VMS Accounting and Wages Administration

V.
SHIPS MANAGEMENT SYSTEM (VMS)
3 ADMINISTRATION
3.1 ACCOUNTING
3.1.1 Current Account and Cash Statement

The Vessel Cash Statement form, ADM 10, is to be used to record all cash and credit transactions
including accounts of purchases, consumption and advances of cash to Master.
It is to be prepared at the end of each month, change of command or change of management.
The form is to be in duplicate, and together with supporting vouchers, receipts etc, is to be
forwarded to the Crewing Department of the relevant Management Office, not later than the 15th of
the following month.
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A copy must be retained permanently onboard.
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The Company supplies all cash to the Master in USD, and in order to avoid differences due to
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fluctuations of the exchange rates, the amounts received, paid in foreign currencies, must be
incorporated into the cash statement at the same exchange rate relative to USD.
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The crew cash advances total amount must correspond with the total amount stated in the vessels
wages message, and as shown in the payroll deductions.
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3.1.2 Payment of Wages

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Depending on the terms and conditions of employment, two distinct methods of payment apply:
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 Payment of board to the crew member in cash;
 Payment direct into a bank account nominated by the crew member

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At the end of each month the Master is responsible for completing a Portage Bill ADM 13 which
details all earnings and deductions of each crewmember, together with an individual wage account
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form. The Masters must take care to complete these forms in accordance with the crew member’s
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contract of employment.
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Payment of any balance will be paid in cash or carried forward to the next month.
One copy of the Portage Bill ADM 13, Wage Account form ADM 14 are to be retained onboard
and one copy is to be sent to the relevant office. The original Wage Account Form ADM 14 is to be
given to the crewmember.
Instructions and guidelines for the wages administration and payment of the Offices and Crew will
be sent onboard directly from the relevant Crew Manning Office.
3.1.3 Allotments and Extra Allotments

The contract of employment will specify the amount of an allotment, and when the first allotment is
to be deducted. In most cases this will be at the end of the first full month after joining. Any crew
member required by law to remit an allotment may cancel this in the month of signing off.
Any crewmember requiring an extra allotment must advise the Master, who is to ensure that the
person concerned, has sufficient credit on board. This balance must not fall below US$500. The
Master must then inform the appropriate office, if an extra allotment is to be made, in the
Page 1 of 27 Section 3 - Administration

Created: October 2007 Revision Number: 03
V.SHIPS MANAGEMENT SYSTEM (VMS)
prescribed format including the preferred method of single payment, and confirmation that the
specified amount has been deducted.
3.1.4 Canteen Account

The Master is not allowed to carry an inventory of more than $7,500USD bonded canteen on board.
Depending on the vessel's trade, at the Master's discretion, the canteen quantity can be minimised.
Items not normally used by the majority of the crew are not to be bought.
A monthly Canteen Account Form ADM 12 must be completed in duplicate, and the original,
together with supporting vouchers for purchases and an inventory listing, must be sent to the
relevant Management Office.
A copy must be retained in the Master’s files.
The amount of crewmembers' private consumption stated in the Canteen Account must correspond
to the amount of canteen deducted in the monthly payroll sheet and in the Record Of Alcohol
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Purchased form ADM 27.
A canteen price list in USD is to be posted in a conspicuous position and kept up to date.
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3.1.5 Catering Handled by The Master
Responsibility C
The Master is responsible to the Owners for compliance with these
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food instructions. He is to act under any ship specific instructions from
the relevant Management Office.
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Supply of Food The food must be of good quality, of sufficient amount, and to the
crew’s satisfaction. “Food” must include tea/coffee/juices but exclude
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other non-alcoholic drinks such as Pepsi-Cola, etc, the latter being

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considered as canteen.
Financing The value of the Provisions Stock on board must not exceed US$
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10,000 or 3 month’s stock, whichever is the greater. If, for any reason,
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this amount must be increased, authorisation must first be requested

from the relevant Management Office.
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Payment for Provision Whenever possible, all purchases are to be paid for in cash.
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Cash Payment Ship’s cash used for purchasing provisions must be shown in the
Master’s cash statement, and must correspond to the amount shown
on the food account. A copy of all chandlers’ invoices is to be attached
to the food account, signed by the Master as received.
Administration The following reports are to be completed on a monthly basis and

upon change of command:
Detailed physical food stock listing priced in US$. This stock is to include all food received.
Food account Form ADM 11
Extra meals on Charterer’s account
Change of Command
At the time of change of command, the relieving Master uses as “Beginning Balance” the value of
the physical stock. This figure is to be agreed with the outgoing Master and the relieving Master, by
agreeing this figure, accepts responsibility for its accuracy.

Feeding Rate
Each vessel is allocated a standard feeding rate, per day and per member of the crew.
Crew family members are included in the feeding rate and ships are to include them in the
calculations.
Shore staff from Owners or Managers and Riding Squads are to be included in the calculations.
Meals provided on Charterers account are to be shown separately.
Where a ship is feeding above or substantially below the Standard Rate, the Master must
explain the reasons in his monthly report.
It is essential that any meals which are rechargeable to charterers are itemised, billed as a separate
account and sent into the management office along with any charterer’s disbursements
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Stock of Food The food stock is the property of the Owners, and is under the direct
responsibility of the Master.
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Commission Neither the Master nor other ship's staff are entitled to receive commissions, or
other forms of rewards.
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3.1.6 V.Ships Catering
Depending upon the client’s requirement, V.Ships Catering may be appointed to administer and
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supervise the victualling services provided onboard. In such cases an “onboard catering
manual” shall be supplied by V.Ships Catering.
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The onboard catering manual will provide the master and those others responsible for catering
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functions with information on specific procedures and reporting requirements required by V.Ships
Catering. The instructions contained therein will supersede the previous part of this section.
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3.1.7 Cash Request and Exchange Rate

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The Master must request cash at least 10 days in advance in order to provide sufficient time for the
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transfer of funds.
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The Company will supply USD currency, unless specifically requested otherwise.
The exchange rates to be applied for the cash account, are those given by the relevant
Management Office.
For cash requests under the minimum of USD 500 or the equivalent in other currencies, the
exchange rate given by the agents must be applied, if not provided by the Company.
3.1.8 Cash to Master

In certain ports of call, it is possible to arrange for cash to be delivered onboard. Such cash
advances will be made in US dollars.
If a vessel requires cash, the Master must advise the Company at least 10 days in advance,
including a breakdown of the requirement. For obvious reasons, the Master must always use
a secure means of transmitting his request.
The amount of cash carried is to be kept to a minimum to enable the Master to make essential
payments only. Crewmembers are to be encouraged to remit funds to a nominated bank account

in order to reduce cash requirements to a minimum, thereby reducing the risk of loss or theft. If it
is practicable to send cash to the vessel, the approved amount will be delivered by the agent,
unless local regulations require that the Master collects the cash in person.
Before signing for the receipt of the cash, the Master must carefully check the total cash delivered,
and place it directly in the ships safe.
3.1.9 Cash on Board

Masters are advised that cash carried in the ship’s safe is not to exceed USD 10,000 or equivalent
at any time. However, if special trading circumstances require that larger sums be carried, then
authorisation is to be sought from the relevant Management Office, before accepting a larger
amount.
When requesting a cash advance, the Master is to calculate the correct amount needed, and when
cash is received, the crew cash advances are to be paid to the crew immediately. This is to
minimise potential cash losses. Masters are reminded that crew cash is not ordinarily covered by
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Insurance, and this cash belonging to the crew must not be retained in the ship’s safe.
At any change of command, the incoming and outgoing Masters are to agree and sign for cash
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on board, canteen, and provisions.
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At change of command the outgoing Master must advise the new Master of the safe combination,
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and enter in the protocol that this information has been passed on. The relevant Management
Office will keep a record of each ship's safe combination.
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As a guideline Masters are to plan their cash requirements, to avoid receipt in one of the following
continents/countries:
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Africa, Central and S. America, Pacific Islands (except US Protectorate), Turkey, the former
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Yugoslavia, the former Soviet Union, Japan and Korea.

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3.2 DOCUMENT CONTROL

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3.2.1 Controlled Documents Issued by the Company

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The procedures within the V Ships Management System (VMS) are controlled documents and are
subject to review, updating and re-issue. These documents are included as electronic files
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contained within a CD-Rom.
The CD-Rom is labelled with a unique copy number and on opening will show a history of revision.
On installing the VMS, the documents will be saved to the hard drive of the computer. Further
revisions will automatically overwrite the previous version.
Each page of a document shows the section title, creation date, revision status and page number.
See the footer of this page as an example. A colour bar appears at the header and footer of each
page which coincides with the main parts of the procedures (i.e. purple for Fleet Operations, green
for Safety & Environmental Procedures, blue for Crewing Instructions and orange for Ship Specific
Instructions)
Each document is authorised by the Chief Operating Officer (Ship Management Division) and the
Divisional Director of Risk, Safety and Quality.
The VMS will be sent out along with a Document Transmittal Form and Questionnaire which is to
be completed and signed by the Master upon receipt and returned to Divisional Risk Safety and
Quality.

Copying and printing of relevant sections of the VMS is permitted for reference and operational
purposes (e.g. navigation procedures for the bridge) but it must be noted that all copies are to be
considered as uncontrolled documents. It is essential that on receipt of a revision of the VMS, all
uncontrolled parts of the VMS are destroyed and replaced with the latest revision. When printing
out extracts of the VMS from the CD, a watermark will appear across the page stating
“Uncontrolled Document”.
In certain circumstances, for example to suit particular requirements of a client, a "Deviation to

Company Instructions” may be issued.
Circular Letters are also Company issued controlled documents. See 3.2.3 below.
3.2.2 Changes to Controlled Documents

Amendments will be incorporated by means of new CDs. Regardless of what parts of the VMS are
revised, all pages will be given the updated revision number to avoid any confusion. This can prove
a useful check to ensure that the most recent revisions of forms and uncontrolled printed
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documents are being used.
The actual changes made within the VMS at each consecutive revision will be highlighted on screen
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for ease of reference. This will be in effect from Revision 01 onwards. Such changes will also be
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supplemented by a circular letter detailing the main changes that have occurred.
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Expired CDs are to be destroyed.
All changes to the VMS are processed and administered solely by Divisional Risk, Safety and
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Quality. Any other changes or amendments are not allowed and if found will be the subject of a
non-conformity when audited.
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3.2.3 Circular Letters

Circular letters are issued by Ship Management Division department heads and will contain
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instructions, specific procedures and urgent safety issues. Certain circular letters will require a
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response while others may require a discussion or meeting to be held on the subject matter.
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Circular letters will be sent out by e-mail. Once received, the letter is to be printed out and a copy
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circulated amongst the relevant personnel onboard. Where appropriate, a copy may be posted on
the ship’s notice board for a few days so that all personnel can view the contents. However, note
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that letters displayed on notice boards should not be displayed while in port. The original circular
letter is to be kept in the appropriate section of the circular letter file, held by the Master.
Each letter will be consecutively numbered and an updated index will be sent out at regular
intervals. The file should be cross checked against the index and if any letters are discovered
missing; the Master is to contact the office for a replacement copy.
3.2.5 Charts and Nautical Publications

The Company, depending upon client requirements, will normally operate an automatic chart
replacement scheme. This enables superseded editions to be automatically replaced at regular
intervals in accordance with the relevant Fleet Order.
The Company will arrange to forward weekly notices to mariners at regular intervals and these are
to be used to correct all charts and nautical publications onboard. The Chart Index is to be
amended as required from the chart correcting list supplied with the weekly notices.

The Nautical Publications listed within the chart index are automatically updated with new editions
in conjunction with the above automatic replacement scheme. Amendments are to be made to the
index as required from the chart correcting list, supplied with the weekly notices.
Only current editions of charts and nautical publications are to be used.
3.2.6 Reference Publications

The Company recognises the importance to hold onboard certain reference publications. These
publications are listed in the Form SAF 18 (Checklist of Publications to be held onboard) which
contains the latest edition of information regularly updated by the Company. It is advisable to
adopt the recommendations of these publications as much as possible and to strictly comply with
compulsory items.
These publications may be automatically updated for the vessels included in the Company New
Edition Scheme; otherwise a requisition shall be issued to ensure the replacement of new edition
publications, which the Company will inform of by updating of the Form SAF 18. Only current
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editions of these publications shall be used. Superseded publications are to be removed and
destroyed.
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3.2.7 Retention Time Return to 3.3
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Certain flag states have their own requirements for document retention and handling which must
be adhere to. In order to preserve evidence of a vessel’s activities in V.Ships management, the
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company’s minimum requirements must be followed. These are: -
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 All statutory records (Logbooks, ORB, etc) and ISM/VMS compliance records (checklists, audit
reports, meeting minutes etc) are to be retained onboard for a period of three (3) years. Once
documents are removed from a vessel, they should be archived ashore for a period of six (6) years
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from their date of origin. Six years is the statutory limitation period for any claims against the
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vessel, Owners or Managers and this evidence must be preserved.
 When a vessel leaves V.Ships management, all such documents must be removed form the vessel
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and archived ashore for the six year period. The “in-use” log books should be left onboard and
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copies of the “in-use” log books must be made and archived accordingly. MARPOL Annex I requires
Oil Record Books to be retained onboard at all times however these may be copies. Again, flag
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state may have specific instruction on this and these must be followed.
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 All records, whether onboard or in shore archive, must be legible, identifiable and traceable.
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3.2.8 Uncontrolled Documents Issued by the Company

These are documents which will not be subjected to the control procedures listed earlier.
It is the responsibility of the user of an uncontrolled document to ensure that the correct issue or
version is being used.
3.2.9 Externally Controlled Documents

These are documents prepared by parties external to V.Ships, such as:
 Classification Society Rules
 British Standards
 Ship’s Drawings

 Equipment Instruction Manuals
They are to be registered by the Master, or a person nominated by him.
The Master or his nominee is responsible for:
 The establishment of an Index or Master List of Externally Controlled Documents and their status.
Such a list should include the location of documents.
 The upgrading/amending of the documents concerned, with the amendments received from the
issuing authority.
 The destroying of obsolete documents.
3.2.10 Ship’s Drawings, Equipment Manuals and other Externally Controlled Documents
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Drawings, equipment manuals and other externally controlled documents are to be held in a space
reserved for the purpose.
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Each drawing or equipment manual log is to be clearly identified as to the following:
 Ship Name C
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 Index File Number
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In the event that an up-to-date copy of a drawing is required it is to be requested from the relevant
ship management office. It is the responsibility of the user of an externally controlled document
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such as this to ensure that the correct issue or version is being used.
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3.3 SHIPBOARD FILING

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A standard filing system is adopted throughout the V.Ships fleet. A set of files is to be held by both
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the Master, Chief Engineer and Chief Officer and to be labelled and indexed as per the following
sections. Note that the file index as listed is not finite and may be added to as required using
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additional numbering. It may also be necessary to create additional files such as for passage
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planning and planned maintenance as examples.

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Old documentation is to be archived onboard in accordance with 3.2. of these procedures.
Visiting Company Representatives are requested to verify the filing system onboard whenever your
vessel is visited. The filing system may also be the subject of an internal or external audit.
Electronic filing of forms and documentation is acceptable where deemed appropriate and where
the electronic filing system is Company supplied. If in any doubt, contact your management office.
See Attached Documents for details of the Master’s Filing, Chief Officer’s Filing and Chief
Engineer’s Filing systems.
3.4 VMS REVIEW
3.4.1 Management Review

V.Ships reviews the VMS on an annual basis both regionally and at a Divisional level as part of a
continuous approval programme.
The reviewers evaluate the VMS on the basis of the following:
 VMS policy and objectives.

 Industry experience and development including changes to statutory and customer
requirements, social and environmental conditions and/or market strategies
 The overall effectiveness of the management team
 Findings of internal and external audits
 Master’s review reports
 Effectiveness of and suggestions for VMS improvement
 Effectiveness of procedures, instructions and checklists
 Findings and deficiency report summary
 Significant internal and external surveys and inspections
 Significant recommendations/conditions of class and memos
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 Analysis of accidents, incidents and near misses
 Customer feedback and satisfaction
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3.4.2 Master’s Review
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One of the most important methods of improving the VMS is by receiving feedback from the actual
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users of the system; i.e. the ship’s staff. The way in which this is done is by means of the Master’s
Review Form (Form ADM 25).
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The Master’s Review is to be conducted along with other members of the management team over a
period of time in order to fully evaluate the VMS, its effectiveness and its contents. Reviews are to
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be sent in from each ship every six (6) months during April and October. Wherever possible the
review should be from different Masters.
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The review is also to be formally recorded in the Management Meeting Minutes with Form
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ADM25 being either appended to the minutes or forwarded in the mail to the office as soon as
possible after the management meeting.
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The Master’s Review takes on the following format:

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Are records, filing and checklists being completed as required? What improvements would you
recommend in relation to these areas of the VMS?
Summarise any significant internal and external audit findings and comment on any issues that may
have come about as a result and corrective actions
Summarise risk assessments completed and findings from any reviews of the Shipsure Risk
Assessment Database.
Record any customer (i.e. Owner and/or Charterer) feedback regarding satisfaction or complaint
Discuss any training carried out and comment on its effectiveness. What areas of training could be
improved or made more beneficial?
Procedures Review: The entire system is to be reviewed during the Master’s period of command,
although not necessarily in the one review. Any significant changes that are recommended and
considered to be an improvement to the effectiveness of the VMS are to be included.
o Copies of the Master’s Review are to be retained onboard.

On receipt of the Master’s review form, the MSQ Superintendent will acknowledge receipt. All
relevant comments within the reviews will be summarised for inclusion into the regional
management office review. The results of these regional reviews will in turn be forwarded to the
Ship Management Division who shall make the final decision on making any changes to the VMS.
Where the regional office considers that a change or an item within the Master’s Review is urgent,
this process may be by-passed by the MSQ Manager sending a message directly to DRSQ.
3.5 AUDITING
3.5.1 General
It is important to ensure and verify that the VMS is correctly implemented and is being used
effectively on board ship. Where objectives have not been achieved, procedures fail or are
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incorrectly used, then such non-conformities must be identified and proper corrective action taken.
This is achieved by carrying out effective audits, both internally (i.e. by office staff) and externally
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(i.e by the Recognised Organisation or Flag State). Auditing is a very powerful management tool
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and when used correctly will be beneficial for the safety and efficiency of the Fleet.
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It is important to stress that audits are a means of checking the system only and in no way are
they considered to be a test of individual members of the ship’s staff.
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3.5.2 Internal Auditing

Internal auditing of the VMS is carried out by a visiting company representatives duly qualified as
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an internal auditor.
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The Marine Safety and Quality Superintendent will co-ordinate the audits to be carried out and will
advise the Master in advance of the visit. The Master, in turn, is to advise his officers and crew as
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they may also be required to participate to some extent in the audit. Junior officers are to be
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encouraged to participate in internal audits.

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When on board, the internal auditor will advise the Master and Chief Engineer as to what areas of
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the system will be audited. Due consideration must be given to the safe and efficient running of
the ship and audits should not interfere with the normal work in progress.
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When conducting an audit, samples of evidence will be sighted. These may include the likes of
logbooks, checklists, work permits etc. The auditor will closely examine the entries made and may
cross-check against other documentation where required.
3.5.3 Areas of Internal Audits

The 13 areas of audit are listed below. The requirement is that these areas are audited at intervals
not exceeding 12 months; however this may not always be possible in one visit. Only in
exceptional circumstances may this interval be exceeded, and by not more than three months.
Such extension is subject to the agreement of the MSQ Manager in advance.
Communications
Administration
Navigation
Technical
Purchasing
Insurance
Commercial

Accidents/Incidents
Emergency / Contingency
Safety
Crew and Training
Ship Specific Operations
Environmental Management System
Reference is also to be made to 3.5.8 (Security auditing).
3.5.4 Non-Conformities
Non-conformities are classed as follows:
Major Non-Conformity This is an identifiable finding which poses a serious threat to

personnel, ship safety or serious risk to the environment and requires
immediate corrective action. It can also be defined as being a total
absence of a required system element or function, or where a system
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is in place but a significant number of non-conformities are present
within it.
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Non-Conformity All other non-conformities or where a single or isolated lapse of
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control, procedure or implementation has occurred.
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Observation This is not to be treated as a 'non-conformity’ and is a comment on the
VMS for reference/ guidance only. It will be issued on a non-
conformity form to assist in the development and improvement of the
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VMS.
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The Master may also raise a non-conformity himself. This may be due to an apparent failure or
any other issue that may result in a non-compliance with any regulation, procedure or standard,
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including any apparent lack of compliance by the management office.

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In such cases, an email is to be sent to the vessel’s DPA. The email is to clearly identify the non-
conformity, the reason for issue and must cross-reference it against a regulation or standard (such
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as MARPOL, ISMO code or VMS). It should also identify a responsible person for closing the non-
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conformity out along with a suggested close-out date. The DPA is responsible for acknowledging
receipt and ensuring that suitable action is taken.
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A copy of the email is to be retained in the Master’s file 7.1 along with internal audits.
3.5.5 Audit Reports

On completion of the audit, the auditor will discuss any non-conformities with the Master and agree
any corrective action that is to be taken as well as a time scale for completion.
The auditor will then formalise this by means of an audit report. The original copy of the audit
report will be signed by both the Master and the Auditor and retained onboard. A copy of the Audit
Report must be returned to the management office.
The status of any non-conformity raised and the follow-up action is to be discussed at the
Monthly Management Meeting.
Vessels fitted with Shipsure shall also record such internal audits within Shipsure Inspection
Manager.

It is important that any follow-up action is reported to the Marine Safety & Quality Superintendent
who is responsible for seeing that the non-conformities are closed out correctly, including actions to
prevent re-occurrence. Such follow-up action is to be detailed, correctly verified and supported as
required by evidence.
3.5.6 External Audits

External auditing of the Company’s VMS will normally be carried out by a Responsible Organisation
(Class) or Flag State for compliance with the ISM Code.
There must be a sound element of planning for such audits and those directly involved in the
management of the ship (both ashore and onboard) must be involved in such planning. The
Company’s external audit planning requirements are in the Attached Documents.
On completion of the external audit, the Master must immediately notify the vessel’s DPA / MS&Q
Superintendent of the result of the audit and also forward a copy of the audit report to the office as
soon as possible.
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In addition to ISM / ISPS attendances, audits may also be required to the standard of
ISO14001:2004 (Environmental Management). Again this will also be subject to client
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requirements.
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Vessels fitted with Shipsure shall also record such external audits within Shipsure Inspection
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Manager.
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3.5.7 Certification
A copy of the Document of Compliance (DOC) must be retained on board. It may be required by
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Third Parties such as Port State Control to verify that the Flag State has authorised the RO to
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certify the SMS on their behalf.
A certificate, called a Safety Management Certificate (SMC), will be issued to a ship by the
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Administration or Recognised Organisation to verify that the Company and its shipboard
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management operate in accordance with the approved Safety Management System.

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3.5.8 Security Auditing Return to 3.5.3

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An additional item required to be audited is the Ship Security Plan (SSP) along with its associated
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procedures and activities. Although the SSP is not an integral part of the VMS due to some Flag
restrictions, it is nonetheless complimentary to it. Accordingly this area is also to be internally
audited once per year and the procedures contained in this section are to be followed. Records of
security auditing are to be filed within the Master’s security file and separate from other VMS
audit reports.
External security verifications will be held between the second and third anniversary date of the
International Ship Security Certificate (i.e. intermediate) and prior to renewal of the certificate (i.e.
before 5 years). These verifications will be conducted by either the Flag Administration or by a
Recognised Security Organisation appointed by the Flag Administration. Reference should be made
to the SSP.
Masters must be aware that any non-conformities raised in the external security audit report will
generally mean that the ISSC Certificate is no longer valid and all findings will have to be cleared
immediately / prior to sailing from the port where the audit has been conducted.
Nevertheless, regardless of the results, on completion of the external security audit, the Master
must immediately notify the vessel’s DPA / MS&Q Superintendent of the outcome of the audit.
Furthermore, the Master must forward a copy of the audit report to the office as soon as possible.

3.5.9 Close-Out Of Non-Conformities Raised During Audits

It is important to ensure that non-conformities raised during an audit are closed out effectively in
order to either correct a discovered fault in the management system and/or to improve the system.
The maximum term generally allowed for closing out a non-conformity will be three months,
however for more serious non-conformities this time may be reduced to one month or less
depending on the circumstances.
Every effort is to be made to ensure that the target is met. Should any extension be required to a
target date (for example due to the postponement of drydock or delivery failure), then this must be
requested in writing giving explicit reasons why. The auditor will then re-issue the audit report with
a suitable annotation and a revised date clearly marked as an extension. Support may be required
from the office and the Master should not hesitate in seeking assistance or advice.
Any action taken to close out a non-conformity must be verifiable. In other words, evidence must
be in place so that it can be readily seen what has been done to close the finding and to prevent
re-occurrence.
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3.6 SHIPBOARD MANAGEMENT
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3.6.1 The Shipboard Management Team
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The Shipboard Management Team is an integral part of the V.Ships management structure and
reports, via the Master, to the appropriate Fleet Superintendent and Marine Safety & Quality
Superintendent.
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The team comprises of the following personnel:

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The Master
Chief Engineer
Chief Officer
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Second Engineer (1st Assistant Engineer)

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The purpose of the team is to manage the vessel safely, efficiently and in accordance with V.Ships
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policies client requirements and international regulations. The team is to bring to the attention of
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the office any problems or deficiencies that could effect the safe and efficient operation of the ship.
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The team is also responsible for planning and organising work, including the allocation of crew
resources, to enable the ship to be operated and maintained effectively. In organising work it is
essential that due consideration is given not only to safety but also to the motivation of the crew,
ensuring that their work is carried out in the correct manner and with pride.
The team is to encourage a spirit of teamwork within the entire ships complement, assist in raising
awareness of the need to fulfil Client requirements and also to promote the concept and
understanding of safety and environmental excellence onboard.
3.6.2 Management Meetings
Return to 3.4.2
a) Weekly Meetings
The management team are to hold weekly meetings during which the general day-to-day running,
including the vessel’s expected port schedule, planned maintenance work and the use of resources,
are to be discussed. For planned maintenance items, the following items should be included in the
discussion.
 Description and location of the work;

 Expected date / time for completion;

 Risk Assessments to be completed;
 Work permits and level of lock out – tag out required.
While at sea, any leader or representative of a riding squad should also be included in the weekly
work meetings. Wherever possible, visiting members of the office staff are to be invited to attend
at these meetings also.
The Weekly Work Plan is to be posted on the Bridge, Engine Control Room and other ship notice
boards, in order that all vessel’s staff are able to consider, in advance, logistics and safety
precautions of planned allocated tasks.
Return to 3.5.5.
b) Monthly Management Meetings
Over and above the daily meetings, the shipboard management team is required to hold a formal
meeting on a monthly basis (on or around the 9th of each month) where a strict agenda is followed
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and the meeting minutes recorded.
Copies of the minutes are to be distributed to each member of the shipboard management team
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and copies also posted on the ship’s notice boards.
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The minutes are to be sent into the relevant management office by e-mail or other suitable
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electronic transmission method.
Upon receipt of the minutes the contents and comments will be reviewed by the Fleet Cell for the
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vessel and in turn a reply will be sent detailing any action being taken or corrective action to take.
The reply will be co-ordinated by the Technical Controller with input from all interested parties.
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Copies of all meeting minutes and the replies are to be kept in the Master’s files.
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See Attached Documents for the management meeting agenda

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c) Numbering of Meeting Minutes

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The minutes of each meeting are to be consecutively numbered for each month of each year. For
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example: 01/2004, 02/2004, 03/2004 for January, February and March of 2004 etc. (A vessel
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entering management in July 2004 would have its first meeting numbered 07/2004)
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Each topic raised and discussed is to be consecutively numbered throughout the year in order to
allow and easy reference to be made. This numbering is to be as follows:
1:01, 1:02, 1:03 for meeting items 1, 2 and 3 in the January meeting and
2:01, 2:02, 2:03 for meeting items 1, 2 and 3 in the February meeting minutes
Where appropriate, if action is required by the ship or by office a note is to be made against each
item on the far right margin. (e.g. Action Office or Action Ship)
3.6.3 Port State Inspections

Part of the Shipboard Management Team’s responsibility is to ensure that Port State Control
inspections are carried out smoothly and without concern of the possibility of an inspector finding
grounds to detain the vessel.
Inspections can be carried out by Port State Control (PSC) at their discretion on any ship at any
time. The inspection covers all aspects of the operational safety of the ship and is not limited to
only safety equipment or pollution aspects. A PSC inspector will be looking closely at the various

conventions including SOLAS, MARPOL, STCW, ISM, Load-line Convention and ILO. If the inspector
notes a serious deficiency under one or more of these he has the authority to detain the vessel.
Our clients and their customers treat PSC detentions very seriously and a prospective charterer is
unlikely to charter a ship that has a bad record. Similarly a ship that has been involved in a serious
incident is similarly “blacked” until a full investigation and report is made.
The consequences of having a port state detention is totally unacceptable and may in fact result in
the ship being banned from the country or from a number of countries as a result. It also has a
very damaging impact on the reputation of V.Ships.
If, prior to arrival, it is apparent that equipment is defective or missing which may possibly result in
a PSC detention, the Master must contact the management office and advise the fleet and MSQ
superintendents of the problem. An action plan will be made between the office and the vessel in
order to attempt to clear the deficiency before the ship arrives. If however the deficiency is unable
to be cleared, the Master must contact the port state in advance giving details along with the
action plan for rectification. The Master is to confirm with the office that this has been done.
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Whenever a Port State Control Inspection is carried out and any deficiencies are raised, the Master
is to immediately notify his DPA of the results of the Inspection. Any deficiency raised by a Port
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State Control Inspector is to be treated as a non-conformity and dealt with accordingly.
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As soon as possible after the inspection the Master is to forward electronically a copy of the full
PSC inspection report including deficiencies page (if any raised) to the Fleet Cell. Any deficiency
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raised by a Port State control inspector must be entered into Shipsure Inspection Manager and
treated as a non-conformity, i.e. giving direct and root cause analysis along with corrective actions.
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If a ship is detained, then it is imperative that the defects raised are dealt with on a top-urgent
basis. Flag State will also have to be advised of any detention by the office. An attempt must be
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made to appeal any detention based on verifiable evidence in defence of the ship. It is imperative
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that our record and reputation remains as clean as is possible.
See Attached Documents for a list of possible deficiencies that could result in possible
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detentions.
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See Attached Documents for BIMCO guidelines to the Master governing PSC inspections in the
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USA.
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See Attached Documents for Lloyd’s Register PSC Checklist.

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Paris MoU Inspection Regime

The Paris PSC MoU Inspection regime has been established to share commitment for full coverage
of inspecting all ships visiting ports and anchorages in the PMoU region as a whole. Ships will be
targeted for inspection based upon the current ship Risk Profile. The ship Risk Profile classifies ships
into Low Risk Ships (LRS) and High Risk ships (HRS). If a ship is neither Low Risk nor High Risk it is
classified as Standard Risk Ship (SRS).
Included within the criteria for ship Risk Profile is a parameter for Company Performance. The Paris
MoU has established a formula which takes into consideration the deficiencies and detentions in the
last 36 months of the Company’s fleet, based on the IMO company number and compares it to the
average of all vessels inspected in the PMoU to determine the performance level. The companies
will be ranked into very low, low, medium and high. It is for this reason that every Paris MoU
inspection within the fleet is important to V.Ships.
It is the responsibility of the MSQ Superintendent to keep the vessel advised on any changes to its
risk profile. Functionality is also being included within shipsure Inspection Manager to provide both
Ship and Company Risk profiles.

The inspection regime includes two categories of inspection, a periodic and an additional inspection.
Periodic inspections are determined by the time window. Additional inspections are triggered by
overriding or unexpected factors depending on the severity of the occurrence, such as an inci9djetn
or concentrated campaigns.
The time window is set according to the Ship Risk Profile as follows:
HRS - between 5-6 months after the last inspection in the PMoU region;
SRS - between 10-12 months after the lasti nspeciton in the PMoU region;
LRS - between 24-36 months after the last inspection inthe PMoU region.
The time span for the next periodic inspection re-starts after an inspection.
If the time window has passed, a ship becomes Priority I. The ship will be selected for a periodic
inspection.
When the time window opens a ship becomes Priority II. The ship can be selected for a periodic
inspection.
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In case of a periodic inspection each ship with an HRS profile and each bulk carrier, chemical tanker,
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gas carrier, oil tanker or passenger ship older than 12 years will have to undergo an expanded
inspection on each occasion. Each ship with an SRS and LRS profile which is not one of the above
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mentioned ship types, will undergo an initial inspection or, if clear grounds are established, a more
detailed inspection.
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See Attached Documents for full details of the inspection regime.
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Reporting Obligations
Teh 72 hours pre-arrival (ETA72) message is required for all ships with an HRS profile and each bulk
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carrier, chemical tanker, gas carrier, oil tanker and passenger ship older than 12 years eligible for an
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expanded inspection.
All ships must provide a pre-arrival notification 24 hours in advance (ETA24).

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Both the ETA72 and the ETA24 notifications are obligations for the ship and shall be made through
the port agent. The Master must instruct the agent to positively confirm when the notifications have
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been submitted ot the relevant PSC body.

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At lease the following information is to be notified:-

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Ship identification (name, call sign, IMO or MMSI number and flag)
Planned duration of the call (EA/ETD)
For tankers:
Hull configuration: single hull, single hull with segregated ballast tanks, double hull;
Condition of the cargo and ballast tanks: full, empty, inerted;
Volume and type of cargo.
Planned statutory survey inspections and substantial maintenance and repair work to be carried out
whilst in the port of destination.
Planned statutory survey inspections and substantial maintenance and repair work to be carried out
whilst in the port of destination.
Date of the last expanded inspection in the Paris MoU region
In addition to pre-arrival notifications, all vessels calling at all ports and anchorages in the Paris MoU
region must submit notification of the actual time of arrival (ATA) and the actual time of departure
(ATD). Again this should be done via the port agent.

Failure to comply with the relevant notification requirements will be considered as an “unexpected
factor” rendering the ship subject to inspection, regardless of the period since the last periodic
inspection. Also, penalties may be imposed for non-reporting by the national authorities.
See Attached Documents for full details of reporting obligations.
3.6.4 Flag State Inspections

The frequency and requirements for flag state safety inspections differ from flag to flag. It is the
Master’s responsibility to keep the office advised as to when these inspections are due and if any
deficiencies or defects exist that may affect a successful outcome of such an inspection. The MSQ
superintendent will monitor this and arrange for attendance, in conjunction with the fleet
superintendent, a Flag State inspector to visit the vessel.
Masters are also to familiarise themselves with the relevant regulations and marine notices of their
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Flag States, for example, Marshall Islands – Marine notices 5-034-1 and 5-034-3 (or later revision).
Any deficiency raised by a Flag State Inspector is to be treated as a non-conformity and must be
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dealt with accordingly.
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USCG Inspection
For vessels trading to the United States of America, we bring the following US Coastguard
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regulations and requirements to your attention.
The USCG vigorously applies the requirements of the U.S.S Codes of Legislation regarding the
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construction and operation of ships within U.S.S Territorial waters. All of these requirements are
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laid out clearly within the appropriate legislation contained in the Code of Federal Regulations
(CFR’s). The USCG stated goal is to ensure that no substandard ship enters US waters or threatens
their coastline or waters.
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33CFR160.215 – Notice of Hazardous Conditions – Whenever there is a hazardous condition

either aboard a vessel or caused by a vessel or its operation, the owner, agent, Master, operator or
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person in charge shall immediately notify the nearest Coast Guard Marine Safety Office or Group
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Office.
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This regulation can be used to make a citation for virtually any item of nonoperational / defective
equipment or condition required by the CFR’s and mandates that all failures and conditions onboard
have to be reported to the relevant CGMSO at once. In these circumstances, wherever possible,
prior consultation should be carried out with the appropriate management office first. Any
communications to USCG should be made directly to the appropriate Coast Guard Marine Safety
Office (CGMSO) by the Master and copied to the local Agent and Management office.
Experience has shown that where the USCG are kept informed of problems on a vessel and
properly pre-notified, they will assist wherever possible to find a solution. Non-reported defects
and repeat violations discovered during a TVE or PSC inspection are normally dealt with severely.
When information on the condition of the vessel is reported to the CGMSO prior to arrival or during
port call, the CGMSO may impose conditions on the movement into and within the port until the
conditions are normalised. Breach of these conditions is a violation, which can result in substantial
fines. The company will provide all required support to normalise the deficiency and accepts any
conditions impose on the movement of the vessel by the CGMSO.
The USCG operates a system, which results in persistent sub-standard vessels or companies being
targeted for inspection. This can result in delays.

It is not possible to cover all the requirements here, however, the following points highlight the
main items which must be in good working order / proper procedures followed. The relevant CFR
reference is provided where necessary, which should be consulted for full details of the
requirements.
Masters and Chief Engineers are to ensure that they are conversant with all the regulations which
apply to their type of vessel and to ensure that their vessel complies with these regulations at all
times.
See Attached Documents for BIMCO’s Guide to PSC in the USA
ALL VESSELS
Manoeuvring data is to be posted on the bridge in USCG format. This
must include the required warning notice (33 CFR 164.35{g})
The following tests are to be carried out not more than 12 hours before
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entering US coastal waters (33 CFR 164.25):
a) Steering gear and systems including alarms and indicators
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b) Internal communications and alarm systems
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c) Emergency generator and emergency fire pump with simultaneous
charging of two fire hoses, one at the bow and one on the bridge wing
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d) Storage batteries for emergency lighting and power systems
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e) Main engine ahead and astern
f) Engine room and pumproom (if applicable) bilge alarms

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g) Bunker tank overflow alarms
The above tests are to be entered in the deck logbook

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Vessel must have appropriate charts and publications for the area to be
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transited and the port and these must be the latest editions and
corrected to the most recent Notices to Mariners
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(In some ports, UK charts are not permitted and it is necessary to obtain
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the US charts for the area. Arrangements for this should be made in
consultation with our MSQ Superintendent).
Clear instructions accompanied by a block diagram are to be posted in
the bridge and steering flat for operation of the steering gear with
instructions for change over to emergency steering operation (33 CFR
164.35)
Oil Transfer Operations (Bunker and Oil Cargo (if applicable))
a) Oil transfer procedure notice is to be posted (in English and a working

language used onboard as required) and permanently displayed on the
bridge, in the engine room and by the cargo/bunker control station
The oil transfer procedure is to include (CFR 155.750):
i) List of persons involved in each operation and their duties
ii) A list of actual names / ranks of those crew members responsible for
oil transfer procedures.
iii) The person in charge (PIC) for transfers of fuel oil bunkers ), and for

transfers of liquid cargo in bulk and for cargo tank cleaning (bulk liquid
carriers only) must be nominated.
For foreign vessels, the PIC of a transfer of liquid cargo or a tank
cleaning operation has to have: (33 CFR 155.170(c))
1) Sufficient training and experience in the relevant characteristics of the
vessel.
2) The correct STCW license for rank issued by flag state
3) The relevant dangerous cargo endorsement if applicable
4) The capability of reading, speaking and understanding English
5) The capacity of communicating with all crewmembers onboard
iv) Description of each operation giving schematic diagram of pumps,

lines, valves etc
v) Description / location of each shutdown device on relevant pumps /
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valves
vi) Procedure for topping off the tanks
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vii) Procedure for ensuring all valves used during the transfer closed on
completion of transfer
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viii) Description of deck discharge containment system
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ix) Procedure for emptying deck discharge containment system
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x) Procedure for reporting accidental oil discharge overboard

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xi) Procedure for tending vessels mooring ropes during oil transfer
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xii) Procedure for operating emergency shutdown devices

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xiiv) An appropriate Material Safety Data Sheet (MSDS) for each fuel and
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grade of cargo being carried. Contact the office if it is not available

onboard.
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c) Records which are to be available for inspection by the USCG are:

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i) Remote operation equipment tests

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ii) Internal oil transfer records
iii) Bunker / cargo lines are to be tested to 1.5 times working pressure
and the pressure and test date to be marked clearly on each line.
(Annually)
Other records which are required are:
a) Safety equipment: check all firefighting equipment has been tested

and is valid up to date. Have completed records ready for inspection.
b) Oil Record Books, class certificates and the most recent classification
society survey report.
c) Ensure that a Discharge of Oil Prohibited notice is fixed in a
conspicuous place in each machinery space, the bilge and ballast pump
control station, OWS, Cargo control room and bridge.
d) Operational test of the oily water separator, bilge alarm, and the 15
ppm overboard discharge alarm will be made and check on the approval

certificate. The marine sanitation device will be examined.

e) Ballast Water Management Plan and Log and relevant forms
f) Garbage Log and records including receipts of disposed garbage.
The Master is to ensure that all staff are familiar with the requirements of
the ISM Code since the U.S.C.G. inspectors may at any time, ask
questions regarding the main elements of the code to ensure the vessel’s
compliance.
Ensure officer’s are aware of who the DPA is and the DPA’s
responsibilities.
In the event of an Oil Spill:
Ensure that the vessel’s SOPEP or Vessel Response Plan (if applicable) is
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strictly followed:
The SOPEP must be approved by Flag State or Classification Society. The
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VRP (tankers only) must have a valid USCG approval letter.
The vessel must have a copy of the USA Code of Federal Regulations as
follows:
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33 CFR 1-124, 125-199 (2 volumes) *
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35 CFR (1 volume) Panama Canal vessels only
46 CFR 1-40, 41-69, 90-139, 140-155, 156-176 (5 volumes) *

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49 CFR 100-177 (1 volume) - for vessels carrying packaged DG only.

CFR volumes retained onboard should be current editions and not more
than 2 years old
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* Alternatively a vessel may carry US Coastguard #515 (published by

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Marine Education Textbooks) Vols 1 and 2. These must be current

editions.
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All SOLAS certificates must be valid with all annual inspections up-to-
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date. All Officers must have original licences as required by the Flag
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State onboard and be all ready for inspection. All officers and crew, as
applicable, must have required special qualifications, e.g. dangerous
cargo endorsements, hazmat, VEC training certificates etc. (if applicable)
Working hours pre-plan for all persons onboard has been prepared which
complies with the Code of Federal Regulations governing working hour
limitation. Records of working hours shall be available for inspection
(VMS/CRW/001 4.1)
In addition to the above, we bring to your attention the following:
a) That bunker save-alls are fitted with steel plugs and all deck scuppers
are mechanically plugged during bunkering and oil transfer onboard.
b) Make up procedure for enclosed entry procedure and post in
prominent positions.
c) Ensure that all port and Company smoking regulations are in force.
d) Ensure all trading and type approved certificates are valid and ready
for inspection.
e) Ensure means of safe access is rigged in a seaman-like and safe

manner and that lifesaving appliance is ready.

f) Ensure that all officers are immediately identifiable to shore personnel.
g) That all alcohol is forbidden, REPEAT FORBIDDEN, in US waters. All

alcohol is to be removed and placed under lock and key.
h) Place warning signs. (No visitors / unauthorised personnel / no
smoking)
i) Sewage unit (MSD) or tank functioning correctly and certificate
available.
Ensure that no hotwork is carried out.
Garbage management must strictly be in compliance with Company

regulations. Large fines can be levied for incorrect storage and disposal
of garbage and in particular plastics. (FORM SAF14)
Be aware that the USCG inspectors are carrying out strict emergency
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drills, fire drills and full abandon ship drills and are picking crew members
at random to start emergency fire pump, emergency generator and
lifeboat engines. They will require one boat to be lowered into the water
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if safe and practical. The drills must be carried out promptly and in a
satisfactory manner. Unsatisfactory drills account for in excess of 25% of
detentions.
ADDITIONALLY, FOR TANKERS C
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The following tests are to be carried out not more than 12 hours before
entering US coastal waters.
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a) Cargo pump trips (including manifold, if fitted)

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b) IG plant shutdowns, alarms, 02 analyser and pressure recorder
c) High level/overfill alarms and audio/visual alarms

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Additional records which are to be available for inspection by the USCG

are:
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a) Pump tests
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b) Pressure gauge test calibration and certification
c) Relief valve tests
d) Internal oil transfer records
e) Cargo pipe lines are to be tested to 1.5 times working pressure and
the pressure and test date to be marked clearly on each line (Annual)
f) Confirm that VRP is onboard and valid USCG approval letter is at the
front.
g) The Master must ensure that all Senior Officers are familiar with the
contents of the VRP. All Junior Deck Officers and watch personnel must
be aware of the action to take in the event of a spill. An oil spill training
session on the VRP should be held and a log entry made.
h) The vessel must have logged records of carrying out QI notification
drills.
In addition to the above, we bring to your attention the following:

a) All manifold spill trays are fitted with steel plugs and all deck scuppers
are mechanically plugged, including poop scuppers.
b) Calibrated pressure gauges are fitted to all manifolds
c) Ensure that all accommodation doors remain closed during cargo

operations except for entry / exit.
d) All sea valves are locked / sealed before entry into USA waters.
e) Cargo tank oxygen levels must be below 8%.
If a single hulled tanker, then the requirements of 33 CFR 157.455 have

been met. (Also refer to VMS/FOM/01 3.2.10 regarding under-keel
clearance).
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OPA 90 Notification Procedures for Arrival in the United States.
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Ensure that all relevant organisations are informed of the vessel’s ETAS
at the EEZ (200 nautical miles from coast).
Additionally for Gas Tankers C
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ESD system tested and operational. Records of test dates maintained.
Manifold valves closing times correct.
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Cargo tank dome fittings in good condition. Relief valve seals intact.
Operating pressures marked.
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Deck eyewash’s and showers operational and clearly marked.

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High level alarms working and date of last test available.

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Fixed Gas Detection System operating. Calibration records and gas

available.
Deck Spray system tested. Records of test available.
3.7 SHIPBOARD COMPUTER SYSTEMS
3.7.1 Purpose
These instructions are issued due to the increasing use of computers as a tool in the vessel's
management, either for purposes of controlling onboard machinery or as part of a ship system.
Misuse of shipboard computer systems can result in the loss of functions, delays to the vessel,
expensive repairs, and must be avoided at all cost.
These instructions detail the Company's requirements for the onboard use and management of
computer systems. The Master is responsible for ensuring that all personnel who have access to
computer systems fully understand these instructions.
3.7.2 Definition
"Shipboard Computer System" describes any computer hardware and/or software programme used
as part of the vessel's standard equipment, or supplied by the Manager, Owner or other third party
to facilitate onboard management, or any other task. The equipment covered under this
description is wide ranging and the following is for guidance only.
 Cargo loading/stability computer
 Cargo management computer
 Cargo monitoring computer
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 Engine monitoring computer
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 Alarm/performance monitoring computer
 Any other engine room based computer system C

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 Navigation computer
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 ARPA/radar computer system

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 Communications computer for use on telex system, Satcom Terminal, PC telex, marinet etc.
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 Any other navigational computer based system

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 Any Computer or terminal supplied to the vessel by the Owner, Manager or third party for any
purpose, including the following computer system:
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 Master's/Chief Engineer management computer

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 Ship's office computer

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 PMP planned Maintenance computer
 Performance monitoring computer based systems
 Marinet communications computer
 Local area network based computer systems
The only computers excluded from this listing are those which are the property of the seafarer and
are for his own personal use.
3.7.3 Standing Instruction

(a) Computers supplied to the vessel by the Owner, Manager, or third parties are supplied to
facilitate onboard management tasks. These computers are normally provided with the software
pre-loaded and configured for use onboard the vessel. They are not to be used as personal
computers. Ship's staff must not attempt to install any other software application on a computer
system.

(b) Ship staff must not attempt to enter the set-up parameters of a computer. Entry into the set-
up parameters is usually carried out by a combination of function keys, and is often highlighted at
the start-up of the computer. If a user has inadvertently entered the set-up programme, he should
switch the computer off, without attempting to modify or save any changes.
(c) Ship staff are strictly prohibited from using the master or any other diskettes containing
programme files to re-install shipboard software applications without prior permission from the
Company. If difficulties are found with computer programmes, these problems must first be
highlighted to V Ships. This will eliminate any problems that may be experienced when trying to re-
install the software.
(d) Ship staff must never reformat or copy files onto master diskettes or any other disk containing
programmes files. (Master diskettes are disks containing the installation programmes for a software
application) These disks are to be located and must be stored in the Master's safe and are not to be
released to any person on the vessel without the Master first obtaining permission from the
Company.
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(e) Ships personnel are strictly prohibited from installing software which has not been authorised
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by the Company onto a shipboard computer system. It is in breach of these instructions to install
any other operating system in a shipboard computer e.g. loading WINDOWS onto a DOS operating
machine.
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(f) Computers which are supplied to the vessel for use in the ship's communication, navigation,
engine room, cargo monitoring and loading systems etc. are not to be used for any other purpose.
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Masters are responsible for ensuring that the user of any shipboard computer system, advises their
relief on the full operation and control of the computers under their charge.
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Databases and electronic files must be regularly backed up to prevent data loss should the computer
system malfunction
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A Company approved anti-virus system must be installed on the computer systems in order to
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safeguard the computers and software.

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Masters are to confirm the following in their handover notes.

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 The purpose and condition of each computer system (confirming that the equipment has been
properly secured).
 Ensure that the joining Master is fully instructed regarding the Company's requirements for the use
of these computer systems.
 Confirmation that the officer in charge of the system has been clearly advised to give the relief
officer full instruction on the computer use.
The Master is to ensure that all computer users are fully conversant with the instruction manuals,
and where appropriate the specific V.Ships instructions relating to the programs being used. These
manuals are the vessels first point of contact when any problems or doubts arise with the operation
of a program.
The use of utility software (e.g. Disk managers, Memory makers/managers, Shell Environment,
Norton Utilities) is not allowed.

The Company will undertake periodical inspections of shipboard computer systems, to confirm that
these instructions are being complied with.
(k) The Ship Management Information Services Department based in Glasgow will provide
assistance to vessels with problems concerning shipboard computer based systems. (Canada
vessels can be assisted from the Montreal office).
(l) For vessels laying up seasonally steps are to be taken to secure and protect systems from
unauthorised use, theft or cold weather. The server is to be connected to a separate dedicated
landline and the relevant ISD department, and ship management cell informed.
System Support
All problems / calls received from vessels are logged and documented in the IT Helpdesk system
and assigned to a member of the core team who can then re-allocate to the split role engineers, if
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relevant.
Vessels can report a problem via one of the methods below:
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
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Sending an email to vhelp@vships.com cc: relevant vessel control group
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 Reported by Vessel Control Group to Helpdesk on behalf of ship.
 Updated and resolution responses of recorded helpdesk tickets are emailed to the ship via the
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helpdesk system.
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 The support service is provided as a “remote service”, i.e. assistance is via telephone, fax or email
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3.8 MANAGEMENT OF CHANGE

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3.8.1 Purpose
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There are numerous reasons that require changes, temporary or permanent to be made onboard
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that may include changes to personnel (e.g. numbers or nationality) or equipment (e.g.
modifications to machinery, cargo systems, replacement navigational equipment etc).
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From the time of initial construction or acquisition of a vessel it is important that a well documented
historical record is maintained that indicates any structural or technical changes made, the status of
equipment and how that has evolved form the original design of the vessel.
It is also important that records of changes to equipment , operating procedures and conditions are
maintained in order that safety and environmental standards are not compromised.
It is essential therefore that a document control system and checklist of key steps to be taken is
utilised at all times from inception to completion (including any equipment familiarisation and
training) of any design change process in order to control the flow of information and ensure that
all changes are captured for the updating of records and manuals etc both onshore and onboard.
The purpose of the Management Change Request (see below) is:
 To ensure that the documentation supporting a change includes a reason for the change;
 To define the level of authority (minimum competence) required for approval of a change;
 To provide a clear understanding of the safety and environmental implications of a change;
 To ensure that all changes comply with regulations, industry standards, good seamanship
practices and OEM design specifications;
 To include provision for issuing work permits before any work is carried out, or any
changes are made to the equipment;
 To ensure that potential consequences of a change are identified, together with any
mitigation measures and that results are communicated to those affected by the change;
 To ensure that changes not carried out within the proposed timescale are reviewed and
revalidated before they are completed;
 To identify any training needs arising from changes to equipment or procedures;
 To ensure that appropriate drawings, procedures and other technical documents are
updated following any change or modification;
 To ensure that the third party, working on our behalf, performs in a manner compatible
with our own policies and procedures. This would include both vessels that are contracted
in and personnel contracted to undertake maintenance inspections or repair work;
 To ensure provisions for entering of new vessels and new types of vessel into
management.
Responsibilities, with regard to change of documents and date related to the integrated
PY
management system, have been adequately defined inside the /Company Operations Section and
Fleet Operations Sections. The management office is responsible for the following changes:
O
 Installation of new equipment or components;
 Major changes to the design of plan, machinery, equipment and ship structure;

C
Temporary and permanent repairs to the hull structure, machinery plant and equipment of
major nature and repairs related to the conditions of class imposed by the classification
ED
society;
 Change of materials to the existing structure, machinery, plant and equipment;
LL
 Temporary arrangements and/or repairs such as cement boxes, hoses of unapproved type,
welding of doublers etc;
 Repairs requiring hot work.
O
TR
It is the responsibility of the Master and Chief Engineer to ensure that the necessary changes to the
“as built” drawings and other technical documents available onboard are made as soon as any
changes are made to the hull structure, accommodation structure, any part of the ship’s machinery,
N
plant, equipment or system. It is also the responsibility of the Master and Chief Engineer to advise
O
the Fleet Manager of all the changes that have been made to the above and the corresponding
drawings and other technical documents so that the copies of the drawings and other technical
C
documents available in the management office are suitably revised and updated.
N
The Fleet Director and Master / Chief Engineer are responsible for identifying training needs.
U
Reasons for a change are clearly identified and recorded before making a change. It is recognised
that even minor changes can affect safety if they are not properly carried out. Some examples of
change are:
 Installation of new equipment or components;

 Use of different material;
 Setting a new or existing instrument / alarm (outside normal operating limits);
 Temporary arrangement such as doublers, comment boxes or temporary hoses etc;
 Documented or undocumented procedures are amended;
 Works methods and practices are amended;
 New hazardous substances are introduced;
 Modifications of major nature are proposed to the hull, machinery, plant and equipment;
 Non-conformances, incidents, accidents are reported.
In order to formalise or manage such changes, the following procedure is to the followed in
advance of any significant change being made onboard.

3.8.2 Procedure
The management change process will include, but not be limited to, the following elements:
Any documentation supporting the change must justify the reasons for the change;
All documentation must assess any safety and/or environmental impact as a result of the changes;
Any changes must comply with regulations and industry standards;
The potential consequences of the change are to be identified together with any mitigating
measures which are to be employed;
Training and familiarisation requirements arising from the changes are to be identified.
Form ADM29 (ship use) or g(office use) is to be used for submitting the request and then initially
approved by the Master onboard. The Master will then forward the form to the Fleet Superintendent
who shall determine the level of authority required for final approval. This may be the Fleet
Director, MSQ Manager or Managing Director depending upon the nature, degree or significance of
the request.
PY
All drawings, procedures and any other technical documents which require changing as a result of
modifications are to be identified and subsequently modified or re-issued.
O
C
A risk assessment is to accompany the form, especially in circumstances where there may be
concerns over safety or the environment. The risk assessment is to clearly itemise all relevant
ED
actions and controls to be put in place to minimise the risk. The responsibility for undertaking the
risk assessment methodology for identification of routine and non-routine tasks undertaken on each
type of ship and office. Where new hazards and risks are introduced as a result of the above and
LL
where considered appropriate, risk assessment worksheet is to be reviewed to evaluate and record
the impact of the change.
O
Training issues are also to be discussed, noted and agreed if seen as being an integral requirement
TR
of the change. The training programme identifies the persons that need to the provided with the
relevant training and the period in which such training is to be provided. It is ensured that the
N
training is provided within the specified period.

O
Once approved, a timescale is to be agreed upon and a target date given for completion. Should
C
the target date not be met, then the change request is to be reviewed, updated and re-approved
accordingly.
N
U
On at least an annual basis (e.g. during the management meetings, review or during fleet meetings)
the respective change requests are to be reviewed with a view to ensuring that changes are a)
being carried out within the agreed timescale and b) are working effectively and as designed.
If it is found that the change has not been successful then the process is to be revisited with an
alternative solution put forward.
Those responsible for approving the change requests are also responsible for ensuring that all
personnel affected by the change are made fully aware of and understand the change along with
any likely impacts that such a change may have.
This system and process can also be utilised ashore for changes to business strategies or changes to
office personnel and facilities. This will allow, when combined with a risk assessment, a clear
understanding and detailed review of the impact upon the Company. It is the responsibility of to
management in such cases that relevant personnel are designated and tasked with specific
responsibilities to ensure that this process is carried out correctly.
The change management process is also used to identify and document the relevant training
programmes. All changes made are reviewed annually during the office management review to

ensure that they have met expectations and plans. Any improvements are to be formally recorded.
In the event that any problems in meeting the expectations and plans are encountered, appropriate
corrective actions will be initialled. For change in controlled documents, a revision status is
prepared which denotes the details of change and reasons for the change together with the review
and approval by the person who has authorised the change. Other changes are made by persons
who have been authorised by the top management.
Appropriate documentation is prepared by authorised persons to:
Provide the details of the change;

Reasons for the change;
A clear understanding of impacts of change on safety and environment;
Identify potential consequence of the change together with any risk reduction measures;
Identification of all personnel who may be affected by the change;
PY
Communicate the extent and likely impact of change to those affected by the change.
O
The change process ensures that proposed changes are completed within a set timeframe. If these
are not completed within the specified timeframe, then the change must be reviewed, the initial
C
hazard observation / risk assessment is revisited and re-approval is sought. The changes not carried
out within the proposed timescale are revised and revalidated.
ED
LL
O
TR
N
O
C
N
U


VMS Accounting and Wages Administration

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VMS Accounting and Wages Administration

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V.

SHIPS MANAGEMENT SYSTEM (VMS)

3.1.1 Current Account and Cash Statement

It is to be prepared at the end of each month, change of command or change of management.

3.1.2 Payment of Wages

 Payment of board to the crew member in cash;

 Payment direct into a bank account nominated by the crew member

3.1.3 Allotments and Extra Allotments

Page 1 of 27 Section 3 - Administration

3.1.4 Canteen Account

A copy must be retained in the Master’s files.

other non-alcoholic drinks such as Pepsi-Cola, etc, the latter being

this amount must be increased, authorisation must first be requested

Administration The following reports are to be completed on a monthly basis and

Food account Form ADM 11

Extra meals on Charterer’s account

Page 2 of 27 Section 3 - Administration

Meals provided on Charterers account are to be shown separately.

3.1.7 Cash Request and Exchange Rate

3.1.8 Cash to Master

Page 3 of 27 Section 3 - Administration

3.1.9 Cash on Board

Yugoslavia, the former Soviet Union, Japan and Korea.

3.2 DOCUMENT CONTROL

3.2.1 Controlled Documents Issued by the Company

contained within a CD-Rom.

Page 4 of 27 Section 3 - Administration

In certain circumstances, for example to suit particular requirements of a client, a "Deviation to

3.2.2 Changes to Controlled Documents

3.2.3 Circular Letters

3.2.5 Charts and Nautical Publications

Page 5 of 27 Section 3 - Administration

Only current editions of charts and nautical publications are to be used.

3.2.6 Reference Publications

vessel, Owners or Managers and this evidence must be preserved.

3.2.8 Uncontrolled Documents Issued by the Company

3.2.9 Externally Controlled Documents

 Classification Society Rules

Page 6 of 27 Section 3 - Administration

 Equipment Instruction Manuals

They are to be registered by the Master, or a person nominated by him.

The Master or his nominee is responsible for:

 The destroying of obsolete documents.

3.3 SHIPBOARD FILING

planning and planned maintenance as examples.

Old documentation is to be archived onboard in accordance with 3.2. of these procedures.

3.4 VMS REVIEW

3.4.1 Management Review

Page 7 of 27 Section 3 - Administration

The reviewers evaluate the VMS on the basis of the following:

 VMS policy and objectives.

The Master’s Review takes on the following format:

o Copies of the Master’s Review are to be retained onboard.

3.5.2 Internal Auditing

encouraged to participate in internal audits.

3.5.3 Areas of Internal Audits

Page 9 of 27 Section 3 - Administration

Reference is also to be made to 3.5.8 (Security auditing).

Major Non-Conformity This is an identifiable finding which poses a serious threat to

including any apparent lack of compliance by the management office.

3.5.5 Audit Reports

Page 10 of 27 Section 3 - Administration

3.5.6 External Audits

Old documentation is to be archived onboard in accordance with 3.2. of these procedures.