Cargo Operation Planning, Preparation and Management 1 Over-Riding of Switch and Key-Operated Alarms

2. Cargo Operation Planning, Preparation and Management

2.1 Over-Riding of Switch and Key-Operated Alarms

Columbia Shipmanagement categorically does not allow the overriding of safety devices, trips and alarms during normal operations.

Where an overriding switch is operated by a key, the key must be kept under the control of the Chief Officer. The Master’s permission must be obtained before any safety device or trip is overridden.

2.2 Cargo Planning 2.2.1 Responsibility

The Chief Officer is responsible for the planning and execution of all cargo, ballasting and tank cleaning operations. When carrying crude oil, reference should be made to the Volatile Organic Compounds Management Plan. Planning should be carried out as far in advance as possible. The Master must review and approve each cargo plan.

No cargo operation should take place unless it has been adequately planned, the Master and Chief Officer are completely satisfied that it is safe to do so, and that all relevant considerations have been taken into account, discussed on board, and that all involved personnel have been updated.

It is acknowledged that on some trades, particularly those of the chemical tankers, that there are frequent changes to cargo plans. Nevertheless, adequate planning is essential in ensuring that each operation is completed safely.

Communication with the company, operator, and terminal prior to arrival at the loading and discharge ports is important in ensuring adequate preparation and thus preventing delays.

After each cargo plan has been approved by the Master a meeting should be held with the Deck Officers to discuss the content. Deck Officers shall initial the plan to indicate that they have read and understood it. The Chief Officer must ensure that the MSDS of the cargoes being handled are also discussed. Additionally, the basic details of each plan must be discussed with the deck watch ratings to the extent that it affects their work.

Whenever possible, the Chief Officer should involve Junior Officers, particularly the Second Officer, in the preparation of cargo plans. Their involvement will have the following benefits:

• They will have a better understanding of the current plan being developed;

• They will provide input, which may in itself improve the plan;

• They will learn the process of developing cargo plans.

Where modifications to a plan are required these must be carefully and fully documented before the cargo operation takes place, and must be approved by the Master. The changes must be discussed with the Deck Officers and the fact that changes to the original plan have been made and discussed with the Deck Officers must be recorded on the plan.

2.2.2 Cargo Plans

A cargo plan must be completed for every cargo operation. Form CCR81 - Cargo Operation Plan in the Cargo Forms Module must be used.

Form CCR89 – Cargo Intake Calculations should be used for calculating the total amount of cargo to be loaded.

The cargo plan should cover step by step all stages of the transfer operation.

Cargo plans should include, but not be limited to, the following details:

• The quantity and grade of each parcel;

• Density, temperature and other relevant properties;

• A plan of the cargo and ballast tanks, lines and pumps to be used;

• Details of which manifolds are to be used;

• The sequence of transfer of both cargo and ballast;

• The procedure when change of grade is required;

• Transfer rates, including initial, final and topping off;

• Final ullage for each tank;

• Maximum allowable manifold pressure;

• Critical stages of the operation must be identified and the action required to reduce the risk;

• Notice of rate change;

• Operation of the venting system;

• Pre-calculated drafts, trim, stability and stress information;

• Ballast handling sequence;

• Emergency stop procedures;

• Emergency spill procedures and spill containment; and

• Hazards of the particular cargoes, including toxicity, flammability and pollution.

Also, as required:

• Precautions against static generation, including initial flow rates, ullaging and sampling;

• Sampling procedures;

• Control of cargo heating systems;

• Operation of the inert gas system, including the precautions to be taken if nitrogen is to be used;

• Line clearing;

• Crude oil washing procedures;

• Under keel clearance limitations;

• Bunkering;

• Special precautions required for the particular operation;

• The maximum freeboard permitted in order to ensure that the operating envelope of the terminal cargo arms is not exceeded; and

• Any specific terminal requirements or restrictions.

Columbia policy is that no cargo tank should be loaded above 98% full.

2.3 Chief Officer’s Standing Orders

The Chief Officer should complete his own Standing. There is a template in the CCR Information File. His orders should supplement the Standing Orders on the form and should reflect his own requirements with respect to the actions the watch officers should take. The Standing Orders should be posted in a prominent place in the Cargo Control Room and a copy must be retained in the CCR Information File. They shall be read and signed by each Deck Officer prior to commencing their first watch on the vessel.

2.4 Testing of Critical Equipment Prior to Cargo Operations

In addition to the routine checking of equipment as required by the planned maintenance system, certain critical equipment should be checked immediately prior to each cargo operation.

Prior to cargo operations the following checks of critical equipment must be carried out:

• Each P/V pressure and vacuum valve must be manually operated;

• Cargo and ballast tank high level and overfill alarms, warning lights and audible warnings must be tested;

• Cargo pump emergency shutdowns in the Cargo Control Room must be tested;

• The pump room bilge alarm must be tested;

• Inert gas system safety devices and functions must be tested, including checking the deck seal and p/v breaker levels;

• Remote ullage, temperature and pressure monitoring systems must be checked for correct operation and that they are reading correctly.

If any of the above equipment is found to be defective then the fact must be recorded in the cargo plan, added to the Chief Officer’s orders, and brought to the attention of each Watch Officer.

In addition, the following must be carried out:

• The pump room atmosphere must be checked;

• The inert gas system Oxygen analyser must be calibrated, and the readings compared between the indicators in the engine room, Cargo Control Room and bridge;

• Deep well pump cofferdams should be purged (as well as before and after each operation);

• Mast riser sumps should be checked for liquid;

• Where liquid traps are fitted in the main deck scupper drains to the slop tanks, these must be charged to prevent the blowing back of inert gas;

• If carrying out crude oil washing, the crude oil wash lines should be pressure tested prior to arrival;

• Fixed gas detection equipment should be checked and if necessary calibrated;

• UTI tapes and samplers should be checked for correct operation;

• Portable gas analysing equipment should be checked for correct operation;

• Portable radios should be checked for condition and correct operation;

• Oil spill equipment must be deployed at the manifold and at the after end of the maindeck if the vessel is trimmed by the stern;

• Where necessary, the times of any anticipated events such as tidal surges must be posted in the Cargo Control Room;

• Material Safety Data Sheets for each product must be posted;

• Port and starboard manifold pressure gauges must be uncovered and the pressure reading checked. If there is pressure this should be released prior to cargo operations commencing;

• Remote draft meters should be purged and checked for correct readings.

2.5 Checking the Setting of Cargo and Vapour Lines 2.5.1 Checking Lines

It is a company requirement that, in order to avoid one-man errors, once the cargo liquid and vapour lines have been set by one officer the settings are checked by a second officer to ensure that they are correct. The fact that the lines have been set and checked must be recorded in the remarks section of form CCR81 - Cargo Operation Plan in the Cargo Forms Module.

In order to avoid delays the setting of lines should, whenever possible, be carried out and checked prior to arrival at the berth. Where this is not possible the checking of lines must not be circumvented and the setting and checking of lines before discharge must be both completed effectively and managed to avoid as far as possible any delays.

At each change in the cargo operation which requires the re-setting of lines then these settings should again be carried out by one officer and checked by another.

2.5.2 Inert Gas and Vapour Lines

Inert gas lines may contain cargo which presents a possible pollution issue when commencing cargo operations. They should be checked as being liquid free. Those vessels where the vapour lines are angled and are designed to drain down into the cargo tanks will probably not have an issue with cargo in the inert gas lines.

At both loading and discharge ports the best way to ensure that inert gas lines are liquid free might be to run the inert gas system for a short period into the cargo tanks.

Section 2 (Inert Gas System) in CCR81 – Cargo Operation Plan in the Cargo Forms Module should be completed to reflect the fact that the inert gas lines have been checked as liquid free prior to each cargo operation.

2.5.3 Clearing Lines after a Tank Overfill

In the case of a cargo tank overfill, all cargo operations must be immediately stopped. It is important to ensure that inert gas and vapour lines are empty of cargo product after a tank overfill. Inert gas and vapour lines must be proved to be clear of cargo product immediately after such an overfill, and cargo operations must not be resumed until this has been completed.

2.6 Interface with the Terminal

2.6.1 Exchange of Information Prior to Arrival

The Master should provide pre-arrival information as required. The terminal should ensure that the vessel has been provided with adequate and relevant port information.

The exchange of information between the vessel and the terminal should cover the following as a minimum:

• The depth of water at chart datum and the range of salinity that can be expected at the berth;

• Maximum draft and maximum air draft;

• Any significant climatic conditions such as tidal surges, strong currents etc.;

• Availability of tugs and mooring craft together with any terminal requirements on their usage;

• Details of any shore moorings that will be provided;

• Which side to be moored alongside;

• Number and sizes of hoses or arms available and manifold connections required for each product or grade of the cargo and VECS, if appropriate;

• Maximum shore loading rates;

• Whether a Vapour Emission Control System will be used;

• Closed loading requirements;

• The availability of terminal access equipment, or of gangway landing space;

• Nominated quantities of cargo to be loaded;

• Advance information on the proposed cargo specification. Such information should include the identification of any toxic components, such as H₂S and Benzene, and any particular safe handling requirements;

• Any other characteristics of the cargo requiring attention, for example high true vapour pressure;

• Flashpoints (where applicable) of the products and their estimated loading temperatures, particularly when the cargo is non-volatile;

• Any restrictions on crude oil washing procedures, tank cleaning and gas freeing, if applicable;

• Standby time for normal pump stopping;

• Maximum pressure available at the ship/shore cargo connection;

• Communication system for loading control, including the signal for emergency stop;

• Limitations on the movement of hoses or arms;

• Material Safety Data Sheets for each product to be handled;

• Advice on environmental restrictions applicable to the berth;

• Facilities for the reception of slops, oily residues and garbage;

• Security levels in effect within the port. Security protocols may need to be agreed between the vessel and the port or terminal;

• Bunker specifications including H₂S and Benzene content;

• Proposed bunker loading rate and maximum pressure.

• Sampling procedures, including that only closed sampling should be utilised.

Wherever possible, the following information should be sent by the Master to the terminal at least 24 hours prior to arrival:

• Name and call sign of vessel;

• Flag;

• Overall length and beam of the vessel and the draft on arrival;

• Estimated time of arrival at designated arrival point, for example, pilot station or fairway buoy;

• Deadweight on arrival;

• If loaded, cargo on board and disposition;

• Maximum draught expected during and upon completion of cargo handling;

• If fitted with an inert gas system, confirmation that the ship’s tanks are in an inert condition and that the system is fully operational;

• Any requirement for tank cleaning and/or gas freeing;

• A request for vapour recovery to be provided;

• Any defects that could adversely affect safe operations or delay commencement of cargo handling;

• Whether crude oil washing is to be employed and, if so, confirmation that the pre- arrival checklist has been satisfactorily completed;

• Ship’s manifold details, including type, size, number and distance between centres of the connections to be presented, and also the products to be handled at each manifold, numbered from forward;

• Advance information on proposed cargo handling operations, including grades, sequence, quantities and any rate restrictions;

• Information, as required, on quantity and nature of slops and dirty ballast and of any contamination by chemical additives. Such information must include identification of any toxic components, such as H2S;

• Quantities and specifications of bunkers required, if applicable.

2.6.2 Pre-Operation Discussion with the Terminal

A pre-transfer meeting should be held between the Chief Officer and the terminal representative, during which the cargo transfer operations should be planned and agreed in writing. The information which was received prior to arrival should be confirmed, and the cargo plan discussed including the sequence of events, transfer rates, maximum pressures, emergency stop procedure, changing grades and the anticipated timing for the operation etc. agreed. It is

important that the amount of warning required by the terminal for rate reductions before topping off, and the actual capability of the terminal in reducing the rate, is established and agreed.

A copy of the terminal regulations should be obtained and form CCR82 - Pre-Transfer Meeting in the Cargo Forms Module completed.

A reliable communication system must be agreed upon. Before cargo transfer commences, the system should be adequately tested, and a secondary stand-by system, which can be by voice, should also be established and agreed. During cargo operations occasional test calls should be made to ensure that the primary system is functioning as intended. The communications system must be continuously attended throughout cargo operations. Attention to communications is particularly important when operating at SBM’s, although often a terminal loading master will remain on board.

2.6.3 Completion of the Ship to Shore Safety Check List

The company Ship to Shore Safety Check List is form CCR83 in the Cargo Forms Module and it must always be used and should be jointly completed with the terminal representative. If the terminal requires their own Ship to Shore Safety Check List then this should be completed in addition to the company version.

Cargo operations must not commence until a Ship to Shore Safety Check List has been completed and signed by the Chief Officer and the terminal representative.

The Chief Officer shall:

• Ensure that Parts A and B of the Ship to Shore Safety Check List are fully completed and signed by himself and the terminal representative;

• Inform the terminal immediately if a change of the conditions or circumstances will affect the safety of the agreed operation;

• Ensure that items indicated by a ‘R’ as requiring repetitive checks will be inspected at agreed intervals which should not exceed four hours;

• Ensure that the ‘Remarks’ column is completed for items which are indicated by a ‘A’ and which require an agreement or a procedure and;

• Ensure that the re-inspections required by the code letter ‘R’ are logged and signed in the Ship to Shore Safety Check List;

• Instruct the crew in regard to the Ship to Shore Safety Check List and monitoring strict compliance;

• Ensure that Watch Officers are aware of the guidelines for completing the Ship to Shore Safety Check List which are laid out in the appendix.

2.6.4 Ullaging and Sampling Before and After Cargo Operations

Before the commencement, and upon completion, of cargo operations the Chief Officer shall either supervise or delegate a responsible officer to the taking of ullages, temperatures, dips, and water dips of all the tanks to be loaded or discharged at that berth in conjunction with a terminal representative or cargo surveyor. Under normal circumstances open sampling is not permitted. However, should a terminal insist on it, open sampling can be accepted as a non-routine activity, providing a risk assessment is completed and company approval to perform open sampling is obtained. A Letter of Protest must be issued to the terminal in this regard.

Upon completion of cargo operations at each berth, every cargo tank must be checked or re-checked to ensure that there has not been an unintentional transfer to or from a tank. Where a part cargo remains on board, the quantity remaining on board must be re-calculated.

Once the quantities have been calculated they are to be compared with the shore figures and recorded on the appropriate forms.

In document DCOM Petroleum & Chemical (Page 195-200)