KOBE SHIPMANAGEMENT COMPANY LTD.

Rev/Date: 10/2022-12-10
D12 (S-06.40.02)(03)

INSTRUCTIONS FOR SEA PASSAGE PLAN

Prior to proceeding to sea, the Master shall ensure that the intended voyage has been
planned on the relevant up to date nautical charts and nautical publications for the area
concerned, considering the guidelines and recommendations developed by the
Organization.

The voyage plan shall identify a route which…

1. Takes into account any relevant ships’ routing systems;
2. Ensures sufficient sea room for the safe passage of the ship throughout the voyage;
3. Anticipates all known navigation hazards and adverse weather conditions; and
4. Considers the marine environmental protection measures that apply, and avoids, as
far as possible, actions and activities which could cause damage to the environment.

It is the responsibility of the navigating officer to work out a complete Berth to Berth
passage plan acting on the principle of Safety-first, while also taking operating efficiency
into consideration. He must mark it on the charts/ECDIS and provide supplementary
information in the provided form so that all the watch-keeping officers can understand
and follow it. The sea passage plan shall be checked by duty officers especial for the
warning point in ECDIS and/or paper charts and approved by the Master and for
understanding by all officers before start the voyage.

Sea Passage Plan to be updated with the agreement of the Master if voyage
schedule and ship’s route is changed or new factors is introduced.

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01. Preparation of Passage Planning

The Master shall have the Officer in charge (2nd Officer) to control the ECDIS AVCS/
ARCS, Charts, Nautical publications, etc., appropriately according to Procedures for
application and Control of ECDIS ENC Cell/ARCS, Charts and Nautical
Publications and collect information necessary for the voyage.
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・Preparation of Charts, Nautical publications, etc.
・Prepare all the necessary Charts (Berth to Berth) for the intended voyage.
・Use AVCS/ARCS and/or charts of an Appropriate Scale. Among charts on the same
scale, choose the suitable one which covers the Ships Farthest Track.
・Put the charts into the correct order of use and also number them on reverse in serial
order of use.
・Prepare the Port Plans and Navigation Information AVCS/ARCS and/or Charts for
the coastal part of the voyage (the adjacent sea area).
・All AVCS/ARCS , nautical Charts & Publications for the voyage shall be fully
corrected to the latest available data from the data supplier and Notice to Mariners,
including Navigational Warnings and T & P notices.
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02. Collecting Information and Data for Passage Planning

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・Data of the tide and current, the time of Sunrise and Sunset, and the ships Time
Correction schedule.
・Data from Routing charts and various nautical publications like Sailing directions,
List of Lights, List of Radio Signals, Ocean passages, Mariners handbook, etc.
・Navigational Rules and Regulations through the passage. (Traffic scheme, Signals,
method of communications with VTS, etc.)
・Draught and other ship conditions.
・Sea and Weather forecast.
・Navigational Warning.
・Distance Table.
・Environmental requirement such as Ballast exchange.
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This necessary information and data shall be kept in proper order so that the OOW
may check them at any time.

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03. Confirmation of Preparation of Materials Essential to Complete the

Voyage
The Passage plan shall have the description of ROB (Fuel, Lubricating Oil, Fresh
water & Provisions) on departure, their daily consumption and estimated ROB on
arrival as evidence to prove that the vessel has confirmed that she is able to reach the
destined port, in addition to carrying out the required procedures stipulated in
Procedures for Preparation for Departure.

04. Drawing the Passage Plan on the AVCS/ARCS/Chart

Necessary information in the Passage Plan shall be shown on the working AVCS/ARCS
/Chart, However, these marking shall not cause the AVCS/ARCS/Charts own
fundamental information to be obscured. If the information is overcrowded, it shall be
cleared from the course line and shown with reference marks on the AVCS/ARCS/Chart.
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The general information would include…
・Course line and its direction
・Alteration points
・Wheel-over points
・No-go areas
・Abort points
・Distance off from an obstacle etc., (Parallel Indexing)
・Clearing line
・Point where it is necessary to change to the next chart and the Next chart number
・Reporting points
・Navigational warnings
・Fishing traffic areas, etc.
・Additional Information required for Entering / Departure Port and / or Restricted Water
Point of S/B Engine
・Point for Calling the Master and/or the Chief Engineer.
・Point of SBE ( Standby Engine)
・Distance to go to the pilot station
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05. Points to Be Kept in Mind in Passage Planning

In drawing up a Passage Plan, the Master shall NOT be too much swayed by how to
shorten the distance but Select an Optimal ship track.

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06. Ocean and Open Waters

Enter the planned ship track on a small-scale AVCS/ARCS/Chart to obtain its
approximate distance.
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The following are among the points to be considered when setting ship course line…
・Select an optimal ships course. (Great Circle, Composite or Rhumb. Line in the order
of preference, subject to prevalent weather conditions)
・Use information from Sea and Weather forecast and, in case a Weather Service is
adopted, information on recommendable Ships Routing.
・Besides above analyzing, the Master shall select the route which is expected
Minimum Fuel Consumption and Minimum Hours Under Way.
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07. Coastal and Restricted Waters

In the case of coastal and restricted waters navigation, there are certain restrictions on
the navigation of ships due to the available width of channel, water depth, heavy
shipping traffic, IMO traffic separation schemes etc.
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Following shall be considered when drawing up the course line…
・No-Go Areas
・Safe Water
・Under Keel Clearance (UKC)
・Tidal Window
・Couse alternation & wheel over positions
・Parallel indexing
・Regulations
・Aborts and Contingencies
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08. No-Go Areas

While safely navigable waters are restricted by such factors as draught, under keel
clearance and tidal conditions, there are some Cautionary Zones called 'No-Go Area'
where the ship cannot navigate safely. These areas must be shown by cross hatching
(using only Pencil) in regions close to charted track.
To minimize the risk of getting stranded even in the occurrence of trouble on the
Engine or Steering system, secure as much distance as possible from the Cautionary

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Zone.
Put down the Distance off Clearly on the AVCS/ARCS/Chart using Parallel Indexing
from the obstacles.

09. Safe Water

Around the No-Go Area, secure Safe Water where the ship can navigate safely by
taking Margins of Safety into consideration.
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In determining Safe Water consider the following…
・Ship conditions such as Draft and Maneuvering Performance
・Effects of Ocean stream, Tidal current and Tide
・Under Keel Clearance
・Distance off from the Shallow waters, Obstacles etc.
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10. Under Keel Clearance (UKC)

Please refer to the explanation of Section05: “UKC / ECDIS Safety Settings Calculation
Sheet”.

11. Tidal Window

Please refer to the explanation of Section04: “Tide & Current”.

12. Course Alteration & Wheel Over Positions

Alteration points should be marked off with bearings/ranges of terrestrial targets
and/or geographical coordinates. Wheel over positions shall be marked using ships
maneuvering data while navigating in confined waters and large scale AVCS/ARCS/
Charts.

13. Parallel Indexing

Please refer to the explanation of Section07: “Master Comment & Approval”.

14. Regulations
Master must be guided by Owners, Charterers and Local Regulations regarding
passage and offshore distances, often with regard to protection of the marine
environment.

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15. Aborts and Contingencies

Even if a Passage Plan has been well planned and conducted, there may be some cases
in restricted waters when the Passage Plan will have to be abandoned due to change in
circumstances (like equipment failure, port instructions etc.)
The Abort Point is a position to be marked on the charted course where the ship may
abandon her passage and be able to return (or hold position safely). Take care when
marking an abort.
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At the abort position, there should be sufficient sea room for the ship to undertake any
of the following maneuvers in safety:
・Turn around
・Stop in safe waters
・Anchor
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Once this point is passed, the ship is committed and must continue the passage.
Contingency Planning by the Master shall be done in advance which may include
Alternative routes, Safe anchorages, Waiting areas, Emergency berth etc., after
passing the Abort Point.

16. Other Information

Other information may be included in passage plan such as reporting points, Pilot
boarding area, Tug engagement, Heavy traffic area. Also, Anecdotal information to be
included basis previous voyages or experience.

17. Changes or deviation in passage plan

Any changes or deviation made to the plan shall be made consistent with this
procedure.
Bridge team meeting shall be held & new supplementary passage plan shall be made to
cover changes or deviation in route to ensure safe passage of vessel. Such changes or
deviation clearly marked and recorded in Deck Logbook.

YOU SHALL NEVER LET YOUR SHIP LEAVE THE BERTH WITHOUT
THE PREPARED PASSAGE PLAN

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The following are the explanations of “D13. Sea Passage Plan”.

Section01: “General Information”

This section contains General Information for the passage.
If applicable, the Marine Environmental Protection Measures (ex. Country, US State
and MARPOL area specific environmental regulations) should be indicated in this
section.

Section02: “Passage Plan Form”

A) No.: Serial number of way point.

B) Position of Way Point / Place: It must start from the berth / terminal. Position must
be given in Lat./Long.

C) True Course [°]: True course to the next way point.

D) Min. Chart Depth [m]: Minimum depth between way points.

E) UKC [m]: Under Keel Clearance (amount of water between the vessel’s hull and the
sea bottom) to be made on the plan when shallow water is becoming to effect ships
maneuvering. Please refer to the explanation of Section05: “UKC / ECDIS Safety
Settings Calculation Sheet” in this Instructions for Sea Passage Plan.

F) Dist. to Next Way Point / Place [nm]: Distance on the particular course to next way
point.

G) Expected Speed [knot]: Expected speed of vessel on that stretch of voyage, the
expected current and weather should be taken into consideration.

H) Time to next Way Point / Place [h]: The required time from one way point to the
next way point.

I) DTG to last Way Point / Place [nm]: Distance to final way point / place.

J) For ECDIS, Safety Depth & Safety Contour [m]: Ship’s draft, Minimum Required
UKC, Allowance for Squat and Height of Tide to be considered. Please enter the value

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calculated in Section05: “UKC / ECDIS Safety Setting Calculation Sheet”.

K) For ECDIS, XTL, Port & Stbd [m]: Cross Track Limits (XTL) - The limit of deviation
from the planned route at which activation of an automatic off track (port &
starboard side).

Minimum XTL Settings (meter)

Area
Port Starboard
Open Seas 1852m 1852m
Coastal Waters 926m 926m
Harbor/Confined Waters 50~185m 50~185m

L) For ECDIS, Look ahead, Length [min] & Width [nm]: Look ahead is a provision for
predicted movement of the vessel. It is intended for generation of Anti-Grounding
Alarms, Area alerts and Navigational alarms. (time & distance)
Time: 18min
Open Seas
Width: 0.4nm
Time: 12min
Coastal Waters
Width: 0.3nm
Time: 6min
Confined Waters
Width: 0.2nm

M) For ECDIS, Turn RAD [mile]: The turn radius should be set depending on the sea
room available for turning the vessel.
*The recommended Rate of Turn (ROT) is 10°/min.

N) For ECDIS, CATZOC: Check and fill in the value of the Zone of Confidence
Category (A1, A2, B, C, D, U) for every voyage leg as obtained from the CATZOC
layer on ECDIS or pick report. It shall be fully considered while the safety depth
setting and sailing the vessel in shallow water.

O) Position Checking Method: Indicate which is considered as primary method which is

to be used as back up or secondary.
(GPS:G, Radar:R, Celestial:CT, Conspicuous Objects:CO, Visual Nav. Aids:VN, etc. /
at least two fixing methods are used at each leg)

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P) Position Checking Freq. [min]: The frequency of the position checking, as a maximum,
should be such that the ship is kept free from danger between checking and if a
deviation occurs, avoiding action can be taken to guarantee the safety of the ship.

Open Seas 60min

Coastal Waters 15min

Narrow Channel
10min or Less
Confined Waters

Leaving & Entering Harbor

5min or Less
Anchoring

*For ECDIS vessels where GPS sensor is operating correctly, it may not be necessary
to manually plot positions at the “Position Checking Interval”. However, the position
of the vessel must be checked on ECDIS at least as per “Position Checking Frequency”
and cross-checked periodically using independent means of obtaining position when
available. Where possible, evidence of such cross-checks should be maintained (ex.
Fixes on ENC & screenshots showing RADAR overlay or cross bearings and ranges).
On paper charts, “Position Checking Frequency” is the same as “Position Plotting
Frequency”.

Q) Chart Number (including the AVCS ENC Cell or ARCS Cell) / Publication: List out
all the charts number and publications that are required to be consulted.

R) Watch Level & BRM : Select the appropriate Watch Level & BRM from the pull-down
list. Please refer to the explanation of Section03 “Watch Level & BRM” in this
Instructions for Sea Passage Plan.

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S) Area (Open Sea / Coastal / Confined): The act of classifying each passage to below 3
areas helps the decision of ECDIS Safety Settings and Position Fixing Frequency.

Open Seas Areas farther than Coastal Waters

Areas where vessel is navigating within 20 miles from the coastal

Coastal Waters line, or within 30 minutes of sailing time from grounding line
(draft) whichever is lesser
Harbors, ports, under pilotage or waters where special caution is
judged to be required because of unavailability of adequate
navigable sea room, when factors are taken into account such as
Confined Waters
the length, width, draft and maneuverability of the ship, the depth
of navigable sea area, topographical characteristics, and weather
and sea conditions

T) Tidal Current: The tidal current to be considered especial while vessel at shallow
water and coastal area navigation. (F: Flood / S: Slack / E: Ebb)

U) Remarks & Cautions (Name of berth etc… / Master’s Instructions / Special

Procedures / Hazards of special concern): Other important information, such as Berth
Name, Pilot Station, Ship Reporting Area, VTS Reporting Line, MARPOL, Special
Areas, Master’s Instruction, Special Procedures, Hazards of Special Concern etc..

Section03: “Watch Level & BRM”

Watch Level (Watch Condition): A watch condition structures the bridge team based on
the environment in which the ship is operating. The environment consists of both
internal and external factors affecting the vessel. These factors include the mechanical
condition of the vessel, weather, traffic, location, and sea state.
Watch Level SHIP’S EXTERNAL ENVIRONMENT
(Condition) VISIBILITY WATER WAY TRAFFIC
1 Unrestricted Off-Shore Waters Light
2 Restricted Restricted Moderate
3 Restricted Restricted Heavy
4 - Pilotage Waters -
Note: There are many combinations of the above environmental and other factors for
setting different Watch Conditions. These should be set by company policy and
supplemented by master’s orders.
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BRM: may group bridge duties into three general areas:

⚫ Collision Avoidance – Detecting and avoiding other craft and objects.
⚫ Navigation – Keeping the vessel safety clear of shoal water, close to her intended
track, and on schedule.
⚫ Administration – Routine watch duties such as communications, log keeping, and
supervising watch personnel.
BRIDGE TEAM DUTIES BY WATCH LEVEL (CONDITION)
Watch Level Collision
Navigation Helm Lookout
(Condition) Avoidance
1 Watch Officer AB
2 Master Watch Officer AB AB / OS
Watch
3 Master AB AB / OS
Officer(s)
4 Pilot Master Watch Officer AB AB / OS
*Cadets, when onboard, may be used to supplement and complement other members of
the team.

Section04: “Tide & Current”

Where the waters are affected by large tidal variation, adequate UKC may sometimes
be attainable only during the period that the predicted tide has achieved a given height
and vessel would need to wait for the suitable time to Cross the Bar.
This section comprises reminders to obtain tidal stream predictions for departure and
arrival ports and any areas in between where tides or tidal streams may be significant.
Significant currents that may be encountered should be noted in relevant areas of charts
or ENCs. Where sections of the voyage are dependent on tidal heights, CASE A “Passing
Tidal Window Calculations” should be completed. Where sections of the voyage are
dependent on specified time window, CASE B “Speed Limitation” should be completed.
Appropriate markings must be made on chart / ENC.

Section05: “UKC / ECDIS Safety Settings Calculation Sheet”

This section provides a table for calculating UKC and ECDIS Safety Settings (Shallow
Contour / Safety Depth / Safety Contour / Deep Contour). It must be calculated at least
3 times (Departure, Sea Passage and Arrival) during a passage.

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The Vessel shall keep minimum UKC more than:

The vessel should be kept clear of any
On Ocean Passage localized shallow areas and as far as possible
in depths greater than 50m.

Open Coastal Passage 20% of Draft

Fairways Outside Ports

15% of Draft
(Shallow Waters)
Fairways Outside Ports
10% of Draft
(Within Port Limits)

Whilst Alongside the Berth or Mooring the

10% of Draft
Buoy or Anchoring

*Depending upon the circumstances, however, it is necessary to greatly increase these

margins.

When determining Under Keel Clearance , consider these points:

1) Squat of the ship due to Shallow water effect and the necessity to Reduce Speed to
decrease its effect.
2) The vessels Heeling (due to Wind or Turning) and Pitching movement.
3) Reliability of AVCS/ARCS /Charted Depth Data.
4) Predicted Tidal Levels including if any expected Negative Surge.
5) Areas of Mobile Bottom (Silting / Sand-waves)
6) Any change in Water Density in passage (and its effect on draft).
7) Accuracy of Actual Draft.
8) Reduced depths over Pipelines and other Obstructions.

* In the rare instance when a vessel is required to enter the port with UKC of less than
10%, the Master is to conduct a fully risk assessment and notify our management
company for approval prior transit. He should also do so if he is in any doubt that
sufficient clearance can be maintained throughout the voyage.

Section06: “Limitation of Approach Speed & Lateral Berthing Speed”

The limitation of approach speed & lateral berthing speed should be considered when
creating a passage plan. The table below can be used as a standard figure. If these are
set by the port authority, terminal, charterer, or other parties concerned, you are asked
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to observe that standard.

Approach Speed
Distance to destination
Bulk Carriers Container Vessels
Ex.) Berth, etc.
3 miles Less than 6 knots -
1 mile Less than 3 knots Less than 6 knots
5 cables Less than 2 knots Less than 4 knots
1 Length Less than 1 knots Less than 2 knots

Lateral Berthing Speed

Distance to destination
Bulk Carriers Container Vessels
Ex.) Berth, etc.
200 meters 20cm/sec 0.4knots - -
100 meters 15cm/sec 0.3knots 20~30cm/sec 0.4~0.6knots
60 meters 10cm/sec 0.2knots ~ ~
1 Breath ~ ~ 15cm/sec 0.3knots
30 meters 5cm/sec 0.1knots 10cm/sec 0.2knots
Less than Less than Less than Less than
On Berth
5cm/sec 0.1knots 8cm/sec 0.15knots

Section07: “Master Comment & Approval”

V) Parallel Index Data:
This is useful method of monitoring cross track tendency in any condition of visibility.
It is a particularly valuable tool approaching port and during pilotage when the
Master is able to continually monitor the vessels position in this way while the OOW
plots the position obtained from other data.
The importance of parallel indexing should be explained to all watch-keeping officers
and relevant information, distance off from landmark or danger should be clearly
shown.

W) Air Draft: To calculate your air draft if your planned route is under obstruction
(Bridge, Cable etc.)

X) Port Information: Important information like tide/tidal information, draft or

berthing restrictions and also information on anchoring grounds. For general
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information, only mention the particulars of the publication or any other reference.
(e.g. refer Guide to Port Entry, Vol. & page No., Tide Table Col. & page No.) Master
should try to indicate requirement of pilot, tugs and any other services.

Y) Channel & Strait Hydrographic Information: Important information like tide/tidal

information, draft restrictions. For general information, only mention the
particulars of the publication or any other reference. (e.g. refer Tide Table Vol. &
page No.)

Z) Master’s Comment: Only Master should put his comments, he should put his
instructions before approval of the plan and also put his comments after completion
of voyage, reflecting weather, current and traffic conditions during the voyage. He
should also comment upon the execution of the plan, which should be consulted for
future voyages and also by the new staff.

Section08: “Squat Table”

Please put the Block Coefficient which could be found Hydrostatic table in the Stability
Booklet, the result will be automatic calculated after you put. Pay attention to the Squat
will be different between the Confined condition and open water condition.

Section09: “Passage Planning Checklist (ECDIS)”

Before commencing the passage, the second officer in charge of voyage planning must
make a final check using this checklist. Final approval by the master is also required.

Section10-12: “Checklist of Bridge Team Management”

To eliminate the risk that an error on the part of one person may result in a disastrous
situation, bridge team is required to conduct briefing and de-briefing at the time of
leaving port, passing narrow channel, and entering port according to this checklist.
Bridge team must include C/E and Able Seamans also.

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