Chapter 1 / INTRODUCTION - GENERAL
Chapter 1
INTRODUCTION - GENERAL
CONTENTS
1.1. Introduction 2
1.2. Abbreviations 3
1.3. Definitions 8
1.4. Distribution list 27
1.5. Application field 27
1.6. Working language – SMS Language 27
1.1. Introduction
The purpose of this manual, named "Safety Management System Manual (SMSM)", is to describe the Safety Management System (Herein after called the SMS), which is developed, implemented and maintained by the Company. The SMS complies with the requirements of the:
- “International Management Code for the Safe Operation of Ships and for Pollution Prevention” (also known as the “International Safety Management Code”, or ISM Code); and
and is capable of accomplishing Company’s policies and objectives for maintaining the quality of fleet management.
The SMS has been developed principally as a management system for occupational health, safe operation, prevention and preservation of the environment.
Through the SMS the Company clearly establishes, assigns and ensures understanding and documents management roles and individual responsibilities at all levels within the organisation for maintaining the high standard of the fleet.
Through strong leadership the Company promotes the concept of Safety, Quality, Health and Environmental excellence at all levels within the organisation. This concept is achieved by consistent measurement and feedback of the SMS and generating continuous sustainable improvement in Safety, Quality, Health and Environmental management processes.
The SMS is based on the following subjects:
- The Health, Safety, Quality and Environmental policy developed by the Company.
- Allocation of appropriate and sufficient resources for the support of the vessels.
- Instructions and procedures, in compliance with the relevant International legislation, in order to ensure the safe operation of ships and the protection of the environment.
- Defined levels of authorities, responsibilities and lines of communication between, and amongst, shore based and seagoing personnel.
- Procedures for reporting and analysing of non-conformities, incidents, accidents and hazardous occurrences reports.
- Application of a condition monitoring and prevention-based Planned Maintenance System to safeguard the vessel’s condition at safe levels at all times.
- Procedures and establishment of an internal audit system and management reviews to evaluate the performance and effectiveness of the system.
- Integration of efficient shore and onboard contingency plans to prepare for response to emergency situations.
- Document control for supporting the proper implementation of the system.
The Company has established and maintains effective communication procedures between shore-based management and the fleet, including communication of the SMS to all areas within the Company. Part of this communication procedure is the promotion of a proactive feedback internally and also to stake holders on incidents, fleet performance and lessons learnt.
The SMS provides details as to how the processes of each operation are controlled and monitored; it also addresses the planning requirements relevant to these operations.
1.2. Abbreviations
AAIS / Automatic Identification Systems
AMVER / Automated Mutual-Assistance Vessel Rescue System
ARCS / Admiralty Raster Chart Service
ARPA / Automated Radar Plotting Aid
ATA / Automated Tracking Aid
B
B/A / Breathing Apparatus
B/L / Bill of Landing
BMS / Bridge Manoeuvring Simulator
BRM / Bridge Resource Management
BTM / Bridge Team Management
C
CABA / Compressed Air Breathing Apparatus
C/E / Chief Engineer
C/H / Cargo Hold
C/O / Chief Officer
C/P / Charter Party
C/T / Cargo Tank
CES / Coastal Earth Station
CFR / Code of Federal Regulations
CHAYKA / A radio navigation system, similar to LORAN-C, operated by the Government of the Russian Federation.
CLC / Int. Convention on Civil Liability for Oil Pollution Damage 1969/1984 (Certificate of Insurance)
COA / Contract of Affreightment
COC / Condition of Class
COFR / Certificate of Financial Responsibility
COLREG / Convention on the Int. Regulations for Preventing Collisions at sea, 1972 as amended
COSPAS-SARSAT / A satellite system designed to detect distress beacons transmitting on the frequency 406 MHz
CPA / Closest Point of Approach
CSO / Company Security Officer
CSWP / Code of Safe Working Practices
D
D & A / Drugs & Alcohol
DECCA / A Low Frequency (LF) hyperbolic radio navigation system based on harmonically related continuous wave transmissions.
DGPS / Differential Global Positioning System
D.O. / Diesel Oil
DOC / Document of Compliance
DPA / Designated Person Ashore
DPP / Dirty Petroleum Products
DR / Dead Reckoning
DRS / Defect Reporting System
DSC / Digital Selective Calling
DWT / Deadweight
E
EBL / Electronic Bearing Line (a radar feature)
ECDIS / Electronic Chart Display and Information System
ECS / Electronic Chart System
EGC / Enhanced Group Call
EGE / Exhaust Gas Economiser
EMR / Environmental Management Representative (as required by the ISO 14001:2004 Standard)
EMS / Environmental Management System
ENC / Electronic Navigational Chart
EP / Estimated Position
EPA / Electronic Plotting Aid (electronic plotting device for radar)
EPIRB / Electronic Position Indicating Radio Beacon
ERC / Emergency Response Centre
ERM / Engine Resource Management
ERS / Emergency Response Services
ERT / Emergency Response Team
ESC / Engine Simulator Course
ETA / Estimated Time of Arrival
ETC / Estimated Time of Completion
ETD / Estimated Time of Departure
ETS / Estimated Time of Sailing
F
FDD / Freight demurrage and difference
FFE / Fire Fighting Equipment
FMC / Certificate of Financial Responsibility (Water Pollution) (USCG)
F.O. / Fuel Oil
F.W. / Fresh Water
FWE / Finished with engines
G
GLONASS / Global Navigation Satellite System
GMDSS / Global Maritime Distress and Safety System
GNSS / Global Navigation Satellite System
GMT / Greenwich Mean Time.
GO / GMDSS Operator
GOC / GMDSS Operator’s Certificate
GPS / Global Positioning System (see GNSS)
H
He/His / Means also She/Her
HF / High Frequency
I
IACS / International Association of Classification Societies
IAMSAR / International Aeronautical and Maritime Search and Rescue Manual (ICAO & IMO)
IBS / Integrated Bridge Systems
ICAO / International Civil Aviation Organization
ICS / International Chamber of Shipping
IHO / International Hydrographic Office
ILO / International Labour Organisation
IMDG / International Maritime Dangerous Goods Code
IMGS / International Medical Guide for Ships
IMO / International Maritime Organisation (London based United Nations intergovernmental body)
INMARSAT / International Mobile Satellite Organisation
ISGOTT / International Safety Guide for Oil Tankers and Terminals
ISM / International Safety Management
ISO / International Standardisation Organisation
ISO 9001 / Quality Management System standard
ISO 14001 / Environmental Management System standard
ISO 18001 / Occupational Health and Safety standard
ITF / International Transport Workers’ Federation
ITU / International Telecommunication Union
J
K
KPI / Key Performance Indicator
L
L/C / Lay days cancelling
LEL / Lower Explosive Limit
L.O. / Lubricating oil
LOC / Letter of Credit
LOF / Lloyds' Open Form
LORAN-C / A Low Frequency (LF) hyperbolic radio navigation system based on measurements of the differences of times of arrival of signals using pulse and phase comparison techniques.
LSA / Life Saving Appliances
LTI / Lost Time Incident
LTIs / Lost Time Injuries
LTIF / Lost Time Injury Frequency
LFL / Lower Flammable Limit
LWC / Lost Workday Case
M
MFAG / Medical First Aid Guide
MLC / Maritime Labour Convention
MNC / Major Non Conformity
MSC / Maritime Safety Committee (of IMO)
MSDS / Material Safety Data Sheet
MRC / Management Review Committee
MRM / Management Review Meeting
MTC / Medical Treatment Case
N
NAV / Sub-Committee on Safety of Navigation (of IMO)
NC
(or NCR) / Non-conformity
NDE / Non-destruct examination
NOR / Notice of Readiness
O
OBS / Observation
OCIMF / Oil Companies International Marine Forum
OCM / Oil Content Monitor/Meter
ODME / Oil Discharge Monitoring Equipment
OH&S / Occupational Health and Safety
OMEGA / A Very Low Frequency (VLF) hyperbolic radio-navigation system based on phase comparison.
OOW / Officer of the Watch
OOBW / Officer of Bridge Watch
OODW / Officer of Deck Watch
OOEW / Officer of Engine Watch
OPA / Oil Pollution Act
ORB / Oil Record Book
OWS / Oil Water Separator
P
P&I / Protection and Indemnity
PAH / Polynuclear Aromatic Hydrocarbons
PMS / Planned Maintenance System
PPD / Permanent Partial Disability
PPE / Personal Protective Equipment
PSC / Port State Control
PTD / Permanent Total Disability
Q
QI / Qualified Individual
R
RA / Risk Assessment
RCC / Rescue Co-ordination Centre
RM / Risk Management
RWC / Restricted work case
S
SBM / Single buoy mooring
SCABA / Self Contained Air Breathing Apparatus
SERS / Ship Emergency Response Service
SES / Ship Earth Station
SMC / Safety Management Certificate
SMCP / Standard Marine Communication Phrases
SMI / Serious Marine Incident
SMNV / Standard Marine Navigational Vocabulary
SMPEP / Shipboard Marine Pollution Emergency Plan
SMS / Safety Management System
SOF / Statement of Facts
SOLAS / International Convention for Safety of Life at Sea
SOPEP / Shipboard Oil Pollution Emergency Plan
SPM / Single point mooring
SRS / Ship Reporting System
STCW / Standard of Training Certification and Watchkeeping for seafarers
STS / Ship to ship
S.W. / Sea Water
SWL / Safe Working Load
T
T/C / Time Charter
TCE / Time Charter Equivalent
TEL / Tetraethyl lead
TLV / Threshold Limit Value
TML / Transportable Moisture Limit
TMSA / Tanker Management Self Assessment
TRCF / Total recordable case frequency
TSS / Traffic Separation Scheme
U
UKC / Under Keel Clearance
ULCC / Ultra Large Crude Carrier
USCG / United States Coastguard
UTC / Coordinated Universal Time
V
VLCC / Very Large Crude Carrier
VLOC / Very Large Ore Carrier
VRP / Vessel Response Plan (non-tank)
VTS / Vessel Traffic Services
W
WHO / World Health Organisation
WWNWS / World-Wide Navigational Warning System
WWRNS / World-Wide Radio Navigation System
X
Y
Z
1.3. Definitions
Definitions of several terms are listed here below in alphabetical order, which may be directly or indirectly relevant to the contents of the Company’s SMSM and other manuals or may be frequently used in the course of the Company’s activities, ashore and at sea. These definitions are intended to provide a clear and uniform understanding of each individual term when used throughout the organization and in communication with third parties.
AAccident: A sudden event that results in injury to people, damage to property and/or the environment.
Actively Promote: Top Management's proactive approach to ensure safety and environmental excellence.
Activities Undertaken by the Company: All factors that apply to the specific type of ship that the Company manages and/or the area operation that the Company's fleet trades in.
Actual Incident: A specific event or extended condition that resulted in a significant, unwanted and unintended impact on the safety or health of people, on property, on the environment, on legal/regulatory compliance, or on security as it relates to operations integrity.
Additional Secondary Factor: Corrections to be applied when plotting Loran C positions on charts, to take into account variations in the conductivity of the earth’s surface over which the signals pass.
Administration: Means the Government of the State whose flag the ship is entitled to fly.
Admiralty Raster Chart Service: Electronic raster charts produced by the UK Hydrographic Office.
Aframax tanker: Generally, a tanker of approximately 80,000-115,000 dwt; however, certain statistical compilations include tankers of 70,000-120,000 dwt.
AMVER: A worldwide voluntary system operated exclusively to support SAR and to make information available to all RCCs.
Appropriate Company’s Representatives: Office personnel possessing sufficient marine technical knowledge and background to properly evaluate and advise ships’ personnel.
Appropriate Period: The appropriate length of time determined by the Company to undertake refresher training and documented in its training programme.
Assessment: A process which evaluates activities, facilities or systems against requirements or expectations.
Assessment Of Health Risk: Process whereby agents that possess inherent health hazards are linked with the magnitude of exposure to the agent to yield an estimate of the probability of an adverse health effect and/or its potential severity.
Audit: Systematic, independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which audit criteria are fulfilled.
Audit criteria: Set of policies, procedures or requirements used as a reference.
Audit evidence: Records, statements of fact or other information which are relevant to the audit criteria and verifiable.
Audit finding: Results of the evaluation of the collected audit evidence against audit criteria.
Audit program: Set of one or more audits planned for a specific time frame and directed towards a specific purpose.
Auditee: Organization or person being audited.
Auditor: Means an independent person with the competence to conduct an audit.
Automated Tracking Aid: Electronic plotting device for radars.
B
Ballast tank: General term given to any tank or compartment in a ship which is used for ballast when the ship is not carrying cargo. Ballast is a heavy weight, often sea water, which gives the ship stability and improves handling.
Benchmarking: Is a practical tool for improving performance by learning from best practices and the processes by which they are achieved. Benchmarking involves looking both inward and outward (outside your own Company, industry sector, or country) to examine how others achieve their performance levels and to understand the processes they use. In this way, benchmarking helps explain the processes behind excellent performance. When the lessons learnt from a benchmarking exercise are applied appropriately, they facilitate improved performance in critical functions within an organisation or in important areas. The four key stages in benchmarking are as follows:
• Firstly, understand in detail your own processes.
• Next, analyse the processes of others that you are looking to benchmark.
• Then compare your own performance with that of the others analysed.
• Finally, implement the steps necessary to close the performance gap.
Benchmarking should not be considered to be one of exercise. To be effective, it must become an ongoing, integral part of an improvement process with the goal of keeping abreast of ever improving best practices.
Best Practice: High performance ways of achieving objectives which solve problems, create opportunities, and lead to the achievement of "safety and environmental excellence". Best practice should be capable of being transferred across the fleet through the consistent application of improved processes and procedures.