures referred to herein.
6.10.5 Inspection of Essential Equipment and Systems
The maintenance system includes testing of essential items and
functions. The System includes a schedule of essential functions that
briefly explains how inspections are taken care of and where records are
filed. The schedule also has been developed into a complete ship
inspection system.
6.11 DOCUMENT CONTROL
6.11.1 Document Control Process
The company has procedures to control all documents and data that are
part of the SMS. Such Documents are controlled to ensure that the
pertinent issues of appropriate documents are available at defined
locations or to specified personnel.
The procedures ensure that the revision status of documents can be
readily identified and to preclude the use of superseded or obsolete
documents.
The issue, control and recall of all documents is under the jurisdiction of
the ISM Manager.
In co-ordination with the ISM Manager, all documents are reviewed and
approved for released by the Manager of the responsible department. A
list of valid documentation is maintained in the document control
procedures.
6.11.2 Documents
The system of documents used to describe the SMS is dealt with
elsewhere in this manual.

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All ship in the scope of the SMS carry on board the documents about
that ship.
6.12 COMPANY VERIFICAITON, REVIEW AND EVALUATION
6.12.1 Internal Audits
The Company carries out annual internal audits to verify whether safety
and pollution prevention activities comply with the SMS.
The objective is to determine whether various elements of the SMS are
effective in achieving stated objectives. Procedures are developed for
this purpose, and an appropriate audit plan is established. See the
internal audit procedures in the Procedure Manual.
6.12.2 Management Review
The Company evaluates the efficiency of and, when needed, reviews the
SMS according to management review procedures, at least once per
year.
6.12.3 Audits and Corrective Actions
The audits and possible corrective actions are carried out according to
documented procedures.
6.12.4 Independence
Personnel carrying out audits and reviews are brought to the attention of
personnel having responsibility in the area involved.
6.12.5 Results of Audits & Reviews
The results of the audits and reviews are brought to the attention of all
personnel having responsibility in the area involved.
6.12.6 Corrective Action
The management personnel responsible for the area involved should
make timely corrective action on non-conformities found.
6.12.7 Measures to Ensure Compliance
There are specific measures to ensure that procedures and instructions
are complied within day-to-day operations. These measures include
regular verification by the Master. Records of verification are kept.
6.12.8 Communication
There are procedures to ensure that there is effective communication,
including reporting from the ship and advice to the ship.
6.12.9 Incident Reporting System
There is a system of incident reporting, including accidents, near
misses and non-conformities.
6.13 SAFETY MANAGEMENT SYSTEM MANUALS
6.13.1 General

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In order to ensure that the Company’s SMS plan is put into effect on
board, procedures have been produced, to guide and instruct the crew.
6.13.2 Manuals
6.13.2.1 Procedures for use on shipboard have been compiled into two
manuals as follows:-
• Safety Management System Manual. (SMS)
• Procedure Manual
There are two manuals for use in the head office. These are:-
• Safety Management System Manual. (SMS)
• Procedure Manual
Guidelines, Memos and Instructions
These are provided on board all ships, and in the head office.
The Procedure may make reference to these

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