PSMM 09.2011

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PVTRANS SHIPS MANAGEMENT Rev: 01

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MANUAL Page: 1 / 30
PVTRANS SHIPS MANAGEMENT

MANUAL
(PSMM)
Written by Verification Approval for application
Full Name SMS board Tran Duc Thinh Mai The Toan
Signature Signed
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Date .09.2011 .09.2011 01.10.2011
REVISION RECORDS
Rev. Revision Revision Content Remarks

No. date
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ACKNOWLEDGEMENT SHEETS
This manual should be read by the Master and by all other officers, and this page should be signed by each
personnel as confirmation.
Name Rank Date Signed

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INDEX
1. Introduction to the Company and the management system
2. Scope and field of application
3. Definition and abstraction
4. Companys Policies :
Sercurity Policy
Safety and Environment Protection Policy
Drug, Alcohol and Smoking Policy
5. Companys Organization and Responsibilities
6. Communication
7. Risk Management
8. Masters Responsibility and Authority
9. Resources and Personnel
10. Risk management, administration, performance & improvement
11. Development of Plans for Shipboard Operations Emergency Preparedness
12. Reports and analysis of non-conformities, accidents and Hazardous occurrences
13. Maintenance of the Ship and Equipment
14. Documentation
15. Company Verification, Review and Evaluation Certification, Verification and Control
16. Interim Certification
Annex 1: Cross references: ISM / ISO

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1. INTRODUCTION
1.1 PSM Company

PSM Company was officially stablished in 26th August 2011 by the Decision No 51/Q-
VTDK-HQT.
PSM scopes of work include:
- Technical Management, Consutancy and Supervision Service for Ships.
- Ships Maintenance and Repair Service.
- Management and Consultancy Service of Safety - Health - Environment.
- Purchase of Material and Equipments for Marine Shipping.
- Crew Manning and Management Service.
- Other services authorised and pointed by mother Company PVTrans.
PSM has establish a logical management system of quality and HSE in order to:
-Increase revenue and profit by speed up the management efficiency and optimize the operation
and business process.
-Eleminate or mitigate the risk of safety and occupational healths employees and interested
parties which caused by PSMs operations.
-Prevent the environmental impact that raise from PSMs bussiness operations.
-Be the foundation of continual improvement action to satisfy the requirement of customer,
employees benefit, do not cause the bad effect to environment and social.
1.2. THE MANAGEMENT SYSTEM
Structure
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PSM MANUAL
(PSMM)
COMPANY OPERATION SHIP OPERATING MANUAL

MANUAL (COM) (SOM)
HSE MANUAL
HEAD OFFICE
(HSEM)
CONTINGENCY PLAN (HOCP)
SHIP PERSONNEL MANUAL
(SPM)
SHIP FORM MANUAL

(SFM)
SHIPBOARD CONTINGENCY
PLANS (SCP)
SHIP SAFETY RECORD BOOK

(SSRB)
SHIP TRAINING RECORD
BOOK (STRC)
SHIPBOARD OIL POLLUTION

SHIP SECURITY PLAN (SSP) EMERGENCY PLAN (SOPEP/
SMPEP)
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Responsibilities
It is responsibilities of PSM Director to ensure that members of office staff receive appropriate
instruction in the PSMM applicable to their position and responsibilities.
On board ship it is the Masters responsibility to ensure that his officers and crew are
conversant with the relevant information contained within the PSMM applicable to their rank or
rating. In addition relevant training will be given to seafarers wherever possible prior to joining
their ship.
1.3. PSM Manual(PSMM)
This manual describing PSM Policies and management philosophy in managing and supplying
ship Servvices.
The manual may be issued for information to Authorities and/or business relations, and may be
included as contract reference in agreements between the Company and clients.
1.4. Company Operation Manual (COM)
PSM is now implementing a management system comply with ISO 9001:2008. This system
describes company business activities including supporting activities for the operation of
ship such as human resources instructions, crews job descriptions, logistics, office
emergency response plan, etc.
1.5. Ship Operating Manual (SOM) and Other Specific Manual
This manual describes the ship organisation and operation and contains working procedures
1.6. Health, Safety and Environmental Manual(HSEM)
The manual contains generic safety, environment and pollution prevention procedures applicable
for the ship.
1.7. Head Office Contingency Plan (HOCP) and Ship Contingency Plan (SCP)
General emergency procedures are described in this manual,

1.8. Ship Personnel Manual (SPM)
Onboard crew related matters are described in this manual.

1.9. Ship Forms Manual (SFM)
All forms applicable to ship are included in this manual.
1.10. Ship Security Plan(SSP)
Guidance, procedures and ship specific information relating to onboard security (required by
SOLAS and ISPS Code).
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1.11. SOPEP / SMPEP
SOPEP/ SMPEP as required by Marpol 73/78 Reg 37 of Anx I and Reg 17 of Anx II
1.12. Ship Safety Record Book(SSRB)
The Ship Safety Record Book is issued in accordance with the PSM Management System
(PSMM) and contains specific instructions. Records are to be kept based on SOLAS and PSM Ship
Managements operating experience.
1.13. Ship Training Record Book (STRB)
The Ship Training Record Book contains specific instructions and records are to be kept based on
SOLAS and PSM ship managements operating experience.
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2. SCOPE AND FIELD OF APPLICATION
2.1. General
This PSM Manual (PSMM) applies to the management of ship operated by PSM.
The system is written to comply with ISM, ISPS and ISO 9001:2008.
2.2. Scope
The PSMM incorporates business, personnel and technical management and the execution of
all activities deemed as vital in obtaining safety, and quality performance in service and
customer satisfaction.
2.3. Field of application
The PSMM applies to all critical activities executed by the Company ashore and onboard.
Activities performed on behalf of the Company by contractors and suppliers will be monitored
accordingly. The Company requires that contractors and suppliers maintain a similar level of
safety, environmental and quality performance.
2.4. ISO exclusions
The Company, as a provider of ship management services, does not design or manufacture items
or products relating to ships. So Design and / or Development of ISO 9001:2008 is therefore not
applicable for the services provided by the Company and are accordingly excluded from the
PSMM.
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3. DEFINITIONS AND ABBREVIATION
3.1. Definition
Accident An accident is a hazardous occurrence which results in an injury to personnel.

Administration It is the Government of the State whose flag the ship is entitled to fly.
It is a systematic examination to determine whether the PSMM activities and
Audit related results comply with planned arrangements and whether these
arrangements are achieve.
An independent person qualified to perform verification of compliance with the
Auditor
requirement of the ISM Code.
PSM who is responsible for Technical and Crew Management of the VESSEL
Company from the ship owner and who, on duties and responsibilities imposed by the ISM
Code.
Consequence The end result of the hazardous occurrence happening.
The person(s) ashore with direct access to highest level of management who has
Designated Person the responsibility and authority to monitor the safety and prevention aspects of the
Ashore (DPA) operations of VESSEL, and to ensure that adequate resources and shore based
support are applied, as required
This is the immediate cause of a hazardous occurrence which immediately precedes
the event. Direct causes include substandard acts and substandard actions such as
Direct Cause
failure to follow rules, the use of defective machinery, poor housekeeping or
inadequate lighting as examples.
It is a non-fulfillment of objectives or requirements defined by the company,
Observation
which goes beyond what should be subject to mandatory ISM Code certification.
Any event involving the ship, her equipment, cargo, the environment or crew
Hazardous
which caused or could have caused risk to the safety of the ship or injury to any
Occurrence
person.
A person of the Company qualified to perform verification of compliance with the
Internal Auditor
requirements of the ISM Code.
The International Safety Management Code for the safe operation of ships and for
ISM Code
pollution prevention adopted by IMO with the Resolution A.741 (18).
An incident is defined as a hazardous occurrence which has resulted in physical
Incident damage to the ship, her cargo, property or the environment. It also includes
breaches of security such as piracy and stowaways.
This is where there is a total absence of a required system element or function or
Major Non-
where a system is in place but a significant number of nonconformities are present
Conformity
within it.
This is where a single or isolated lapse of control, procedure or implementation has
Non Conformity
occurred within the system element.
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A hazardous occurrence which does not result in an accident or incident but a

Near Miss
situation has arisen where an accident or incident could have happened
This is the cause or reason behind the direct cause; the reason why the substandard
Root Cause act or condition occurred. Root causes could include reasons such as lack of
knowledge or inadequate supervision as examples.
This is a further underlying cause which has resulted from a lack of control from
Management Control
either onboard or shore management and may include inadequate or conflicting
Failure
procedures.
3.2 Reference
The PSMM system described in this manual is structured on:

IMO resolutions
A.441(XI) - Control by the Flag State over the Owner of a Ship.
A.443(XI) - Decisions of the Ship Master with regard to Maritime Safety and Marine
Environment Protection.
A.481(XII) - Principles of Safe Manning
International codes, conventions and standards
Colreg - Regulations for the Prevention of Collisions at Sea
ILO 147 - Safe Manning Standards
ISM Code - International Safety Management Code
ISO 9001:2008 - Quality Management System
MARPOL 73/78 - Prevention of Pollution from Ships
SOLAS - Safety of Life at Sea
STCW 95 - Standard of Training Certification and Watchkeeping for seafarers
3.3 Abbreviation
DOC : Document of Compliance (Office ISM certificate)

DPA : Designated Person Ashore
ERP : Emergency Response Plan
GMDSS : Global Maritime Distress and Safety System (IMO)
GPS : Global Positioning System
ILO : International Labour Organisation
IMO :International Maritime Organization
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ISGOTT : International Safety Guide for Oil Tankers and Terminals

ISM : International Safety management
ISO : International Standardisation Organisation
ISO 9001:2008 : Quality Management System standard
HSEQ : Health,Safety, Environment and Quality
MSDS : Material Safety Data Sheet
PSMM : Management System Manual of PSM
OCIMF : Oil Companies International Marine Forum
ODME : Oil Discharge Monitoring Equipment
PMP : Planned Maintenance Plan
PPE : Personal Protective Equipment
SMC : Safety Management Certificate (Vessel ISM certificate)
SMS : Safety Management System
SOLAS : International Convention for Safety of Life at Sea
SOPEP : Shipboard Oil Pollution Emergency Plan
STCW : Standard of Training Certification and Watch keeping for seafarers
SWL : Safe Working Load
TLV : Threshold Limit Value
WHO : World Health Organisation
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4. COMPANYS POLICIES
SECURITY POLICY
It is the policy of PSM Corp. to provide a secure working environment by establishing and maintaining
the required security measures to prevent unlawful acts against ships, which endanger the safety and
security of persons and property on board corporation managed ships.
Corporations objectives are to:
Provide security procedures and practices for ship operations to protect the security of ports, harbors
and the wider community.
Establish safeguards to reduce the risk to crew and port personnel on board corporation ships.
Improve the security skills and awareness of corporation personnel ashore and onboard ship.
Prepare contingency measures for emergencies relating to possible security incidents.
These objectives will be achieved by:
A Ship Security Assessment and a Ship Security Plan specific to each individual ship.
Comprehensive training for corporation personnel.
Actively promoting security awareness amongst corporation personnel.
Regular documented reviews and internal audits of security procedures and plans, in order to allow
for constant update and improvement to the plan.
All employees are expected to comply with the required procedures within the ship security plan and
should be familiar with the relevant security duties required of them and the measures required
protecting the ship from any unlawful act.
The corporation shall ensure that the Corporation security officer (CSO), the Master and the ship
security officer (SSO) are given the necessary support to fulfill their duties and responsibilities in
accordance with XI-2 of the 1974 SOLAS Convention.
HCM City, Day 01 month 10 year 2011

DIRECTOR
MAI THE TOAN

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SAFETY AND ENVIRONMENTAL PROTECTION POLICY

Safety and environmental protection are of critical importance to PetroVietnam Transportation
Management Company (PSM). PSM seeks to conduct its operations so as to ensure safety at sea,
prevention of human injury or loss of life and avoidance of damage to the environment, in particular the
marine environment, and to property. The specific objectives of PSMs Safety and Environmental
Protection Policy are to:
Provide a safe practices in ship operation
Provide a safe working environment
Establish safeguards against all identified risks
Continually improve the safety management skills of shipboard and shore-based personnel
including preparing for emergencies related both to safety and environmental protection.
In order to achieve the above objectives, the Corporation has adopted a Safety Management System that
seeks to ensure:
Compliance with relevant mandatory rules and regulations
That applicable codes, guidelines and standards published by IMO, relevant flag States,
classification societies, and maritime industry organisations are taken into account.
The Corporation has included the following functional elements in the development, implementation and
maintenance of the Safety Management System:
A Safety and Environmental Protection Policy
Instructions and procedures to ensure safe operation of ships and protection Of the environment in
compliance with relevant international and flag state legislation
Defined levels of authority and lines of communication between and amongst shore and shipboard
personnel
Procedures for reporting accidents and non-conformities within the provisions of the ISM Code
Procedures to prepare and respond to emergency situations; and
Procedures for internal audits and management reviews.
The Corporation has developed and implemented a Safety Management System that applies to all levels of
the Organisation, including all office locations, all ships and all those personnel who are directly involved
or employed at these locations and on all ships.
In order to meet our objectives in safety and environmental protection, PSM requires total commitment
from all personnel who are directly involved in the Corporations operations. This includes shore based
management and staff, ships masters, officers and ratings.

DIRECTOR
MAI THE TOAN

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DRUG, ALCOHOL AND SMOKING POLICIES

DRUG POLICY
1. The possession, storage, soliciting, or consumption of drugs such as cocaine, heroine or other non
prescription drugs is strictly prohibited.
2. Anyone who is found having committed or involved in the above affair will be dismissed
immediately.
ALCOHOL POLICY
1. The alcohol may only be consumed to meet the standards in the Oil Companies International Marine
Forum Guidelines for the control of drugs and alcohol on board ship, ensure that he has no
disorientation of brain or central nervous system in performance of his normal duties at all time.
2. Where a vessel is operating in a declared alcohol free zone, no alcohol shall be taken or consumed on
board the vessel. The Master of the vessel covered by this policy retains the right to declare the Vessel
free of alcohol at any time.
3. Any employee who is believed to be drunken or excessively under the influence of alcohol that
resulting in the failure in performance of his duties or causing heavy damages to the operations of the
vessel shall be subject to disciplinary action. The Disciplinary Board will make final decision whether
to give warning or dismissal as up to the level of his violation.
SMOKING POLICY
1. It is PSM Policy to provide a clean atmosphere and smoking-free workplace for all personnel.
2. Smoking is prohibited in all exterior-internal areas of all of our work location (including the vessel)
except designated smoking areas which are approved by the Master. The designated smoking area
must be in document with the Master signature and post in approved space.
All employees of PSM are responsible to comply with this policy.

DIRECTOR
MAI THE TOAN

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5. COMPANY ORGANISATION AND RESPONSIBILITY
5.1 Company organization
Board of Directors
Excutive Management Board
Commer
Logistic
Financia
Account
ing Dep
Personn
Admin.
cial &
Quality
s Dep
HSE &
el Dep
Depart
Techni
ment
l&
Dep
cal
&
Fleet
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5.2. Responsibilities
5.2.1. Top management responsibilities
The Company Top Management is responsible and accountable for, and is authorized to, plan,
organize, execute and monitor the Company's activities in compliance with applicable national and
international regulations, and the Company policies as set out in the Ship Management Manual
In addition Management will fully support and implement the concepts of safety and
environmental excellence by encouraging information sharing, the use of industry best practices and
the promotion of equipment and practices that minimize waste generation throughout the Company,
both onshore and at sea.
It is the responsibility of top management to carry out reviews of the business and where changes
are made to review the impact of such changes, ensure that relevant personnel are designated and
tasked with specific responsibilities to ensure that any change management process is carried out
correctly.
Its also managements duties to fulfill:
Establishment of a competent management team, functioning in compliance with a well

adapted PSMM.
Delegation of responsibilities and authority to the management team, enabling it to execute
planned activities.
Monitoring the company operation through regular meetings and reports including the
results of internal and external audits and the results of incident / accident review meetings.
Assigning the resources and issue instructions to the staff for the development and
implementation of the PSMM.
The development, implementation and follow up of the PSMM is delegated to HSE & Quality
(HSEQ) Department.
5.2.2 Management team
The management team ashore includes those with direct responsibilities and
accountability for the safe and efficient operation of the vessels under management.
This includes the Company Director, DPA, and HSEQ Department. It may also include other
department heads and managers as defined by the managing director.
It is the responsibility of the management team, in cooperation with HSEQ Department, to

ensure that the PSMM is developed and revised and to provide support so that the Masters duties
can be safely performed. Additionally it is the responsibility of the management team to
encourage information sharing, to formally identify, promote
and disseminate any best practices identified (either by onboard crews or management
ashore) and deliver records of lessons learned to all vessels across the entire fleet.
The Company has designated the HSEQ Department for training and ensuring that staff has
adequate understanding of relevant rules, regulations codes and guidelines.
Further it is the responsibility of the management team to ensure that the PSMM and the
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concept of safety and environmental excellence is understood at all levels and is fully
implemented throughout the management office and onboard managed vessels. The management
team will encourage and assess the understanding of the concepts by personnel through ship
visits, informal meetings and seminars.
Department Managers are responsible to the Company Director for activities assigned to,
executed by them and for verification of activities carried out within their areas of
responsibility.
5.2.3 Company staff
It is imperative to motivate all personnel and to ensure awareness of the principle that each
individual is responsible for the execution and the safety, environmental and
quality control of their own work. Accordingly, they are obliged to familiarize
themselves with instructions and procedures applicable to their work and also to
understand the concepts of safety and environmental excellence and perform
accordingly.
5.2.4 Management representative
The Company Director appoints a Management Representative who is a member of Board of
Director. This person shall be accountable and be responsible for, and have the authority that
includes:
- Ensuring that processes of the CMS generally and the PSMM specifically are established and
maintained;
- Reporting to management on the performance of the CMS and MMS, including needs for
continual improvement;
- Promoting awareness of client requirements throughout the office.
5.2.5 Designated Person Ashore (DPA)
The Company has appointed the persons indicated a Designated Person Ashore (DPA) as defined
by the ISM Code. While acting in this capacity they have direct access to the highest level of
management and have the independence and authority to report, to the Managing Director
directly any accidents, incident, breaches of documented procedures and or deficiency in
PSMM.
In emergency situations, they have the authority of the Company Director to utilize any
Company personnel or other resources that they consider useful or necessary, in order to provide
the maximum possible assistance to the Masters, without prior consultation with or permission
from senior management.
He has the responsibility for:

1) Monitoring the safety and pollution prevention aspects of the operation of the ships.
2) Ensuring that resources and shore based support are available to the ship for the
implementation of the SMS.
3) Ensuring that corrective actions are taken as necessary.
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The DPA will ensure that the vessels Flag State is advised by the Owner that PSM is responsible
for the safe operation of the vessel. This notification normally takes the form of a letter and a
copy should be retained onboard for the Masters records.
The Master is provided with updated contact details of the DPA and other key members of office
staff by the management office. Flag State is also to be provided with contact details of the
DPAs.
In the event temporary absence of DPA an alternative DPA will be appointed who assumes the
above mentioned duties.
5.2.6. Masters responsibility and authority
5.2.6.1 Masters responsibility

The Master has total responsibility for implementing the company policies on board the vessel
under his command, the Company policies are laid down in PSMM.
This responsibility includes, but is not limited to:
- The motivation of all crew members in the successful implementation of the MMS.
which include the company policies including the health, safety and environmental
protection policy.
- The issuance of all orders and instructions in a simple, clear and concise manner and
verification that those orders and instructions are clearly understood.
- Verification that specific instructions and requirements of the PSMM are being
observed and the necessary reports, logs, checklists are being completed in a timely
manner. Where specified, they are forwarded to PSM.
- Periodically reviewing the effectiveness of the PSMM aboard his vessel, reporting
observed deficiencies to the HSEQ Department and suggesting methods by which the
system may be improved.
5.2.6.2 Masters overriding authority
Notwithstanding any written instructions or procedures contained elsewhere in this manual or

any other contrary instructions given to the Master, it is to be clearly understood that the Master
has absolute and overriding authority to make any decision and take any action which in his
professional judgment is necessary for marine safety and/or the protection of the marine
environment, without prior consultation with shore personnel.
It also follows that the Master will not be dismissed or otherwise unjustly penalized for
exercising this authority or for any event or incident which arises from such a decision or action,
provided he can show just cause for its overriding use.
Reference:
PSMM review- SOM 1.4
Master reponsibility- SOM 3.1.1, SPM 2.2( a)
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6. RISK MANAGEMENT
Risk assessments are to be carried out as part of any decision making process where the Master and
Officer or any other manager, deems there are additional or non-routine risks involved.
Details of risk assessments carried out shall be entered on the Risk Assessment forms. This
must clearly state the controls identified, who is responsible for action and who is responsible for
final close out. A checklist/aide memoir is included with the form.
The purpose of risk assessment is to:
Identify all hazards
Analyse/access the risks
Explore options and identify controls to reduce the risks Identify the benefits
Implement action
Instigate action for monitor and review
Establish responsibility
The review team is appointed by the Master. Team member must consider all details and possible
consequences of the proposal and satisfy themselves that there are no serious risks to the Company.
Where risks are identified, but deemed to be acceptable, these must be listed. Additional controls
must be put in place wherever possible to reduce risks to the minimum.
Master are responsible for giving the go ahead. The Officer / Supervisor in charge is responsible for
monitoring the progress. In the event of any change in circumstances or of the parameters on which
the initial decision was made a further re-assessment meeting is to be immediately held.
Copies of the completed Risk Assessment are to be circulated to all involved in the assessment. The
Master is responsible for deciding on whether the Board should be involved in the circulation.
Reference:
HSE Manual
Hazard identification and Risk Assessment
Permit to Work System
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7. RESOURCES AND PERSONNEL
7.1 Masters qualification and competence
The Company ensures that all Shipmasters are properly qualified and fully competent to
command the vessel assigned to them. At the time of recruiting or promotion, a check will be
conducted of the Masters certification. The Company has established and documented the
minimum acceptance criteria and experience necessary for its Masters and these will be applied to
determine if additional training is required prior to appointment.
The Company ensures that the Masters are fully conversant with the companys PSMM prior
taking over command. The company provides necessary training to the Masters to ensure same.
The company ensures that the necessary support is provided to the Masters to enable them to
perform their duties safely.
7.2 Selection and recruitment
The Company recognizes that the employment of competent seagoing personnel is vital in
ensuring that its managed fleet is operated in a safe and efficient fashion.
An integral part of this policy is a rigorous crew selection and engagement procedure that ensures:
The manning requirements for all vessels are clearly defined in accordance with the
statutory requirements of the relevant flag states;
Those requirements are met by the employment of suitably qualified and experienced
personnel for each position;
All personnel employed are medically fit at the time of recruitment;
The command language on board is to be English. The Master, Chief Officer and Chief
Engineer must have a good command of the English language and all other officers and ratings must
have a working knowledge of English, suitable for their rank, so as to enable them to understand
key commands/instructions.
The Masters employed are conversant with Company quality, Health, safety and environmental
protection policies/procedures and, together with their Chief Engineer, are adequately briefed at
the time of joining their respective vessels;
The previous employment records of individual crew members are taken into consideration as
supplied by internal appraisal reports and/or references from previous employers.
It is Company policy to conduct personal interviews with recruitment candidates prior to their first
engagement. Conditions of employment on board vessels in the managed fleet are regulated by an
appropriate Company employment contract, which shall be duly explained to all potential employees
before signature.
Reference:
Ship Personnel Manual
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7.3. Training
The Company recognizes that the employment of well-trained, suitably qualified officers and
ratings is essential to the safe and efficient operation of its managed fleet. The Company
maintains a formal training programme for VESSEL personnel which involves:
recognition that all personnel should be trained both initially and periodically in
accordance with national and international recognized standards and qualifications;
continuous assessment of the future manning needs of the managed fleet, with the
Company's in-house training programme directed towards meeting those needs
including formal training of deck and engineering officer cadets;
the use of training establishments and specific courses approved by the Company;
encouragement to individual crew members to improve and update their knowledge of
modern shipboard procedures and to upgrade their certificates;
maintenance of central records of all training activities undertaken by Company personnel.
In addition to the formal training programme, the Company recognizes the importance of providing its
crews with technical information to assist them in the performance of their duties. This assistance
shall include familiarization of ship systems and equipment/machinery and instructions on the
Company's Quality, Health, Safety and Environmental protection policies/procedures for crew joining
the Vessels.
Additionally, senior officers will be encouraged to attend company run seminars, HSE Forum where
topics discussed and presented will include items from the annual ISM Management review, safety
and company philosophies.
7.4 Administration
It is Company policy to efficiently administer all matters concerning the employment of seagoing
personnel. This administrative system shall encompass the maintenance of:
a central record detailing relevant data on all personnel including personal information,
service record, and qualifications;
current crew lists showing the employment of all personnel by individual vessel in the
managed fleet and details of all supernumeraries;
a crew appraisal procedure for monitoring the conduct and performance of all
personnel and the observance of a systematic policy of promotion;
procedures for generating annual budgets of crewing costs on behalf of clients
and the close monitoring of variances in actual and budgeted expenditures;
procedures for monitoring and settlement of all disbursement accounts covering crew
expenditures including the movement of funds to individual ships;
procedures for general assistance and repatriating/relieving individual crew members who
need to leave their ship for whatever reason during the contract period;
a disciplinary procedure to be followed in the event of any breach of Company regulations
including events requiring dismissal;
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procedures for handling P&I claims on behalf of Company employees.
The Company also recognises the need for maintaining effective communication between office
and ship so as to keep seagoing personnel regularly informed of all information relevant to their
employment. As part of this policy, the Company shall arrange the prompt dispatch of all mail
sent to seagoing personnel.
8 PLANS FOR SHIPBOARD OPERATION
The company has developed specific instructions, which cover routine operations and
the key shipboard operations. Critical Operations have been identified and defined in
the Operation Manual specisific for each vessel which provide instructions,
procedures and check lists . The various tasks involved in the ship board operations have been
identified in the PSMM. The duties of various personnel, checklists, procedures assign the tasks
to qualified personnel.
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9.0 EMERGENCY PREPAREDNESS
9.1. Identifying Potential Emergency Situations
The Company has identified and established the response plans to potential emergency
situations which could arise onboard its vessels and which could affect the safety of life, property or the
environment.
Reference:
VRP as applicable
Emergency Procedure details HSEM, SCP, SOPEP, SMPEP
9.2. Emergency drills and exercises
Drills and exercises, as required by administration, legislation and as developed by the

Company, will be utilized wherever possible to practice and test the efficacy of the response
procedures to potential emergency situations.
The drills are designed to train personnel, both ashore and afloat, in the use of the
contingency plans, to develop familiarity with their respective roles and where necessary to
identify possible areas for improvement.
Whilst the documented procedures for drills and exercises will specify frequency,
it is the responsibility of individual Masters to develop a comprehensive testing
programme which will best fit with the ships operating schedule and ensure that
each member of his crew receives all necessary training within the prescribed
period.
Participation in the Shipboard drills and exercises will be recorded in the STRB and
personnel records of the individuals involved and reviews and debriefings will also be used
to assist with improvement.
Reference
Emergency Drill and Exercise- HSEM, SPM
SOPEP / SMPEP/ SCP
9.3 Response to emergency situations
The Emergency Response Plans that have been developed by the Company are designed to, co-
ordinate the efforts of ship and shore based personnel, ensure that all possible assistance is given to
the ship by the shore management, other shore based services and prevent confusion or
duplication of efforts and ensure that all predetermined necessary actions have been taken.
The requisite actions and responsibilities of ship and shore based personnel have been clearly
defined in the PSMM. For those personnel who are involved in the response efforts, the Company
PSMM-GE
Date: 01.10.2011
will make back-up arrangements to relieve them in the event of a protracted emergency.
10 REPORTS AND ANALYSIS OF NON-CONFIRMITIES, ACCIDENTS AND

HAZARDOUS OCCURRENCES.
10.1 Reports and Non-conformities
The Master reports all non-conformities, hazardous occurrences, near misses, incidents and
accidents, which may occur on board to the DPA.
Such reports are reviewed by the DPA with relevant senior management and corrective and or
preventive action agreed with the Master. All corrective and or preventive actions will be aimed at
ensuring that recurrence of non-conformities, hazardous occurrences, near misses, incidents and
accidents is avoided.
10.2 Analysis
All non-conformities, hazardous occurrences, near misses, incidents and accidents are analysed
by the DPA and management concerned. The results of such analysis may be used with the
objective of improving safety and pollution prevention.
Analysis may also be used to Initiate corrective and or preventive action through circular
letters to other vessels in the fleet and may be used to make any necessary amendments to the
PSMM.
Reference:
Accidents incidents and near miss reporting - HSEM
Non-confirmities, correctiv and preventive actions
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Date: 01.10.2011
11. MAINTENANCE OF THE SHIP AND EQUIPMENT
11.1 Maintenance of VESSEL as per Class Requirements
Preventive maintenance procedures have been established and applied by the Company
to ensure that the hull and superstructure steel work, main/ auxiliary machinery, safety
and firefighting equipment and all other items subject to class inspection, are maintained
repaired and subjected to regular surveys as required by the administration and
classification societies.
The Master and HSEQ Manager monitors the validity of class certificates for items, equipment
and systems over which they have individual direct responsibility, and will make the necessary
arrangements for surveys / inspections to be conducted well in advance of the expiry dates of the
such certificates.
11.2 Inspections, Reports and Records

The Company carries out regular inspections of its vessels to determine the physical condition
of the ship, its machineries, equipments and its furnishings. The inspections are conducted by
competent, qualified and experienced personnel.
All inspections are recorded. Observations and Findings in maintenance schedules or
procedures, are reported to the management in prescribed format. Maintenance
deficiencies are dealt with in a timely manner by ship personnel and/or shore based
personnel if their involvement is sought or is found to be necessary. The observations
and findings are closed and reported by the ship to the management office.
Masters are advised that it is their responsibility to report, in writing (hard copy) or by electronic
planned maintenance system, the maintenance or repair requirements for their ships to the relevant
shore based staff.
Records of all inspections conducted, including original signed copies of reports,
certificates, etc. are retained on board the vesel. Duplicate copies of each are maintained
ashore.
11.3 Critical Items, Equipment and Systems
Company has identified certain Items, equipments and systems which are critical to
the safe operation of its vessels, the sudden failure of which would result in hazardous
situations.
These equipment and systems are regularly tested; especially stand-by emergency equipment
and those items that are not in regular use, as per procedures detailed in relevant manuals. The
PSMM-GE
Date: 01.10.2011
critical Items are maintained in a high state of readiness.

Tests are also conducted prior to entering into critical situations and some are included in regular
watch keeping duties as described elsewhere in relevant manual.
Reference:
SOM, HSEM.
12. DOCUMENTATION
12.1 Document control
The PSMM are issued to the Management Office and Ship Master
The company has documented procedures to maintain controlled and other documents. These
procedures ensure that:
Valid documents are available at all relevant locations.
Any changes to documents are reviewed and approved by authorized personnel.
Obsolete documents are removed from all relevant locations ashore as well as on board
ships.
These documents are issued in Controlled format such that each person receiving a manual
will be registered as a copy holder and will receive all amendments and updates to that manual, as
and when they are issued.
All original manuals will be issued on a colored paper. This will assist for easy
identification of Current and original documents. Circulars will also be issued on the same
colour paper.
All new manuals and revisions will also be supplemented by a CD-Rom issued at the same
time. These will be sent out with a Document Transmittal Form and CD-ROM Questionnaire
which is to be completed signed by the Master upon receipt and returned to Management Office.
Circular Letters are also Company issued controlled documents.
Copying of relevant sections of the PSMM is permitted for operational purposes but it must be
noted that all copies are to be considered as uncontrolled documents and must be destroyed
following use.
12.2 Validity of documents
Top footer of each page of every document which is included in the PSMM manual carries
revision number and the page number.
Top left hand corner of each page of every document which is included in
the PSMM manual carries Manual name, Chapter and or Section Number.
The record of revisions made to that manual since its initial issue are indicated on the revision
page of each manual
To ensure that all registered copy holders receive the updates when issued. The obsolete shall
be withdrawn and destroyed.
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Date: 01.10.2011
13 COMPANY VERIFICATION, REVIEW AND EVALUATION

13.1 Internal Audit
Audits will be conducted periodically by suitably trained personnel to determine if safety and
pollution prevention activities comply with the PSM Management System.
The audits will be systematically conducted over a period of time to ensure that each
department and every ship is audited at least once in a calendar year.
The audits will be planned and carried out in accordance with documented procedures and,
where possible, will be conducted by others than those responsible for the operation of the
department being audited.
Results of the audits will be brought to the attention of the personnel responsible for the
department and the Master of the vessel being audited and corrective and or preventive
actions required will be monitored to ensure that they are implemented in a timely
manner.
13.2 Management Review
Recognizing that the PSMM is designed to be continuously self improving, the HSEQ Manager
along with relevant senior management of the company will conduct an annual review of its
operating results to determine its efficacy and improve its efficiency.
The reviews will analyze near miss, incidents, accidents, hazardous occurrences,
nonconformities, audit findings and recommendations following class and regulatory surveys and
observation from other inspections. The results of such analysis may be used with the objective
of improving safety and pollution prevention.
The Master is responsible for reporting all above, which may occur on board, to the HSEQ
manager.
During such review consideration will also be given to any influences, which may have an effect on
the relevance of the system.
Findings, conclusions and recommendations of management review may be used to initiate
corrective and or preventive actions through circular letters to other vessels with in the vessel and
to make any necessary amendments to PSMM.
Records will be documented, circulated to all Masters and senior management staff and retained as
PSMM records.
Reference:
Acccidents, incidents and near miss report- HSEM
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Date: 01.10.2011
PMS review- SOM

13.3 Corrective and preventive action
All corrective and / or preventive actions are agreed with the Master and those are aimed
at ensuring that recurrence of incidents, accidents or deficiencies in the PSMM is avoided.
Reference:
Procedure of corrective, preventive and improving action- COM
14 CERTIFICATION, VERIFICATION AND CONTROL
The Company will apply for - and seek to maintain the validity of - a Document of
Compliance with the ISM Code from the Administration of the flag state in which its ships are
registered.
A valid copy of this document will be posted aboard each of its vessels as evidence that the
Company is capable of complying with the requirements of the Code through the
implementation of its documented PSMM.
The administration, or its recognized organisation, will then verify that the shipboard
management of each vessel is operating in accordance with the approved MMS before issuing
to that ship a Safety Management Certificate which will remain valid for a maximum period
of five years.
It is to be clearly understood by all personnel responsible for the application of any part
of the PSMM that under the ISM Code, a ship can only be operated by a company that is
in possession of a valid Document of Compliance or Interim Document of Compliance
Furthermore, no company can operate a ship that is not in possession of a valid Safety
Management Certificate or interim Safety Management Certificate
It is therefore imperative that all employees familiarize themselves with their
responsibilities with respect to the PSMM and diligently apply themselves to their duties in order
that the validity of any of the above certificates is not jeopardized.
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Date: 01.10.2011
15 INTERIM CERTIFICATION
Document of Compliance is issued to the company for operating a ship relevant to its type.
Initially the administration issues Interim DOC to a new company or whenever new types of ships
need to be added to the fleet
Interim DOC may be issued following successful assessments of PSMM by the
administration & demonstration of implementation plans with in specified validity.
When a ship is intended to be newly inducted in the fleet or change of flag is intended .Company
shall ensure following
DOC or interim DOC for the type of ship to be inducted exists.

Master & Officers are well familiarized with PSMM and its planned
implementation schedule.
Relevant information regarding PSMM is provided in English and the working
language understood by ship staff
Essential instructions are required to be provided to the crew in
Familiarization forms before sailing have been given.
Internal audit has been planned within three months of implementation on board.
The HSEQ Manager will ensure that a copy of Interim DOC/SMC is placed on board so that
the Master or his subordinates in his absence may produce it for verification by the
administration/Port State Control or the recognized organization.

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PSMM-GE

PVTRANS SHIPS MANAGEMENT Rev: 01

PVTRANS SHIPS MANAGEMENT

Written by Verification Approval for application

Date .09.2011 .09.2011 01.10.2011

Rev. Revision Revision Content Remarks

Name Rank Date Signed

1. Introduction to the Company and the management system

2. Scope and field of application

3. Definition and abstraction

Safety and Environment Protection Policy

Drug, Alcohol and Smoking Policy

5. Companys Organization and Responsibilities

8. Masters Responsibility and Authority

9. Resources and Personnel

10. Risk management, administration, performance & improvement

11. Development of Plans for Shipboard Operations Emergency Preparedness

12. Reports and analysis of non-conformities, accidents and Hazardous occurrences

13. Maintenance of the Ship and Equipment

16. Interim Certification

Annex 1: Cross references: ISM / ISO

1.1 PSM Company

COMPANY OPERATION SHIP OPERATING MANUAL

SHIP FORM MANUAL

SHIP SAFETY RECORD BOOK

SHIPBOARD OIL POLLUTION

General emergency procedures are described in this manual,

Onboard crew related matters are described in this manual.

All forms applicable to ship are included in this manual.

1.10. Ship Security Plan(SSP)

1.11. SOPEP / SMPEP

2. SCOPE AND FIELD OF APPLICATION

3. DEFINITIONS AND ABBREVIATION

Accident An accident is a hazardous occurrence which results in an injury to personnel.

A hazardous occurrence which does not result in an accident or incident but a

The PSMM system described in this manual is structured on:

DOC : Document of Compliance (Office ISM certificate)

ISGOTT : International Safety Guide for Oil Tankers and Terminals

HCM City, Day 01 month 10 year 2011

MAI THE TOAN

SAFETY AND ENVIRONMENTAL PROTECTION POLICY

HCM City, Day 01 month 01 year 2011

MAI THE TOAN

DRUG, ALCOHOL AND SMOKING POLICIES

All employees of PSM are responsible to comply with this policy.

HCM City, Day 01 month 10 year 2011

MAI THE TOAN

5. COMPANY ORGANISATION AND RESPONSIBILITY

5.1 Company organization

Excutive Management Board

5.2.1. Top management responsibilities

Establishment of a competent management team, functioning in compliance with a well

It is the responsibility of the management team, in cooperation with HSEQ Department, to

He has the responsibility for:

5.2.6.1 Masters responsibility

Notwithstanding any written instructions or procedures contained elsewhere in this manual or

7. RESOURCES AND PERSONNEL

7.1 Masters qualification and competence

procedures for handling P&I claims on behalf of Company employees.

9.0 EMERGENCY PREPAREDNESS

9.1. Identifying Potential Emergency Situations

Drills and exercises, as required by administration, legislation and as developed by the

10 REPORTS AND ANALYSIS OF NON-CONFIRMITIES, ACCIDENTS AND

10.1 Reports and Non-conformities