a brief summary of a book by Captain W. Vervloesem AMNI prepared by Lt CdrJ.A. Hepworth RN Ret'd MNI
Captain Walter Vervloesem was born and educated in Antwe1p. After graduattonfrom the Antwe!p Maritime Academy, he was employed by different BelgJan and Dutch shipping companies where he served on various types ofthlPS (general cargo/multipurpose ships, reefer ships and gas carn'ers). After having gained sea experience as deck rfilCer in both deep sea and coastal service, he left the sea
in 1988 in t/o, rank ofcluefoff",,, on short-sea trade vessels,
He then decided to redirect his career and started as a man'ne surveyor in Antwerp where his activities subsequently comprised P&l work, surveys on behalfofcargo and hull & machinery underwriters. Shortly after coming ashore, he became actively involved in various types afship inspection programmes and ship surveys, comprising condition surveysfor several leading P&l clubs, H&1Yf underwnters, pre-purchase inspections, flag state - and seaworthiness inspections.
He is presently a partner in IJyfCS, a well established suroey company in Antwe.rp with seven branch offic63 throughout Europe, R=sia and Ukraine, and co-manages I/o, Antwe1p bosed head office, His special interesw include ship i""'Pections, ISM consultancy, aCCident and damage investigation together with a wide range o/transport and cargo problems.
Captain Vervloesem JsfoW!ding chairman of the Belgian Branch if1he Nautical Instaute, whICh was established In AprJl 1998.
Introduction
TIIE SIllP SURVEY AND AUDIT COMPANION, authored by Waiter Vervloesem, was published in April 2000 by The Nautical Institute. It is a detailed and authoritative publication on the work of the ship surveyor and provides an enonnous range of checklists for various situations.
Captain Vervloesem's book can be used as a guide not only for training institutes, students and cadets, but by ship's staff as a reference for cross-checking their own inspection programmes and in helping them to organise surveys and assisting inspectors in a proper way,
Masters will be aware of the demands on their time from surveyors, It is useful, therefore, to have an overview of what they are trying to achieve and how best to prepare for their work. As the author's foreword says:
In the late nineteen eighties and partly as a result of a series of unexplainable bulk carrier losses, a wide variety of ship inspection programmes were worked out and existing programmes were expanded. The aim of these various types of ship inspection progranunes was (and still is) to make an appraisal about the condition ofa ship, to identifY specific areas of concern and to provide those who initiated the inspection with infonnation which will help them in a decision making process, in advising their customers and clients. or in detennining strategies and the way forward.
'EveI)' type of ship inspection consists of a very complex process where by the ship inspector or auditor will need to focus on various shipboard procedures and evaluate the condition of shipboard equipment and material. TIris requires careful planning and experience and surveyors or auditors will have to use their organisational talents and flexibility throughout
the survey in order to achieve the intended result. This generally consists of a properly elaborated report, including the required infonnation amplified by a number ofuseful comments and consmctive remarks on the matters concerned.
'N ormally, principals will provide their surveyors or inspectors with pro forma reports that cover the most important items likely to be found aboard ships. It will be appreciated that these checklists and formats have a general character and not all items can be covered, More specific inspection paths and criteria against which an item needs to be checked or tested are generally not mentioned and are left to the discretion and professionaljudgement of the surveyor in attendanc e.'
The book contains many samples of these checklists and a glance at them will help ship's staff to be aware of what the surveyor may be seeking during a visit.
This should assist the master and officers to prepare for the swvey and to ensure it is ofleast inconvenience and most benefit to all concerned,
Some examples of these checklists are shown:
Master's responsibility and authority (checklist for ISM Section V) (figure 1.8.5 in the book)
Example ofa port state inspection report (figure 1.8.16 in the book)
Ship certificate index (figure 2.3.2 in the book - first three pages only)
Mooring and anchor equipment checklist (figure 26.1 in the book)
Steering failure checklist (figure 211.2 in the book) Helicopter operations checklist (figure 211.17 in
the book)
Ship safety meeting minute format/guidelines (figure 2,12.16 in the book)
SEGrION VIII
Guidelines for audits ashore and on board ISM Section V - Masters responsibility and authority
Available?
Acceptable?
Satisfactory?
Details Yes No Comments ! remarks
Shore items
·
Definitions of the master's duties,responsibilities and authority.
a ...,
. ...·
Evidence that master is provided with and aware of details regarding his function,duties, responsibilities, authority.
a
...·
Statement of the overriding authority of the master re-decision making in ship!crew safety and environmental protection
related matters.
a a
...·
Request to master to implement the S & E P policy of the company on board and motivating crew with respect toS &EPmatters.
a
. ...·
Statement and details re-observation of SMS requirements re-shipboard operations, shipboard management and S & E Pmatters (ref sections ofbook) ...
·
Request/procedures for reviewing SMS(min. I x!year) and reporting deficiencies.
a a
...·
Records of shipboard reviews of the SMS. - ...·
Evidence of immediate shipboardreporting of changed circumstances which
might adversely affect the S & E P. . ...
Ship
items·
Definitions of the master's duties,responsibilities and authority.
a
...·
Evidence that master is provided with and aware of details regarding his fun cti on, duties, responsibilities, authority.Documented procedures for specific duties
delegated to officers under his command. • . • • • . . • • • • . . • • . . • • . . . • • • . • • • • . u • . . __ · · · . . ··H •• · ••• ·· ••...•
•
Statement of the overriding authority of the master re-decision making in ship!crew safety and environmental protection
3
related matters. . ...
Figure TB,5 Checldislfor ISM Section V- Master's responsibility and authorilJ!
60 THE NAUTICAL INSTITUTE
SECTION VIII
Guidelines for audits ashore and on board
ISM Section V - Master's responsibility and authority (continued) Available?
Acceptable?
Satisfactol)' ?
Details Yes No Comments / remarks
·
Request to master to implement the S & E P policy of the company on board and motivating crew with respect to S & E P matters (i.e. signature of crew confirming that company proceduresmanuals have been read/understood). . ...
·
Evidence re-specific measures to ensure that procedures and instructions arecomplied with during day to day shipboard operations, shipboard management and S & E Pmatters (checklists,job
instructions, etc.) J"" ...
·
Evidence that SMS is reviewed (min. i xlyear) and deficiencies!anomalies reported (Records of shipboard
reviews of the SMS). . ...
·
Evidence of immediate shipboard reporting re-changed circumstances which mightadversely affect the S & E P.
a
...Fi[!)ffe 1.8.5 Checklist/or ISM Section V - Master's responsibility and authority (contli"lue41
Using these checklists, and the many others in the book, masters can more easily prepare for the requests and requirements of surveyors. For example, if life saving equipment is to be inspected, it is quicker and more efficient if the gear is laid out beforehand. This saves time and also gives the ship's staff a good opportunity to practice with the equipment.
Usually, the time window for inspection will be limited and the surveyor will have to work under conditions of stress in order to complete his survey prior to departure of the ship. Planning, organisation and flexibility play a key role in the survey/audit
process and the checklists mentioned in Waiter Vervloesem's book should be of assistance in seeing how the surveyor will be working out inspection schedules by selecting from the required checklists or parts thereof Furthermore the selected material might also serve as an "aide-memoire" during the execution ofthe surveyor audit.
Masters have a huge amount on their plate already, so preparation for surveys, using Captain Vervloesem's book as a guide, could make life slightly easier. The book is a vel)' worthwhile investment.
Annex 4 to Part I
Example of a Port State inspection report
Concentrated Inspection Campaign on selected items in respect of ISM Implementation
Inspection Authority: Port State Control Port of Inspection: ... . Date of Inspection: ... ..
Name of ship: ... . 1MO number: . . . . Ship type:... . ... Name of Company:. . . . . Flag of ship: ... Auditing body ifnot Flag state: ... . Call sign: ... .
l. Is the ISM Code applicable to ship as of 117198?
2. ISM certification on board?
3. Are certificates and particulars in order?
4. Is Safety Management documentation (e.g. manual) readily available on board?
Ref: Section 1.4 of the ISM Code
5. Is relevant documentation on the SMS in a working language or language understood by the ship's personnel?
Ref: Section 6.6 of the ISM Code
6. Can senior officers identify the Company responsible for the operation of the ship and does this correspond with the entity on the ISM certificates?
Ref: Section 3 of the ISM Code
7. Can senior officers identify the "designated person"?
Ref: Section 4 ofthe ISM Code
8. Are procedures in place for establishing and maintaining contact with shore management in an emergency?
Ref: Section 8.3 ofthe ISM Code
9. Are programmes for drills and exercises to prepare for emergency actions available on board?
Ref: Section 8.2 of the ISM Code
10. Can the master provide documented proof of his responsibilities and authority, which must include his overriding authority?
Ref: Section 5 ofthe ISM Code
11. Does the ship have a maintenance routine and are records available?
Ref: Section 10.2 of the ISM Code Ship detained
Do detainable deficiencies, iffound, indicate a failure of the Safety Management System?
Ref: § 3.3.2 of Provisional Guidelines
Paris Memorandum of Understanding on Port State Control 15 May 1996
Figure 1.8.16 Example ofa Port Stal£ inspection report 62 TIlE NAUTICAL INSTITUTE
Yes No
0
0 G
0 G
0 G
0 G
o
Go
Go G
o G