As part of every operation in the engine room, proper documents and records are to
be achieved, filed and maintained in accordance to “Safety Management System”
onboard and to the international law requirements.
Documents in digital or paper form are containing information that intent to
communicate or impart ideas, procedures, etc., to a person or an organization.
Records are the storage medium of data’s, values etc., that are often the
manifestation of documents.
Both are significant to safe operation as well as its legal representation of the ship.
6.1 Ship’s Finished Plan
All ships are carrying sets of finished plans onboard. They are containing drawings,
specifications, maker’s instructions, and all other information relevant to the
operation of the ship. These plans are included in the list of important documents
onboard.
6.1.1 Grouping of Ship’s Finished Plan’s
Ship’s Finished Plan’s are commonly divided into three groups, namely:
a. Finished Plan (Hull Part)
Contains drawing plan’s such as General Arrangement Plan’s, Ship’s Stability
Plan’s etc., Maker’s Instruction and Maintenance Manuals for deck machineries and equipments such as Steering Gear, Navigational Equipments, etc., Cargo Equipments Operation Manual and other information regarding deck parts.
b. Finished Plan (Machinery Part)
Contains drawing plan’s, Maker’s Instruction and Maintenance Manuals for machineries and equipments such as Main Engine, Diesel Generator Engine, etc., and other information regarding the engine room such as Machinery Arrangement Plan, Tanks Capacity and Arrangements Plan’s, etc.
c. Finished Plan (Electric Part)
Contains drawing plan’s, Maker’s Instructions and Maintenance Manuals for
Electrical machineries and equipment such as Main Switchboards, Electric
Motors, etc., and other information regarding all the electrical parts of the vessel.
6.1.2 Arrangement and Naming of Finished Plan’s
The plans are arranged in groups in the boxes with corresponding labels are
attached for easy reference. Each group of plans named in three parts and alphabet
prefixes followed by numbers are being used such as;
Group Name Main Prefix
1. Hull Part - H
2. Machinery Part - M
3. Electrical Part - E
List of Finished Plans and Instruction Books for each group is also provided and can
be found at each 1st box.
6.2 Safety Management System Manual (Shipboard)
Safety Management System is a requirement of the International Safety
Management Code (ISM Code) which was adopted by the International Maritime
Organization (IMO) and is being implemented onboard.
Safety Management System embodied the main objectives of “Safe Operation of
Ships, Safety of Life at Sea and Environmental Protection and Security”.
Series of manual are provided onboardand serves as the official documents to be followed by the crew. The manual contains procedures, checklists and other information relevant to achieving the main objectives as stated earlier.
6.2.1 Make-Up of SMS Manual
The SMS Manual has been prepared by the Company to comply with the ISM
(International Safety Management) Code as adapted by IMO with Resolution A.741
(18) and ISO 9001-2000.
The SMS based on which having been operated, has been certified by the Japanese
Government concerning the ISM Code and by Class NK (Nippon Kaiji Kyokai).
Safety Management System Manual comprises of five major categories and
has a total of seven volumes, namely;
a. Administration Manual
The Administration manual defines the different aspects relating to the
implementation and administration of the Safety Management System onboard,
including but not limited to:
i. Safety and Environmental Protection Policy
ii. Shipboard Organization
iii. Shipboard Responsibility and Duty of Personnel
iv. Crew Management
v. Safe Operation and Maintenance
vi. Emergency Casualty Response
vii. Safety and Health Onboard
viii. The Documentation Requirements
b. Operation Manual (3 volumes)
These manuals are incorporating all the safe operation and environmental
protection aspect written in procedural form that shall be followed by the
shipboard organization on their day to day basis of operation.
c. Maintenance Manual
The content of this manual is related to proper and safe upkeep of machineries
onboard, the safety aspect when doing it and the over-all procedures in
maintaining the ship shape condition of the ship in the highest standard
requirements of the company and the local and International regulations.
d. Emergency Response Manual
This manual dealt with the emergency response procedures that shall be
followed in order to combat any emergency incidents or situation onboard. It
clearly defines the responsibility of the Captain and the crew during emergencies,
their obligation to the ship and their surroundings, the actions and response in
case of emergency and the communication procedures for the ship, between the
ship and the company.
e. Checklist/Blank Forms Volume
This volume is containing relevant checklist and blank forms in the
implementation of the safety management system onboard. The checklist and
blank forms are use for specific procedures and operations. The completed
checklists and forms are kept in a filing system, serves as evident that the vessel
safety management system is establish, working and being followed through. The effectiveness of the Safety Management System lies on the people that are using
and doing it.
How to Use the Manual
The SMS manual is controlled and written by the following:
a. Numbering of Documents (Pages of SMS Manual)
Every document (manuals, rules, regulations, instructions) incorporated in the
SMS Manual are numbered as prescribed below.
Document No.: AA – B – D - EE.EE.EE - L
AA: Identification of type of ship
B: Ship/shore identification
D: Document identification
EE.EE.EE: Chapter/paragraph identification
L: Language identification
Ex. 1) ZZ-Z-M-02.00.00-E: Common to all ship types - Common to ship and shore
Manual - Paragraph 02.00.00 - English edition
Ex. 2) ZZ-L-P-03.20.05- E: Common to all ship types - For onshore use –
Procedure-Paragraph 03.20.05 – English edition
Ex. 3) TK-S-P-01.05.09 E: For tankers - for onboard use - Procedure - Paragraph
01.05.09 - English edition
Note 1: Page numbers shall be numbered as "(n)" on each page but shall not
be included in the Document No.
b. Numbering of Manuals
The “SMS Manual" is numbered as prescribed below.
Manual No.: AA-B-CCCCCCCCC-L-N
AA: Identification of type of ship
B: Ship/shore identification
CCCCCCCCC: Ship/shore post identification
L: Language identification
N: Serial No.
Ex.) TK-S-nnnnnnnnn-E-1: For tanker - For onboard use - For nnnnnnnnn Maru
English edition - 1
c. Identification Codes
i. Ship Type Identification (AA) (Common to Document No. and Manual No.)
It identifies the type of ship to which the relevant "SMS Manual" applies.
TK: Tanker (Crude Oil Tanker/Chemical Tanker)
GC: Gas Carrier
CS: Passenger Ship
BL: Bulk Carrier
PC: Pure Car Carrier
CN: Container Ship
RF: Reefer Ship
GN: Conventional Ship
YY: Others
ZZ: Common to all ship types (in the case of Manual No., denotes combined
edition for all ship types
ii. Ship / shore Identification (B) (Common to Document No. and Manual No.)
It identifies whether the relevant "SMS Manual" is for onboard use or onshore
use.
S: Onboard use
L: Onshore use
Z: Common to onboard and onshore
iii. Document Identification (D) (Document No.)
It identifies whether the relevant document is a manual or procedure/instruction.
M: Manual
P: Procedure/Instructions
L: Record/Check List/Form
Z: Others
iv. Chapter/paragraph Identification (EE.EE.EE) (Document No.)
Numbers of chapter and paragraph
v. Ship/shore post identification (CCCCCCCCC) (Document Control No.)
It identifies the party to whom the relevant "SMS Manual" is distributed.
Code for Ship's Name : nnnnnnnnn (unique for each ship)
Code for Post : nnnnnnnnn (unique for each post)
Code for Manager : nnnnnnnnn (unique for each individual)
vi. Code for Ship's Name
1st to 2nd byte (from the left): Company identification
3rd to 9th byte (from the left): IMO No. (LR List No.)
Ex.) AA1234567: Company AA 1234567 Maru
vii. Code for Post
1st to 2nd byte (from the left) : Company identification
3rd byte (from the left) : L (Onshore)
4th to 5th byte (from the left) : Post No.1 identification
6th to 7th byte (from the left) : Post No.2 identification
8th to 9th byte (from the left) : Not used (00)
Ex.) AALBBCC00:Company AA Onshore Department BB Section CC
viii. Code for Manager (Specific Individual)
1st to 2nd byte (from the left): Company identification
3rd byte (from the left): L (Onshore)
4th to 5th byte (from the left): Not used (00)
6th to 7th byte (from the left): Not used (00)
8th to 9th byte (from the left): Identification of individual
Ex.) AAL0000DD:Company AA Onshore Manager DD
ix. Language Identification (L) (Common to Document No. and Manual No.)
It identifies whether the relevant "SMS Manual" is the English edition.
E : English edition
x. Serial No. (N) (Manual No.)
Consecutive numbers of the "SMS Manual" distributed to each ship or post.
xi. Identification code (F) (Document No.)
It identifies whether the relevant document is a checklist, figure or form.
Identification code
Checklist : CHK
Figure : FIG
Form : FRM
6.3 Chief Engineer’s Logbook
Chief Engineer’s logbook is a book for recording readings from the log. It contains
data’s relevant to the operation in the engine room as well as the ship, use as
informational basis for future operation and for legal purposes.
6.3.1 Pointers When Making Entries
Engineer’s when making entries in the Chief Engineer’s Log Book must constantly
check the SMS manual or company instructions regarding the proper entry and any
changes thereto; and be guided by the following;
a. The data entries are carefully written and legible.
b. Ball point ink is used and pencil is not allowed.
c. Logbook pages must be kept cleaned and not soiled.
d. Entries must be brief and concise using maritime jargons.
e. When clerical error and mistakes in entries has committed never blanked out,
erased, cut out or pasted over or the sheet be discarded from the logbook. To
correct the wrong entry, draw two black parallel lines to the wrong entry, rewrite
and attach the signature of the person making the entry.
f. Port arrival and departure time entries must be written in red and framed with a
parallelogram.
g. Entries of the starting and closing times of going under steam must be written in
red and bracketed.
h. Entries on changing to the next voyage no. and on a change in Captain or Chief
Engineer must be entered in blacked and underlined in red.
i. The Chief Engineer's log must be entered without delay after the watch or by the
time fixed for the day or by the date and time instructed by the Chief Engineer.
j. Entries must be in English.
k. In the Chief Engineer's log, entries on the amounts of fuel oil, lubricating oil, boiler
water, fresh water, etc. consumed and hourly entries, etc. must be demarcated
with a black line when changing from sailing to berthing and with a red line when
changing to the next voyage no.
6.3.2 Details of Entries in the Chief Engineer’s Logbook
The duty engineer must enter the various items of his watch in the Chief Engineer's
log, sign the entries as the person responsible for them, hand over the log to the next duty engineer, and have them examined by the Chief Engineer at noon.
The third engineer is in-charge of making entries of the noon calculations, calculated totals of the voyage and items to do with entering and leaving harbor. Other matters for entries should be checked from Safety Management System manual or
Company’s instruction and to the Chief Engineer for specific instructions.
a. Items on Leaving and Entering Harbor
i. Name of port entered or left and the date and time (match the entries with those
in the ship's log).
ii. Circumstances of use and the times when main engine was operated or stopped,
etc. (match the entries with those in the ship's log).
iii. Reading of main shaft revolution counter.
iv. Starting and stopping of generator and the times, etc.
v. Draught (the depth of a vessel's keel below the surface especially when loaded).
The ship draft data’s can be obtained from the duty officer on deck.
b. Noon Calculations
i. Average rpm of main shaft.
ii. Speed of the ship (LOG, OG, BY PROP.) in Nautical miles/hr (Knots)
a. LOG Speed can be obtained from the duty officer on deck.
b. Observed Speed (OG) can be obtained from the duty officer on deck.
c. Speed by Propeller can be calculated by the following formulas:
iii. Slip % (the difference between the theoretical distance traveled per revolution of the propeller and the actual advance of the ship). By calculating the slip, ship and main machinery condition can be ascertain, e.g. hull fouling, etc.
iv. Distance run, noon position and distance remaining, etc.
v. Consumption of fuel oil, lubricating oil, boiler water, etc. and amounts remaining.
vi. Amount of water distilled, and readings of flow meters, tank liquid level gauges, etc.
vii. Hours under way, hours propelling, hours in port, hours anchored, hours drifting, working hours of main engine, generator, boiler, etc.
viii. Weather and sea conditions (wind direction, wind force, and swells).
c. Other Necessary Matters
i. Name and number of voyage number, berthed port, anchored position, date and
time, port of departure and port of destination.
ii. Length of time of anchoring, and of temporary anchoring.
iii. Amount of fuel, lube oil, and fresh water remaining.
iv. Transferring the supervision from/to the Chief Engineer to/from the engineer of
the watch and the times.
v. Start/stop of the UMS operation/watch keeping of the engine department and the
times.
vi. Increase and reduction in speed (handle, notch, etc.) of main engine, and the
times and reasons.
vii. Starting up and stopping of generator, distilling plant (FWG) and auxiliary
machinery, and the times.
viii. Calculated totals of voyage (time, distance traveled, fuel oil, average rpm of main engine, average slip, lubricating oil, and boiler water consumption, amount of water distilled, working hours of main engine, generator, etc.)
ix. Quality and grade of fuel oil using.
x. Change of time zone and dateline.
xi. Replenishment of fuel oil and lubricating oil (place, time, supplier, quantity, brand name, quality and grade, etc.).
xii. Amount of fresh water taken in and time.
xiii. Matters to do with drills.
xiv.Record of execution of main engine operation test, black out test, etc.
xv. Matters to do with marine casualties.
d. Noon Report
When daily data for the C/E logbook has been accomplished during noon time,
noon report data’s shall be submitted to 3rd Officer or 2nd Officer regularly. The
content of noon report when at sea and in port (if applicable) are engine speed,
distance, slip, F.O. & D.O. consumption, L.O. consumption etc., depending on the
Captain’s requirements. Normally, the 3rd Engineer is the one in-charge of
accomplishing this report
e. Voyage Total Calculation
When ship is completing her voyage, all consumables such as F.O.,D.O.,L.O.
etc., and performance data’s such as average rpm, slip, speed, total distance run,
etc., are to be calculated as per company/charterer instructions. These data’s are
used for analyzing the over-all performance of the ship in each voyage. Engine
and deck department are compiling this report with approval of the C/E and the
Captain and submitting it to the concerned parties (See Fig. 6.3.2-6 Sample of
“Voyage Abstract Log” Summary).
f. Arrival/Departure Port Calculation
When the ship is arriving and leaving port, fuel oil, diesel oil, lubrication oil and fresh water onboard are being accounted and the remaining onboard (R.O.B.)
are to be reported to the company, the charterer, etc. The 3/E is commonly
preparing this report, with C/E approval he has to submit to 3/O prior arrival and
at least one hour before departure port. (See Fig. 6.3.2-7 Sample “Engine
Department Arrival/Departure Report”).
6.4 Ship’s Abstract
The ships abstract is the summarized operation data’s of the ship, to check the overall performance and efficiencies of the machineries related to it with regards to the natural condition of the sea, the port or its surroundings and the effectiveness of personnel in carrying out such operation in a well effective and economic manners.
The abstract is a brief statement of various legal documents prepared onboard. Data
entries are provided by deck and engine department on daily basis.
For the engine abstract’s, commonly the 3rd Engineer is designated to prepare and
write the data’s in the format provided by the company or the charterer with
coordination to 2nd & 1st Engineer. Once the engine abstract is completed, the Chief
Engineer will check and approve the abstract with coordination to the Chief Officer
and the Captain of the ship.
There are various formats that the abstract can be written and the following are the
commonly applied .
a. Monthly Abstract
The operation data’s are compiled in a month to month basis e.g., 1st day until the
last day of the month.
i. The Cover Page
ii. Inspection and Testing of Automatic and Safety Devices
Inspection and testing of automatic and safety devices carried for the month
should be logged and reported to the company at every end of the month.
Inspection and testing of automatic and safety devices should be carried out
periodically as planned.
iii. Voyage Performance Log through the Month
Engine performance against ship speeds and consumptions are to be logged,
tallied on daily basis and to be reported to the company at every end of the
month using this form.
iv. Monthly Account of Lubrication Oil and Greases
Lubrication oil and greases consumed daily is to accounted, logged to this form
and to be reported to the company at every end of the month.
v. Fuel Oil-Lubrication Oil-Water Consumption
Daily accounting of fuel oil, lubrication oil and fresh water consumption onboard
during at sea and in port operation are logged to this form and to be reported to
the company at every end of the month.
vi. Main Engine Parameters Data
Main engine parameters reading such as temperature, pressure, etc., are logged
on daily basis and to be reported to the company at every end of the month using
this form.
vii. Auxiliary Engine Log
Auxiliary Engine parameters such as temperature, pressure, etc., are logged on
daily basis and to be reported to the company at every end of the month using
this form.
viii.Main Engine and Auxiliary Engine Performance Log
M/E and A/E performance (Power Report) data taken from the indicator cocks
and local indicators are being carried out at least once a month and the results to
be reported to the company at every end of the month.
ix. Boiler Water Analysis and Cooling Water Record
Boiler and cooling water analysis and treatment are being carried out twice a
week or at least weekly depending on the conditions and results are to be
reported to the company at every end of the month using this form.
6.5 Oil Record Book (Part 1 - Machinery Spaces)
Oil Record Book is a mandatory requirement for every ship under the Marine
Pollution (MARPOL73/78- Annex 1) Convention and the usage shall be
guided as follows:
a. Every oil tanker of 150 tons gross tonnage and above and every ship
of 400 tons gross tonnage and above other than an oil tanker shall
be provided with an Oil Record Book Part I (Machinery space Operations).
b. The Oil Record Book shall be completed on each occasion, on a tank to tank basis if appropriate, whenever any of the following machinery operation takes place in the ship;
i. ballasting or cleaning of tanks
ii. discharge of dirty ballast or cleaning water from oil fuel tanks
iii. collection and disposal of oil residues (sludge and other oil residues)
iv. discharge overboard or disposal otherwise of bilge water which has accumulated
in machinery spaces
v. bunkering of fuel or bulk lubrication oil
vi. remaining quantity in the at the end of every voyage
c. In the event of accidental or other exceptional discharge of oil not excepted by
the MARPOL regulation, statement shall be made of the circumstances and the
reason for the discharge thereof.
d. Each completed operation shall be signed by the officer or the officer’s in charge of the operation concerned and each completed page shall be signed by the
Captain of the vessel.
e. Any failure of the oil filtering equipment shall be recorded.
f. The Oil Record Book shall be kept in such a place as to be readily available for
inspection at all times and be kept on board for not less than 3 years after the last
entry has been made.
g. The competent authority of the Government of a Party to the convention may
inspect the Oil Record Book Part 1 on board any ship and may make a copy of
any entry in that book and may require the Captain of the ship to certify the copy
is true copy of such entry. Any certified true copy by the Captain of the ship of theOil Record Book entry can be made admissible in any judicial proceedings as
evidence of the facts stated therein.
6.6 International Oil Pollution Prevention (IOPP) Certificate
An IOPP certificate is a document (statutory instruments) required under MARPOL
73/78 Annex 1 Regulations for Prevention of Pollution by Oil for oil tankers of 150
gross tonnage and above; and other kind of ships than oil tanker of 400 gross
tonnage and above.
In issuance of certificate, a survey to the ship regarding its structure, equipment,
system, fittings arrangement and material will be conducted and the surveyor must
satisfy himself that the equipment and associated pump and piping systems,
including oil discharge monitoring and control systems, crude oil washing systems,
oily water separating equipment and oil filtering systems are in good working order
and that the ship is fully complied with the regulations. It is issued and endorsed by the administration or by any persons or organization duly authorized by it e.g, classification society, etc. The validity of the certificate is as prescribed by the administration or the issuer which shall not exceed five years.
6.7 Lubrication Chart
Each machine has a recommended type and grade of lubrication oil and grease to
be used to maintain its performance and prolonged usage span. Since numbers of
machines are being maintained onboard and different types and grades of
lubrications are used, the “Lubrication Chart” is provided to be used as quick
reference. The “Lubrication Chart” is a list of various lubrication oils and greases, with the types, grades, machinery usage, brand name, etc. The chart can be of specific brand name which is the common or multiple brand names for comparison purpose. Oil brand name and supply is decided by the company for economical purposes. Example: (Lubrication requirements for main engine)
Maker’s recommended lubricating oil for crankcase circulating oil to prevent rust and oxidation is SAE 30 viscosity grade. Taking into account that so many oil brands is available in the market, the company will select and decide the brand name for economical purposes and will take into consideration that the oil quality is with accordance to the main engine maker’s recommendation.
The sample lubricant chart recommendation specifies the brand name and the machine lubricating points as highlighted
6.8 SM Documents
Various documents are provided by the company on board to guide the ship’s personnel
in achieving safe and efficient operation of the ships. These documents are form parts of the important documents on board, it shall be understood and implemented accordingly.
6.8.1 General Instruction Letter
General instruction letters are issued by the company to their managed ships, from
time to time as supplement to the implementation of the Safety Management System
onboard. The written information is in general type and regarding the various issues
relating to the ship-shore operation of the company and the latest maritime
information around the world. It enhances and improves the capabilities of the
shipboard personnel in carrying out their task and dealing with various situations
onboard equipped with valuable information as their prime tool.
6.8.2 Safety and Technical Information Letter
To enhance the knowledge and awareness of the shipboard personnel, the company
is issuing “Safety and Technical Information Letter” to their managed ships. The
contents of the letter are relating to safety and technical aspect regarding to the
operation of the ship. The information written are based on the incidents experienced by the other ships and the countermeasures dealing with such situation, the latest technical development relating to the machineries and its enhancement being issued by various company vendors (maker’s technical information).
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