6005365-TMSA2

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 established publication is ready for release. 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 the experiences and feedback from OCIMF members, vessel operators and other Industry Organisations. The update also ensures consistency with the current international conventions and industry practices. One of the primary changes is in expanding the scope of TMSA to help encourage the programme to be fully utilised by all tank vessel operators, including those operating small coastal vessels and barges. The earlier version of the programme was perceived by some to create gaps when applied to such operators. Other improvements of note include re‐arranging 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 should be utilised and monitored. The programme keeps to the original aims of TMSA ‐ providing a comprehensive and, 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 measure of best practice. 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 determination of the content and effectiveness of their Safety Management systems. The published version will be complemented by a new and much improved on‐line web‐based 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. 2

The new publication will be available after 23rd June 2008 (£50 per copy) from our usual suppliers “WitherbySeamanship International”, whose contact details can be found via their web site www.witherbyseamanship.com Access to submit Self Assessments to the on‐line database will be strictly controlled by login ID’s and Passwords, via a software licence subscription. In this new version the subscriptions can be made instantly on‐line using a credit card through a secure payment system. The price for this part of the programme will be £50 per year. 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 access their existing data and send to recipients if required. Detailed information and Instructions for using the database will shortly be available on OCIMF and TMSA websites. Should you have any questions regarding this OCIMF initiative please do not hesitate to contact the Secretariat.

This user document only describes how to use the software. To find out about the information that is required please refer to the TMSA2 publication.

We are making continual improvements and not all screen shots here will necessarily look exactly the same as depicted in the help document.


http://www.witherbyseamanship.com/

IMPORTANT ‐ before you get started:

‐ New registration numbers (those of you that are already SIRE VPQ submitters will recognise some of these) have been introduced. You will need to re‐register.

‐ Once logged in go to resources and read the document ‘TMSA Web site Version 1 submitters’ this is a guide on how to use the TMSA web site.

‐ You will not be able to submit reports to OCIMF members until the 1st July. This is an opportunity for you to trial the web site and pre populate the site with your data.

‐ The TMSA committee determined that there would not be file conversation from TMSA1 to TMSA2; you will need to re enter the data.

‐ At present the TMSA web site system is free of charge. We will shortly be introducing a payment scheme for Credit cards and Charge cards. You will be notified prior to when this will take effect, the fee will be £50 per annum.

‐ When charges are introduced those users who have subscribed to TMSA1 in the last six months will be entitled to a 50% discount for the next six months.

‐ The hardcopy for TMSA is available from Witherbyseamanship. When the subscription service is introduced a pdf of this document will be posted in the resources area of the web site.

‐ Ensure that Abobe Flash 9© is installed on your PC. This is available free of charge from the Adobe web site.


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.


For TMSA users who do not have a SIRE VPQ Account If you don’t please go to page 10.

The following screen will appear, please enter your details.

For those companies who are not submitting full TMSA’s 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:


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.


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.


Please continue ‘by creating the account’

For those companies who are not submitting full TMSA’s 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:


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.



Appendix 1

The Operator choosing to exercise the ‘Not Applicable’ option for selected KPI's confirms their organization meets the criteria specified below:

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 company’s 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 KEY PERFORMANCE INDICATORS • 1A/ 4.1 Benchmarking is used to identify further

improvements to the safety management system.• 1A/ 4.2 Measurements are carried out regularly according

to a comprehensive verification plan. • 2/ 2.4 The average job retention rate for key staff (such as

superintendents) is greater than 70% over a two year period, other than planned attrition.

• 2/ 4.1 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. • 2/ 4.2 Senior on-board personnel are rotated through

office assignments. • 2/ 4.3 The company promotes appropriate interpersonal

skills training. • 3/ 3.3 Manning agencies used by the company are

audited annually to ensure their practices meet the vessel operator’s selection and recruitment

procedures. • 3/ 3.4 Vessel operators conduct an annual review of the

crew selection and recruitment process to ensure that it complies with their policies and procedures.

• 3/ 3.5 The company implements health awareness campaigns.

• 3/ 4.2 The company has a documented planning process to ensure that future manning needs can be met.

• 3/ 4.3 The management’s written policy is to operate vessels with senior officers who have appropriate experience and training on the particular type and

size of vessel.


• 3/ 4.5 Appraisal and competence development processes for vessel personnel are linked to future training

and promotion requirements. • 3A/ 3.1 Company policy provides career development for

junior officers and aims to promote senior officers from within the company, where possible.

• 3A/ 3.2 The company achieves an 80% retention rate for senior officers over a two-year period.

• 3A/ 3.3 The company organises senior officer seminars to promote, emphasise and enhance the company’s

safety management system. • 3A/ 4.1 Company policy provides career opportunities for

officers by providing shore-based assignments. • 3A/ 4.3 All officers attend company-run seminars at least

once every two years. • 4/ 3.1 A common, computer-based maintenance system on

board each vessel records all planned maintenance.• 4/ 3.3 The company policy is to maintain an optimum spare

parts inventory or system redundancy for all vessels.• 4/ 4.1 The maintenance and defect reporting system also

monitors the vessel’s spares inventory and highlights any shortages.

• 5/ 1.5 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.

• 5/ 3.1 Chart supply is automated under a contract with a recognised chart agent.

• 5/ 4.1 Electronic charts are in use aboard company vessels.

• 5/ 4.2 Audit reports from the fleet are analysed and actions taken to improve procedures.

• 5/ 4.4 Deck officers undertake periodic bridge resource management simulator training at a recognised shore

establishment.

• 6/ 3.1 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.

• 9/ 4.2 The company issues periodic (at least quarterly) safety-related bulletins/publication(s).

• 9A/ 1.3 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 The vessel operator has a system for auditing and reporting progress on effluent reduction.

• 10/ 4.2 The company has developed and maintains a long-term (a five-year minimum) environmental

operations and business plan.

• 10/ 4.3 Environmental performance is benchmarked across the fleet and against the oil/marine industry as a

whole.

• 10A/ 2.1 The company has management systems to ensure environmentally critical equipment is reliable and

that adequate levels of spares are carried.

• 10A/ 2.2 Where applicable, each vessel has a ballast-water



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

• 11/ 2.1 The company provides adequate emergency response facilities.

• 11/ 3.1 Alternative members for key positions in the emergency response teams have been identified

and trained.

• 11/ 3.2 Alternative members are included in the planned exercises and drills.

• 11/ 4.2 External or additional resources are used to provide more realistic drills and exercises.

END OF DOCUMENT

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