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MARINE TERMINAL MANAGEMENT

AND SELF ASSESSMENT


(Includes Additional Guidance)
Issued by the

Oil Companies International Marine Forum


29 Queen Anne’s Gate
London SW1H 9BU
England
Telephone: +44 (0)20 7654 1200
Fax: +44 (0)20 7654 1205

Email enquiries@ocimf.com

www.ocimf.com
© Oil Companies International Marine Forum

December 2014

The Oil Companies International Marine Forum (OCIMF)


is a voluntary association of oil companies with an interest in the shipment and terminalling of crude oil, oil products,
petrochemicals and gas.

Our mission is to be the foremost authority on the safe and environmentally responsible operation of oil tankers,
terminals and offshore support vessels, promoting continuous improvement in standards of design and operation.

Terms of Use: While the advice given in this document has been developed using the best information currently
available, it is intended purely as guidance to be used at the user’s own risk. No responsibility is accepted by the Oil
Companies International Marine Forum (“OCIMF”), the membership of OCIMF or by any person, firm, corporation or
organisation (who or which has been in any way concerned with the furnishing of information or data, the compilation or
any translation, publishing, supply or sale of the Paper) for the accuracy of any information or advice given in the Paper
or any omission from the Paper or for any consequence whatsoever resulting directly or indirectly from compliance with,
or adoption of or reliance on guidance contained in the Paper even if caused by a failure to exercise reasonable care.
1 MANAGEMENT, LEADERSHIP AND ACCOUNTABILITY
AIM Through strong leadership, management promotes safety and environmental excellence at all levels in an organisation.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 Management commitment to safety and Management commitment is defined in policies and In responding to this KPI, the following should be confirmed:
1 environmental protection is documented. procedures
 Policy statements signed by management are clearly
displayed
 policies and procedures are readily available.
1.2 Management demonstrates a clear commitment to Managers demonstrate commitment by conducting Typically, information to support this KPI may be found in
implementing the management system. management reviews, reviewing non-conformance management meeting minutes and records of periodic
summaries and assessing progress towards management reviews.
documented plans. Records are maintained that
indicate the extent of management involvement in
these activities.
1.3 Terminal management has a clear understanding Terminal procedures should include a description of
of the roles, responsibilities and accountabilities of the roles, responsibilities and accountabilities of all
all parties involved in terminal operations, parties involved in, or impacting on, the terminal
including third parties such as port authorities, operations.
pilots, etc.
2.1 Safety and environmental excellence are fully The high-level and long-term goals and aspirations, Typically, information to support this KPI will be contained in
2 understood and supported by the terminal such as zero incidents and zero spills, should be periodic management data, procedures and standards.
management team. documented. The terminal management aims to
reach these goals through continuous improvement.
2.2 All terminal personnel can describe what safety Everyone within the organisation understands the A broad indication of safety culture may be obtained by
and environmental excellence means in practice. concept of safe operations. This is promoted observing the general safety practices of personnel, including
through leadership and sound management PPE usage, and standards of housekeeping.
practices.
Examples include active participation in tool box and
safety meetings by all personnel.
2.3 Management strives to improve performance in Plans for improvement are developed, promulgated An annual plan containing KPIs and targets should be
the areas of safety and environmental and monitored against KPIs. available.
performance at all levels throughout the terminal.
2.4 Terminal and berth data has been collated using Examples of standard questionnaires include the
standard industry terminal particular OCIMF MTPQ and the SIGTTO questionnaire used
questionnaires. for LNG terminals.
3.1 Terminal management sets standards and Typical measures (KPIs) include, but are not limited
3 performs assessments to verify their to, pollution incidents, number of audit findings
implementation. resolved, number of near-miss reports and number
of best practices identified.
3.2 The steps required to achieve safety and Key steps are clearly defined and documented In responding to this KPI, the following are examples of steps
environmental excellence are clearly defined by within the management system. There is a clear
management. time frame and targets are defined for each stage. that may be identified:
 Long term plans
 equipment upgrades
 training programmes
 introduction of new technology.
3.3 The terminal management team promotes safety Strong, effective and visible leadership is needed to Examples of management visibility may include:
and environmental excellence. establish and sustain long-term improvements
 Site visits
towards safety and environmental excellence.
 attendance at safety meetings
 leading by example.
4.1
4 Safety and environmental targets and objectives
are discussed, at least quarterly, at management
Where progress is less than planned, management
takes corrective action to realign performance with
meetings. targets and objectives.
4.2 Safety and environmental performance targets are The terminal has formal performance targets placed
monitored against KPIs. within its business objectives.
4.3 All terminal personnel demonstrate their Managers and supervisors give clear directions and,
commitment to safety and environmental by their behaviour, all personnel demonstrate
excellence. commitment to safety and environmental
excellence.
4.4 Terminal managers actively promote the provision There is a close-out loop that requires any vessel
of feedback on terminal and vessel performance deficiencies reported on a previous visit to be
or deficiencies through appropriate channels. reported back to the terminal when closed-out.
Terminal procedures address the closing-out of
deficiencies reported by third parties, including
vessels.
1A MANAGEMENT, LEADERSHIP AND ACCOUNTABILITY – POLICIES AND PROCEDURES
AIM Management accepts responsibility for developing and maintaining a dynamic (documented in hard-copy or electronic format) management system to implement
policy and deliver safety and environmental excellence.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 Policies and procedures are in place to ensure full Policies include those for health, safety, security
1 compliance with applicable regulations and and environmental protection.
company requirements.
1.2 Documented instructions and procedures covering A written, comprehensive and up-to-date Marine Typically, the Operating Manual may include the following:
terminal operations are in place. Terminal Operating Manual is available.
Instructions and procedures are written in plain  Cargo transfer procedures
language and contain sufficient detail to ensure that  hazards of products and vapours
tasks can be completed correctly and consistently.
 cargo transfer equipment operating procedures
Ideally, procedures are developed in consultation
with those who will have to implement them.  vessel acceptance criteria (berth limits)
 control and shutdown procedures
 fire and emergency procedures
 environmental protection procedures
 gauging and sampling procedures
 cargo line and sump tank draining procedures
 routine cleaning procedures
 operating environmental limits
 mooring guidelines
 terminal plan layout drawings
 static electricity precautions
 plan of fire-fighting systems.
1.3 A formal document control system is in place to The terminal maintains a set of up-to-date Typically, documentation may provide current information on
ensure that the current management system documents to ensure compliance with regulations, topics that include the following:
documentation is available for use by all terminal procedures and good practice, and for providing
 Legislation, including national and local requirements
personnel. information on the regulations, facilities and
equipment associated with the management of the  industry guidelines, company policies
ship/shore interface.  operating manuals, maintenance and inspection
procedures, site plans and drawings
 records, e.g., internal and external audits; inspections;
meetings; permits, local procedures
 certificates issued for equipment and processes.
1.4 The terminal maintains vessel compatibility criteria A definitive, comprehensive list of vessel This KPI may be met by completion of the Marine Terminal
for each berth. dimensional criteria for each berth is maintained and Particulars Questionnaire (MTPQ).
made available to all appropriate internal and
external contacts.
The dimensional restrictions consider all aspects of
the port including berth sizes, water depths, channel
width, weather conditions and environmental
effects.
Information should be available for all berths,
including buoy moorings.
1.5 The terminal can demonstrate that nominated The terminal has access to information relating to Information may include:
vessels accepted by the terminal meet minimum the safe operational performance of nominated
 Past experience
standards of safe operation. vessels.
 incident reports
 confirmation of vetting process.
2.1 Procedures and manuals are formally reviewed on Periodic meetings that review or amend current
2 a periodic basis. procedures and/or manuals take place and are
formally recorded.
2.2 Terminal procedures require that formalised risk The formal risk assessments follow on from the In responding to this KPI, examples of processes that may
management processes are used to demonstrate design case risk assessment for the facility. be risk assessed include:
that hazards are identified and the associated When a risk is identified, an assessment is  Mooring operations
risks are managed. performed to define the risk, assess the probability,
 cargo transfer
determine the consequences of the event and
identify measures to mitigate the risk.  security
 temporary or permanent changes to operations.
rd
2.3 The terminal has a procedure in place to ensure Procedures are established that address actions to Evidence in support of this KPI may be in-house or 3 Party
that nominated vessels accepted by the terminal be taken by terminal staff in the event that a vessel vetting processes.
are vetted to confirm that they meet minimum is found to be substandard on arrival.
standards for safe operation.
3.1 Instructions and procedures covering terminal The workforce is involved in developing instructions
3 operations are developed in consultation with and procedures jointly. This involvement delivers
those who will have to implement them. effective guidelines that are more readily accepted.
3.2 Managers are clearly held accountable for Roles, responsibilities and accountabilities are This will typically be demonstrated by the use of individual
achieving the objectives established for them. defined within the management system. performance contracts.
4.1 Benchmarking is used to identify further The terminal benchmarks its safety, environmental
4 improvements to the management system. and management practices against other
organisations and industry information sources.
4.2 Managers have a mechanism in place to verify the Formal checks on the effective functioning of the Such mechanisms may include external certification of the
effectiveness of key areas of the management management system are carried out regularly management system.
system. according to a pre-determined plan.
2 MANAGEMENT OF TERMINAL PERSONNEL
AIM Ensure that the terminal is manned by sufficient competent personnel to carry out the full range of responsibilities and tasks.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 Personnel selection and recruitment procedures The recruitment process should identify initial Typically, the recruitment processes will include:
1 are defined. training requirements.
 Identification of skills required
 a system to assess individual competence and identify
training needs to provide staff with the knowledge to
undertake their allotted duties.
1.2 All personnel engaged in activities relating to the Personnel should be familiar with those sections of Examples of training may include:
ship/shore interface are trained and competent in industry guidelines such as, ISGOTT, ISGINTT,  Site-specific safety training
the duties they are assigned to perform. SIGTTO and MEG (hereinafter referred to as
‘accepted industry guidance’) that are appropriate to  jetty operations training
the local site.  appropriate level training in fire-fighting, pollution
Personnel should be trained in the operations response and security
undertaken, including site specific knowledge of all  familiarisation with on-site documentation e.g. Operating
safety procedures and emergency duties. Manual and operating procedures.
Training records should be maintained at the facility.
1.3 There is a formal familiarisation process in place The job familiarisation process should also include a Evidence in support of this KPI may be in the form of
for newly recruited terminal staff. formal safety induction together with familiarisation completed induction records.
with the terminal’s policies and procedures.
1.4 The level of terminal manning is established to The available manpower should be demonstrated
ensure that all operations related to the ship/shore as being sufficient to meet all anticipated
interface are conducted safely and that operational and emergency conditions and to avoid
emergency situations can be managed. fatigue.

1.5 The terminal has appropriate policies relating to Policies should relate to issues that include the
personnel management. control of drugs and alcohol, hours of work and
disciplinary procedures.
2.1 A formal appraisal system is in place for terminal Formal appraisal should be conducted at least
2 personnel. annually.
2.2 Procedures ensure that all personnel engaged in A competence assessment process should be in Assessment records may be presented in the form of
activities relating to the ship/shore interface are place. spreadsheets or matrices.
assessed for competency. The terminal should maintain up-to-date records of
qualifications, experience and training courses
attended.
2.3 A documented job description is in place for every Roles and responsibilities are defined in individual
role in the terminal’s organisation. job descriptions.
2.4 The terminal has a drug and alcohol policy with
effective measures for dealing with incidents and
breaches of policy.
3.1 The terminal operator has a documented The scope and depth of the familiarisation
3 familiarisation process for personnel. procedure is relevant to the responsibilities of the
personnel involved.
The familiarisation process includes personnel
switching roles as well as new entrants.
3.2 The personnel appraisal system is used to identify
individual training gaps and development needs.
3.3 Medical checks are conducted as a part of the Medical checks should take into account the
recruitment process for terminal personnel. requirements of the job.
3.4 Key terminal staff retain core technical skills
through new and refresher training.
4.1 Key terminal staff enhance their professional Management encourages and supports personnel
4 development through participation in industry participation in forums and seminars and
forums and seminars. encourages individuals to undertake further
education.
4.2 Terminal manning levels are formally reviewed on
a periodic basis.
4.3 Terminal personnel are required to undergo The scope of the medical examinations should take
periodic medical examinations. into account potential occupational health
exposures.
4.4 A process is in place to verify the effectiveness of An assessment should be undertaken following a
the induction and training procedure for newly defined probationary period.
recruited personnel.
2A MANAGEMENT OF CONTRACTORS
AIM To ensure that contractors perform in a manner which is consistent and compatible with terminal policies and business objectives.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 Management has a system to identify and select Contractors should be selected using criteria which In responding to this KPI, evidence of a formal process for
1 contractors and service providers. include an assessment of their capabilities to contractor selection should be available.
perform work in a safe and environmentally sound
manner.
1.2 There is a safety induction and familiarisation The familiarisation process should also include Typically, records of attendance on the familiarisation/
process in place for newly contracted personnel. safety induction together with familiarisation with induction process should be available.
terminal policies, procedures and work instructions.
1.3 The terminal has appropriate policies relating to Policies may relate to the control of drugs and
contractor management. alcohol, hours of work, medical fitness standards
and disciplinary procedures.
1.4 Contracted personnel are required to comply fully This should include adherence to PPE usage,
with the terminal's safety management incident reporting, permit to work and risk
procedures. assessment requirements.
2.1 Procedures require that any contracted personnel, The terminal should require the contractor to In responding to this KPI, it should be checked that
2 including cargo surveyors, engaged in activities maintain up-to-date records of qualifications, contractors are maintaining appropriate training records.
relating to the ship/shore interface attend formal experience and training courses attended.
training.
2.2 Procedures require that a documented scope of
work is in place for each contract.
2.3 Contractor performance is monitored and The performance assessment should include HSE Records of contractor assessments should be available and
assessed. performance. include details of any deficiencies and their close-out.
Feedback should be provided to enable contractors
to address deficiencies.
2.4 Terminal procedures should ensure that any Equipment provided could include items such as
equipment provided by the contractor is fit for support craft, messenger lines and tools.
purpose and properly maintained.
3.1 Terminal procedures require that contractor Regular review meetings should be held with the
3 performance is formally reviewed at defined contractor's management. This should include
intervals. feedback from terminal staff on the contractor's
performance.
3.2 The terminal operator has a documented The scope and depth of the familiarisation
familiarisation process for contracted personnel. procedure is relevant to the responsibilities of the
personnel involved.
4.1 Appropriate KPIs are identified and agreed for use KPIs should be included in contract documentation.
4 in monitoring contractor performance.
4.2 The requirements for contracted resources are The review should take into account any changes in
formally reviewed on a periodic basis. terminal activities that may impact on support
needs.
4.3 A process is in place to verify the effectiveness of An assessment should be undertaken following an
the induction procedure for newly contracted appropriate probationary period.
personnel.
3 PORT AND HARBOUR OPERATIONS

AIM Terminal management has established operational practices and procedures that are consistently applied to ensure the safety of vessel movements.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 Procedures are in place to manage the exchange To ensure the safe and timely arrival of the vessel at See ISGOTT ‘Pre-Arrival Exchange of Information’ for details
1 of information between the vessel and the terminal the berth, with both parties ready to commence of a typical information exchange between an arriving tanker
before the vessel berths. operations, terminals should have procedures in and the terminal.
place to manage the exchange of information
between the vessel and the terminal.
Prior to the vessel’s arrival, the terminal will receive
details of the vessel’s Estimated Time of Arrival
(ETA) in accordance with voyage instructions.
Prior to arrival at the port, the terminal and vessel
should exchange information which, as a minimum,
should include that detailed within published
industry guidance.
1.2 Procedures are in place to manage marine Procedures include arrival, berthing, mooring and
operations. departure processes and address the interface with
third parties that include agents, pilots, tugs and
mooring gangs.
Procedures should include environmental limits for
safe transit and berthing/un-berthing activities.
Procedures for the use of tugs to assist vessels at
terminal facilities should be in place and should
include the number, type and power of tugs
required.
Tugs should be readily available to respond to
emergency incidents.
Where applicable, the terminal should seek
assurance that vessel movements within the port
that affect the terminal are controlled.
The terminal liaises with the port and other
stakeholders with regard to navigational and
operational issues within the port, including
environmental limitations.
1.3 The terminal liaises with the pilotage authority to The maximum allowable displacement, speed and Where a terminal-managed pilot/berthing master service is in NA
ensure pilots are aware of terminal requirements. angle of approach for berthing is recorded in place, the N/A option should be selected.
operating procedures and understood by
responsible terminal personnel and pilots.
Pilots should be readily available for emergency
incidents.
In some cases, a terminal-managed
pilotage/berthing master service may be provided by
the terminal, in which case processes should be in
place to ensure competence.
1.4 There is a documented process in place to ensure Terminals should maintain up-to-date records of the In responding to this KPI, the following may be considered:
adequate water depth for arriving and departing water depths at their berths and in the immediate
 Where a company assumes the operation of a berth or
vessels. vicinity of their berths.
terminal, an initial depth survey should be undertaken
Terminals should also obtain up-to-date information
 water depth surveys are generally conducted at intervals
on the water depths and channel widths in the port
not exceeding five (5) years. Siltation or scouring may
and the approaches to the port which may limit the
require more frequent surveys.
operation of the terminal.
 surveys should be carried out by a qualified company or
competent authority
 berth areas should be inspected regularly for debris
and/or underwater obstructions
 all interested parties should be made aware of any
changes to the water depth.
1.5 Where applicable, terminal procedures clearly Double banking, including multiple banking, of Terminal procedures for double banking would typically NA
define the requirements for double banking. vessels on a berth for cargo transfer (e.g. ship-to- address:
ship (STS) transfer alongside) should not be  Ship size and displacement limitations and details of
conducted unless a formal engineering study and cargoes which may be handled
risk assessment has been carried out.  environmental and operational limitations
The results of the engineering study and risk  pilotage and tug requirements
assessment should be available for inspection at the  berthing and unberthing procedures
terminal by charterers/owners/agents.  mooring arrangements
 passing traffic
 cargo transfer procedures
 vapour/venting arrangements
 manning levels
 training.

An engineering study would typically address:


 Berth design including fendering, displacement limits,
mooring hooks and bollards, fire-fighting and pollution
response equipment
 environmental conditions
 impact on adjacent channels and port operations
 tug availability
 mooring study for single ship and double banked
operation, including fender loading
 hose management.

A risk assessment would typically address:


 Environmental Impact Assessment.
 engineering study
 berthing, unberthing and cargo transfer operations and
equipment
 simulation studies to assess the proposed operations
 vessel size and displacement limitations
 mooring equipment limitations
 cargoes which may be handled
 simultaneous operations
 personnel requirements onboard vessels and ashore.

1.6 Terminal procedures clearly define the Terminals with draft limitations and significant tidal Terminal procedures for over-the-tide operations would NA
requirements for over-the-tide operations. variations should have procedures in place where typically address:
discharging or loading over-the-tide operations are  Measures to ensure that vessels remain safely afloat at
to be permitted. These procedures should be all stages of the operation
developed based on the output of a risk assessment  compliance with under keel clearance requirements
and should be agreed by all involved parties prior to  contingency measures
the arrival of the vessel.  assurance that terminal and vessel’s equipment critical to
the operation (e.g. transfer pumps, main engine) is fully
operational.
The vessel should be advised of the minimum water depth
limitation.
Consideration should be given to the effect of trim and list on
under keel clearance.

Discharging Over-the-Tide
When vessel’s are intending to discharge over the tide, the
following criteria should be met:
 The vessel should provide a detailed discharge plan
which will achieve the draft reduction necessary
 the vessel’s pumping capacity and the terminal’s
reception capability should be confirmed as being
sufficient to achieve the under-keel clearance in the time
available with a contingency allowance
 the vessel’s arrival at the berth should be timed as soon
as possible after low water as the under-keel clearance
requirements allow.
To minimise any delays to the transfer operation:
 Terminals should undertake all necessary preparations
for the transfer
 shore authorities (Customs, Immigration, etc.) may need
to be briefed on the operation to minimise any delays to
the transfer
 ullages and temperatures and other custodial
measurements may need to be taken before the vessel
berths
 vessel pumps should be available for immediate use on
completion of berthing.

Loading Over-the-Tide
When terminal’s are intending to load vessels over the tide,
the following criteria should be met:
 The terminal and vessel should prepare a detailed
loading plan
 the vessel should stop loading at the draft at which she
can remain safely afloat and recommence loading as the
tide starts rising.
 loading should not recommence unless equipment and
resources critical for the departure of the vessel from the
berth (e.g. main engine, pilot, tugs) are confirmed
available.
 the loading rate should allow the vessel to complete
loading and all pre-departure formalities with a
contingency allowance.
2.1 Terminal procedures address requirements for This work may be carried out by a port authority with
2 surveying and dredging to maintain channel and the terminal retaining overview.
alongside depths. At all locations, water depth surveys should be
conducted at intervals not exceeding five (5) years.
The interval between water depth surveys should
take into consideration expected silting of channels
and berth dredged boxes.
When a new berth is built or where a company
assumes the operation of a berth or terminal, a
depth survey should be undertaken or recent
existing survey reports referenced to establish
baseline data and identify trends.
All surveys should be carried out by competent
personnel and the results should conform to the
established datum for the port.
Terminal procedures require that the berth area is
inspected regularly for debris and/or underwater
obstructions. If the berth area does not dry to enable
visible inspection, inspections should be conducted
by diver or other means.
2.2 The terminal ensures that all internal and external Any inability to maintain a specific advertised
interested parties, such as the Port Authority, minimum depth in the vicinity or alongside a specific
Agents, and Pilot Associations, are aware of any berth should be reported.
changes to the water depth.
2.3 Mooring operations are subjected to formal risk Mooring operations are regularly reviewed to ensure
assessment. continuing safe operation.
A record of assessments is maintained.
3.1 Terminal personnel routinely conduct or attend Such organisations include the local port authority, These meetings should be recognised as formal meetings
3 coordination meetings with local organisations that pilotage authority, port VTS and other interested and associated records should be available.
control or influence terminal operations. parties that may affect terminal operations.
3.2 The terminal evaluates the performance of marine
service providers.
4.1 Terminal management/personnel participate in The terminal should monitor and evaluate the
4 company and industry port and terminal operation services provided by parties that include, for
forums to share experience. example, pilot authorities and towage companies.
Routine meetings should be held to review
performance and identify service enhancements.
4 TERMINAL LAYOUT - GENERAL

AIM The general layout of the facility and equipment provided is suitable for safe operations.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal provides mooring equipment on The terminal should provide mooring bollards, bitts, In responding to this KPI, information may be available from
1 berths that is appropriate, in size, number and hooks or rollers/pulleys positioned and sized for the sources that include the following:
location, for the sizes of vessels using the berths. vessels visiting the berth, together with capstans or
 Completed Marine Terminal Particular Questionnaire
winches, as required.
(MTPQ)
All mooring equipment should be designed to take
 design case plans
into account the maximum planned loads on the
jetty, wharf, dolphin or mooring buoy. The Safe  management of change documentation.
Working Load (SWL) of mooring equipment should
be known to the berth operating personnel and be
marked on each mooring point.
1.2 Fendering at each berth is engineered to suit the The terminal should have documentation on-site to In responding to this KPI, the following may assist in NA
sizes of vessels expected to use the berth. demonstrate that the design of the fenders is determining the suitability of fendering systems related to the [buoy]
compatible with the range of vessel sizes and types size of vessels handled:
which use the berth.
 Design case fendering plan
Fenders should lie within the parallel mid-body
 For continuous quays, such as those used by small
length of the vessels expected to use the berth.
vessels, the spacing between fenders should be
approximately 15% of the ship’s length overall
 for dolphin-type berths, the spacing between fenders
should typically lie within the range 25% to 40% of the
ship’s length overall
 fenders should be located symmetrically about the
terminal’s manifold
 fender panels should be maintained in a vertical
orientation and present a smooth, damage-free rubbing
face without obstructions.
Local practices may dictate the type of fenders provided.
1.3 The terminal design includes adequate provision Safe and unobstructed access should be provided.
for access. The needs of personnel, vehicles, emergency and
security services should be addressed.
Considerations should include the need for escape
routes, catwalks and access towers. Where
appropriate, safe axle loads for vehicles should be
determined and details posted at the entrance to the
access way.
At buoy berths, safe access should be provided for
operating personnel.
1.4 The terminal is provided with an appropriate level In the absence of national or international In assessing this KPI, lighting levels in the following areas
of lighting to ensure that all ship/shore operational engineering standards for lighting levels, lighting at may be considered:
and security activities can be safely conducted all work, access and perimeter areas should be
 Jetty head working areas
during periods of darkness. demonstrated as being adequate.
 access routes
 jetty perimeters
 boat landings
 mooring points, dolphins and walkways
 stairways to gantries
 emergency escape routes
 terminal perimeter fencing.
1.5 All electrical equipment at the terminal is provided Drawings are available which show hazardous
in accordance with a site-specific area electrical zones at the berths in both plan and elevation.
classification plan.
1.6 All lifting equipment is designed to take into The Safe Working Load (SWL) should be marked Lifting equipment addressed by this KPI may include:
account the maximum anticipated load for the on all lifting equipment and should be known to the
 Cargo hose handling cranes, derricks, davits and
intended service. berth operating and maintenance personnel.
gantries
Records of inspections and tests should be
 gangways and associated cranes and davits
maintained.
 cargo loading arms and cranes
 stores cranes and davits
 slings, lifting chains, delta plates, pad eyes, shackles
 chain blocks, hand winches and similar mechanical
devices
 personnel lifts and hoists.
1.7 The terminal’s designed fire-fighting capability is The terminal fire-fighting capability meets legislative In responding to this KPI: NA
suited to the size of vessels and the type and requirements, accepted industry guidance or the [buoy]
volume of product being handled. results of a formal risk assessment. Accepted industry guidance may be found in ISGOTT under
‘Fire-fighting, terminal equipment’
Where the fire-fighting capability is based on third
party resources, these should be demonstrated to A risk assessment should take into account the following
be adequate and details should be included in criteria for each berth:
terminal procedures.
 The sizes and types of vessel handled
Means should be provided at each berth to enable  the nature of the cargo and potential impact of release
ship and shore mains to be connected, if necessary  location of the terminal and availability of third party
via an International Shore Connection. resources
Fire detection and alarm systems are suited to the  areas to be protected.
risk exposure.
Terminal fire-fighting equipment may include:
 Water supply and pumping arrangements
 foam and firewater delivery systems (e.g., monitors,
pipelines, hoses, hydrants, deluge systems.)
 fire-fighting tugs or fire boats and their availability
 International Shore Fire Connections
 dry powder systems
 portable fire extinguishers
 fireman's outfits, protective clothing
 breathing apparatus and compressors

2.1 There are sufficient suitable evacuation routes to Evacuation routes are located as far away as In responding to this KPI, consideration may be given to the NA
2 meet the requirements that an alternative route is practicable from high fire risk areas or are protected. following: [buoy]
available if one is affected by fire. Where boats are designated as providing the  There should be a minimum of two clearly signed
secondary means of evacuation, they are able to evacuation routes
reach an evacuation point no later than 15 minutes
of an emergency being declared.  the primary emergency evacuation route is the day-to-
day access from normal work areas to shore
 the secondary emergency evacuation route is defined as
a separate access, preferably located at a maximum
practical distance from the primary escape route. This
could include routes to mooring dolphins equipped with
emergency ladders.
2.2 Mooring arrangement plans, based on the results Diagrams of minimum recommended mooring In responding to this KPI, the following may be considered:
of risk analysis, are provided for all berths and for arrangements should be made available to visiting
all sizes of vessels which can be moored at those vessels and confirmed by mooring and fendering  The use of specialist software for mooring analysis
berths. analysis undertaken by competent persons.
 the provision of generic mooring plans
For vessels greater than 16 KDWT, the mooring
arrangement should be sufficient to satisfy the
criteria contained in OCIMF “Mooring Equipment  MEG criteria for recommended mooring restraint for
Guidelines”. vessels greater than 16 kdwt, namely:

60 knot wind from any direction simultaneously with:

3 knot current from ahead or astern (0˚ or 180˚)


or
2 knot current at 10˚ or 170˚
or
0.75 knots from the direction of max beam current loading

2.3 Arrangements exist for release of moorings using Procedures should be in place for the safe operation
quick release hooks. of quick release hooks.
2.4 Records are in place to demonstrate that the The full capability of the fire-fighting system is NA
terminal’s design case fire-fighting capability is proven through exercises to meet design case [buoy]
adequate. requirements.
If tugs are used to provide fire-fighting support,
records should confirm periodic testing of their
capability during exercises.
2.5 Control rooms are designed to maintain their The layout and design of control rooms should take NA
integrity during an emergency situation. into account the blast resistance required as a result [buoy]
of a formal risk assessment.
3.1 Design and load calculations are available for all The calculations should give the maximum
3 mooring points. permitted loading for each mooring point and the
angular limits inside which these loadings apply.
There should also be an indication of the reduction
in loadings on the mooring points outside the
angular limits for maximum loading.
Angular limits of operation are marked on the
mooring points.
The terminal has a procedure that addresses
actions when moorings are outside the angular
limits or exceed the permitted loading.
The position and heights of capstans serving
mooring points should be considered. Capstans
should be operable in forward and reverse
directions and be capable of operation at low speed
when lines are approaching the hook.
3.2 Arrangements exist for the remote release of Where a remote release system is provided, failure NA
individual moorings. of a single component or electrical power failure [buoy]
should not result in the release of mooring hooks.
The design of release systems should be such that
all moorings cannot be released simultaneously.
Should the system be designed for gang release,
measures should be in place to inhibit operation..
The release of the vessel should only be initiated
with the full knowledge and agreement of the
vessel’s master.
3.3 The terminal has undertaken a study to assess the
use of berthing and mooring aids such as speed of
approach monitors, pilot positioning units, tension
monitors, etc.
3.4 A study has been undertaken to determine the Where passing traffic is identified as potentially NA
impact of passing traffic on vessels moored impacting on vessels moored at the terminal, [buoy]
alongside. procedures should be in place that includes the
need for the terminal to monitor traffic movements
and, if necessary, take precautionary action.
4.1 Emergency lighting for work areas and access Secondary power sources are of an approved type NA
4 routes is available from a secondary power and are isolated until required. [buoy]
source.
4.2 The terminal is equipped with speed of approach Identified personnel should be trained in the use of NA
equipment. the speed of approach equipment. [buoy]
Such equipment may include an indication of the
vessel’s angle of approach.
4.3 Mooring line tension monitors are installed. Load cells are calibrated in accordance with
manufacturer’s requirements.
Data is recorded by the terminal during the time
alongside.
Consideration may be given to also making the data
available on board.
4.4 Fire proofing applications are suited to the Fire proofing protection (e.g. for the berth structure NA
structures to be protected. and loading arm support structure) should be based [buoy]
on the result of a formal risk assessment.
4A TERMINAL LAYOUT – TRANSFER EQUIPMENT

AIM All transfer equipment provided at the facility is suited for the range of vessels and products handled.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has cargo transfer equipment that is Details of certification confirming hose and hard arm
1 designed and constructed in accordance with construction standards should be readily available.
national regulatory requirements, industry
standards and recognised codes of practices.
1.2 The terminal has a means of isolating product Isolation valves should be fitted at the berth
lines. manifold area for each loading or unloading line.
Where the berth extends from the shore, an
additional isolation valve should be fitted at the
shore end of each line.
Non-return valves or other means to prevent back-
flow should be fitted to cargo lines that are
dedicated to unloading service.
1.3 The terminal has means of electrical isolation to Insulating flanges or a section of non-conducting It should be noted that bonding cables are not an effective
ensure protection against electrical arcing at the hose should be installed in all cargo transfer means of dissipating potential differences between ship and
manifold during connection and disconnection of systems in accordance with accepted industry shore and should not be used, unless required by local
hoses or arms. guidance. The insulating arrangements should be regulation.
routinely tested.
Procedures should ensure that connecting flanges
in the electrically continuous hose string are
supported clear of the berth structure to prevent the
insulating flange being rendered ineffective.
1.4 There is an acceptable system for draining the Depending on cargo type, acceptable systems may
cargo transfer lines. include:
 pump back system into cargo line
 drain line from arm/hose directly into sump
 clearing with water to shore tank
 displacement with nitrogen or air, as applicable
 gravity draining back into shore cargo line or
vessel’s tank
Procedures should ensure that vessels isolate their
manifold valves effectively to prevent mis-operation
during the line draining process.
1.5 Provisions are in place for the containment and Bunded areas should be sloped to a dedicated The terminal should have documented procedures covering NA
catch basin which drains to a sump or be provided the emptying of sumps, the draining of bunds and disposal of
management of surface water, leakage and spills. with other means of preventing accumulation of the contents. This should address the properties of products [buoy]
product and avoiding overflow. Sumps may be fitted being handled at the berth (e.g. chemicals with inhibitors,
with a level gauge and/or a high level alarm. bitumen, volatile liquids). Disposal to reception facilities
Procedures should address the disposal of collected should be recorded.
residues. Unused hoses, hard arms, manifold connections, drains,
Hoses and arms should be stowed within an area vents and gauge connections should be suitably blanked or
provided with containment. capped. Blank flanges should be fully bolted and of the same
Consideration should be given to storm/rain water rating as the system to which they are attached.
management. Exceptions to this would be wharves
that are not dedicated to the transfer of
oils/chemicals. In this case adequately sized drip
trays should be placed under each connection to
retain any leakage.
At dedicated LPG/LNG berths, risk assessment may
determine that it is safer not to contain product
spillage.
2.1 On berths that are not continuously manned
2 during the cargo transfer operation, isolation
valves are motorised and remotely operated.
2.2 The transfer system has been assessed for surge Where surge risk is identified, effective means of Effective means of control typically may include:
risk. control should be in place.  Provision of a surge tank
 pressure relief systems
 timing of valve closure rates.

3.1 An assessment has been made of the potential for Identified equipment is provided with savealls or Items of equipment could include: NA
3 pollution from individual items of terminal other suitable means of containment.
 Hydraulic systems [buoy]
equipment.
 fuel storage tanks
 additive equipment.
3.2 Sump tanks are fitted with high level alarms and/or Procedures should require high level alarms and NA
automatic pumping arrangements. pumps to be tested on a regular basis. [buoy]
4.1 The terminal design includes an assessment of The need for PERCs or ERS systems should be NA
4 the need for installing PERCS and ERS units. formally assessed. If a system is fitted, a record of [buoy]
its testing and maintenance should be available.
5 SHIP/SHORE INTERFACE

AIM The effective management of the ship/shore interface is ensured through the adoption of accepted industry guidance and codes of practice and the implementation
of terminal procedures.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal provides visiting vessels with The information is provided in English or In responding to this KPI, the following is amongst the
1 information on all pertinent local regulations and alternatively may be in the terminal’s working information that may be provided to visiting vessels:
terminal safety requirements applicable to the safe language if the vessel’s operational personnel
management of the ship/shore interface. understand this language. Pre-Arrival Information
The exchange of information should be formalised  Depths and maximum vessel drafts, displacement and
and a common understanding should be agreed and dimensions for each berth
evidenced.  pilotage procedures
Visiting vessels should be advised of the  tug requirements
requirements of the vessel in the event of a terminal
emergency.  mooring arrangements/diagrams

Where applicable, the information should be  berth plans.


included in an information booklet. Operational Information
 Cargo transfer and ballast procedures
 transfer equipment connection details, including vapour
lines
 communications: primary, secondary and emergency
 MSDS information
 environmental limitations
 tank cleaning and Crude Oil Washing (COW)
procedures.
Safety and Security Information
 Emergency procedures, including alarm signals
and Emergency Shut Down (ESD) procedures
 weather, tide and current information
 ship/shore access arrangements and visitor control
 port/terminal security requirements.
Pollution Prevention
 Vapour emissions e.g. cargo, flue gas
 ballast water discharge controls.
 slop, waste oil and garbage management.
Miscellaneous
 Drug and alcohol policy
 smoking policy
 stores handling and bunkering arrangements
 repairs alongside.
1.2 The terminal procedures address mooring The terminal’s procedures should be aimed at In responding to this KPI, the following may be considered:
arrangements. ensuring the following:
 Generic mooring plans for range of vessels handled
 adequacy of moorings for each vessel,
 the terminal may have its own locally installed
recognising issues such as mixed moorings
anemometer or other means may be used, such as
 monitoring the vessel’s mooring and appropriate reliance on wind reports from a reliable local source
corrective actions
 local sources such as a port authority may provide data
 that the vessel remains securely moored in the on tides and currents at the locality.
correct position on the berth
 wind speeds are measured and monitored by
the terminal
 tidal and current conditions are monitored
 at exposed berths, sea conditions (waves and
swells) are monitored by the terminal
1.3 The terminal operator has a documented The terminal procedure should consider aspects
procedure that addresses safe mooring practices. that include the safe handling of moorings, the safe
operation of shore mooring equipment, including
mooring boats, and ship/shore communications
(verbal and non-verbal) during the mooring
operation.
Procedures should cover the deployment of shore
moorings, if fitted.
1.4 At terminals where vessels are berthed alongside, The preferred means for access between vessel Safety nets are not required if the gangway is fixed to the NA
including barge handling terminals, procedures and shore is a gangway provided by the terminal. At shore and provided with permanent handrails. For other [buoy]
ensure that safe ship/shore access is maintained locations that commonly handle vessels (including types of gangways, having rope or chain handrails or
throughout the vessel's stay alongside, the barges) that are unable to provide a gangway due to removable posts, safety nets should be provided.
responsibility for which is jointly shared between the physical limitations of the berth or the nature of
the terminal and the vessel. the vessel’s trade, the terminal should provide a
shore based gangway or alternative arrangements
to ensure safe ship/shore access.
Where the terminal does not provide a shore
gangway, it should provide space on the berth for
the vessel to land its gangway, allowing for changes
in tide and vessel freeboard.
Irrespective of whether the terminal or vessel
provides the gangway, it should be subject to
inspection as part of the continuing ship/shore
safety checks throughout the vessel’s stay at the
berth.
1.5 Terminals should have a procedure in place to The pre-cargo transfer conference should address Typically, the pre-cargo transfer conference will consider the
ensure that a pre-cargo transfer conference is fully the plans for the cargo transfer operation, following:
undertaken, an industry-recommended Ship/ including maximum transfer rates/ pressures and  Completion of ship/shore safety check-list
Shore Safety Check-List (SSSCL) is completed, emergency shut-down arrangements, which should
 transfer plan, including, quantities, sequence and
and that cargo transfers are conducted in be jointly agreed and documented.
transfer rates
accordance with agreed procedures. Procedures should require that Ship/Shore Safety
 routine and emergency stop arrangements
Check-Lists are used. It should be ensured that
personnel are trained to enable them to properly  hose handling or loading arm operations and limitations
complete the check-list.
 closed operations including inert gas operations
Terminal procedures should require identified
 tank cleaning and Crude Oil Washing operations
Check-List items to be re-checked at defined
periods during transfer operations.  methods of communication
A separate Check-List should be employed for  ship/shore access and emergency escape
bunkering operations.
 mooring arrangements and procedures, including
Any activities planned by the vessel such as engine capability for remote release
maintenance or underwater inspections, should be
 measures for monitoring mooring integrity
subject to written authorisation by the terminal.
 limits of operation (e.g. maximum draft, freeboard, trim;
wind speeds, etc.)
 safety and security matters
 emergency procedures
 weather forecast
 bunkering and storing operations
 slop, ballast and garbage handling
 non-routine activities e.g. jetty or vessel maintenance.
1.6 Terminal procedures require the availability of The primary means of communication between the
both a primary and secondary means of vessel and shore should be continuously manned.
communications with vessels at their terminal in Telephone, portable VHF/UHF and radiotelephone
an agreed common language. systems should comply with safety requirements.
Verbal communication between the vessel and a
jetty may be an acceptable primary means of
communication at some terminals, but only in cases
where both the vessel manifold area and jetty head
are permanently manned and a common language
is used.
The selected system of communications together
with the necessary information on telephone
numbers and channels should be recorded on a
form signed by both vessel and shore
representatives.
Where the national language is used by both
terminal and vessel it is acceptable for
communications to be conducted in that language.
Where the national language is not being used, the
common language to be used should be English.
2.1 The terminal operator has a documented
2 procedure to ensure that unexpected changes in
environmental conditions are detected and
promptly acted upon.
2.2 The communication system used between vessel The communication system used should be
and shore is dedicated to the cargo transfer dedicated to the cargo transfer operations and not
operation. subject to outside interference from communications
associated with other activities within the terminal.
3.1 The terminal has a documented process that Mooring boats should be inspected regularly and The inspection process may be in-house or provided through NA
3 ensures any mooring boats used are inspected any noted deficiencies should be rectified.
rd
a 3 Party such as a port authority or service provider.
and have all necessary certificates issued by the
appropriate authority.
3.2 Tide gauges and current meters are installed at Procedures should address the actions to be taken
the terminal. when documented limits are predicted or observed.
4.1 Information from remote reading tide gauges and
4 current meters is readily available at the terminal.
4.2 The terminal design includes an assessment of ESD systems such as those using umbilicals or NA
the need for linked ESD systems. telemetry should be considered. [buoy]
6 TRANSFER OPERATIONS

AIM Ensure that all aspects of the transfer operation are addressed through procedures and practices to promote safe operations.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 Procedures require that a systematic inspection of The results of pre-arrival inspections should be Typically, a pre-berthing inspection check-list would be used
1 the berth and equipment is undertaken prior to the documented. that may include checks of the following:
arrival of a vessel.
 Fenders
 mooring equipment
 gangway
 lighting
 transfer equipment including loading arms and hoses
 fire-fighting and life-saving equipment
 lifting equipment
 spill response equipment
1.2 Procedures include environmental operating limits The limits take into account the Safe Working Load Limits will normally be based on environmental conditions
for each berth that prescribe the thresholds for (SWL) of the mooring system components. which may include:
stopping transfer, disconnecting cargo and bunker Information on environmental operating limits should  Wind speed and direction
connections, removing gangways and moving the be passed to the vessel during the pre-transfer
vessel off the berth.  wave height and direction
conference. Actions to be taken in the event of an
electrical storm should also be agreed.  current speed and direction
Procedures should be in place to monitor actual and  swell
forecasted weather, tide and current ranges.
 electrical storms.
1.3 The terminal has documented safe operating The following are examples of equipment and
procedures for the transfer activity, including the activities that may be addressed by procedures:
operation of associated equipment.
 operation of marine loading arms, including
working envelopes and checks on their free-
wheeling capability
 hoses including storage, handling and support
 reducers
 line venting, draining and purging,
connection/disconnection
 ESD systems
 anti-surge systems/pressure relief valves
 vapour management systems
 actions in the event of inert gas plant failure on
a visiting vessel
1.4 Procedures address the arrangements for Terminal procedures require that operators know
emergency shut-down and the equipment to be the location of the emergency shut-down button or
used. the communication method to be employed and any
back-up system.
1.5 Procedures address the formal exchange of The information should be presented in the form of Typically, this information exchange will include:
information on cargo properties. Material Safety Data Sheets (MSDS).
 MSDS of cargo to be loaded provided by terminal to
Procedures should include measures for the vessel
protection of terminal personnel when handling
 MSDS of vessel’s previous cargo, if vapours are present,
cargoes containing toxic constituents, e.g. H2S,
to be provided to the terminal by vessel
benzene.
 MSDS of cargo to be received by the terminal provided
by the vessel to terminal.
2.1 The terminal receives frequent weather forecasts Changes to the original forecast should be provided
2 from accurate sources and passes them to the to the vessel.
vessels. The terminal should have equipment for measuring
wind and other relevant environmental factors.
2.2 The terminal has procedures for the introduction of A closed system involving the injection of additives NA
additives into vessel's tanks. during the loading operation is recommended.
2.3 Terminal procedures require regular cross checks Information should be exchanged at pre-agreed Typically, data is recorded by both terminal and vessel to
of quantities transferred between the vessel and intervals. confirm that transfer integrity and product custody is
terminal. maintained. Trends should be monitored.
Action to be taken should be defined if
discrepancies are found to exist.
2.4 Terminal procedures require ullaging and
sampling operations to be undertaken under
'closed' conditions.
2.5 Terminal staff have an understanding of the roles The activities of independent cargo surveyors In responding to this KPI, it should be established that
and responsibilities of independent cargo should be monitored to ensure that they comply with terminal staff are aware of the following:
surveyors. all applicable requirements.  The need for surveyors to comply with the safety
requirements of the terminal and vessel
 the requirement for proper supervision of the surveyor’s
activities, including sampling, gauging and tank
inspection.
3.1 The results of the terminal's pre-arrival equipment
3 checks are shared with the vessel prior to arrival.
3.2 When handling inerted vessels, the terminal This is of particular importance when vessels are NA
undertakes random checks of the oxygen content planning to undertake crude oil washing (COW)
of vessel tanks. during discharge or on chemical tankers operating
under inerted conditions.
4.1 The terminal formally monitors the efficiency of Performance is analysed at regular intervals to
4 transfer operations. identify opportunities for improvement.
4.2 A meeting is held with the vessel's personnel on
completion of transfer operations to discuss
overall performance.
7 MAINTENANCE MANAGEMENT

AIM Terminal management ensures that reliability is optimised through a formal planned maintenance system.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has a planned maintenance, The system, which may be computer based, covers In assessing this KPI, the following equipment may be
1 inspection, testing and defect reporting system to all items of terminal equipment including cargo included in the maintenance and inspection system:
ensure the integrity of equipment and systems. handling, mooring, fendering, access, safety and
 Pipelines
lifting equipment.
 lifting equipment
The maintenance and inspection programmes are
based on regulatory requirements, terminal  life-saving appliances
procedures, manufacturer's recommendations and  fire-fighting appliances
recognised industry practices.
 protective safety devices such as emergency shut-down
Maintenance and inspection programmes should be
(ESD) systems, breakaway couplings, flame screens and
conducted by competent personnel.
p/v valves, surge systems and isolation valves
Records are kept of all planned maintenance, tests
 pollution prevention equipment
and inspections, as well as all defects and remedial
maintenance.  communication systems
 security systems
 navigation aids maintained by the terminal
 mooring equipment
 marine loading arms and cargo hoses
 insulating flanges
 cathodic protection.
1.2 Terminal management regularly reviews the The status of maintenance standards is frequently
terminal's maintenance and inspection system. reported to terminal management for review.
1.3 Terminal procedures require that structural The procedures should require that structural NA
surveys are undertaken as part of an integrated surveys are undertaken at defined intervals or post- [buoy]
inspection and maintenance programme. incident by suitably-qualified personnel.
The scheduling and conduct of structural surveys is
included in the terminal’s maintenance procedures.
In the absence of other defined criteria, the interval
between structural surveys should not exceed 5
years.
Selected testing of material thicknesses, particularly
in the splash zone, is carried out.
Procedures require that documented visual
inspections are undertaken of the berth
superstructure above the waterline.
Inspections cover the structure of the jetty from its
superstructure down to the mudline, using divers or
other suitable means.
1.4 The terminal has procedures in place to manage Procedures should require the routine inspection, In responding to this KPI, equipment requiring calibration
the routine inspection, maintenance and maintenance and calibration of terminal measuring may include the following.
calibration of measuring equipment. equipment.
 Metering systems
The calibration method and frequency should reflect
 fixed and portable gas measurement equipment
manufacturer’s instructions or recommendations.
 vessel approach speed and distance measurement
 mooring hook load monitoring
 anemometers, current meters and tide gauges.
1.5 All maintenance of electrical equipment and
systems is undertaken by qualified personnel.
2.1 The planned maintenance system clearly identifies Management provides clear instructions on the
2 ‘critical’ systems and equipment, the failure of identification of critical systems, alarms and
which may result in a hazardous situation. equipment.
Risk assessment or hazard identification methods
are documented to support the identification of such
equipment and systems.
2.2 The status of reported defects is tracked and
routinely reviewed by management.
2.3 The management of spare part inventories is Vendors and suppliers are documented, together
appropriate for the terminal's location and with contact details.
operation.
3.1 The terminal has a computerised planned
3 maintenance, inspection, testing and defect
reporting system.
3.2 The maintenance and defect reporting system
alerts the terminal staff responsible for
maintenance when it becomes due.
3.3 There are clear reporting requirements when Maintenance on critical equipment should follow
critical systems, alarms or equipment become defined procedures that include a risk assessment
defective, or require planned or unplanned which requires approvals at the appropriate levels of
maintenance. management before the equipment is shut down.
Appropriate maintenance contractors are identified.
3.4 Procedures require that any uncompleted The status of uncompleted or overdue maintenance
scheduled maintenance is tracked. should be routinely reviewed by management.
4.1 The terminal has an electronic recording system The system and required spare levels take account
4
for spare parts that maintains an inventory and re- of the criticality of equipment and manufacturers’
orders when available spares fall below an agreed lead times.
number.
4.2 Proactive measures such as vibration monitoring NA
and the use of infra-red cameras have been [buoy]
adopted.
4.3 The terminal has a maintenance and defect
reporting programme that tracks all outstanding
maintenance and defect items to closure.
8 MANAGEMENT OF CHANGE

AIM A management of change process is in place and operates to manage associated risks.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has a documented procedure for the The scope of the Management of Change process
management of change. is identified. Examples of 'changes' include:
 permanent changes to operating procedures
 temporary exceptions to normal operating
procedures
 changes in throughput from design case
 replacement of equipment
 modifications to equipment
 new instrument or control settings
 the introduction of a new material
 the introduction of new personnel
 changes to the roles and responsibilities of
existing personnel
 the introduction of third-party contractors to the
site.
All changes should comply with relevant regulations,
industry standards and equipment design
specifications.
The management of change process should include
work carried out by third party contractors and
service providers.
The process should ensure that any changes made
are communicated to personnel affected by the
change.
1.2 Procedures require that any proposed changes to Procedures require that any proposed changes to
the size range of vessels handled at the terminal the range of vessels using a berth take into account
are subjected to management of change factors that include:
processes.
 displacement
 length, beam and draft
 manifold arrangements
 speed and angle of approach on berthing.
 position of the fenders (dolphins) relative to the
vessel’s mid-point and the available flat side
 ship/shore access arrangements
 mooring arrangements
The procedure requires an assessment to be made
when smaller vessels are proposed as well as larger
ones.
1.3 Procedures require that any proposed changes to The N/A option should be selected if there are no potential NA
the products handled at the terminal are subjected changes to the products handled.
to management of change processes.
1.4 Where the use of any temporary equipment such The risk assessment should include an analysis of
as fendering is considered, procedures require a the capabilities of the proposed temporary
risk assessment prior to implementation. equipment.
1.5 Procedures require that, if any certified equipment Examples of such equipment include loading arms,
is modified or repaired, it is tested and re-certified cargo hoses, electrical equipment and quick release
prior to being placed back in service. hooks.
1.6 Procedures require that any de-manning initiatives The process should ensure that all operational and
are subjected to the management of change emergency conditions can continue to be conducted
process. in a safe manner.
2.1 The management of change process clearly The terminal has a documented process that
2 defines the level of authority required for the ensures authorisation for any change is given by
approval of a change. managers and not by the person directly involved in
the change.
2.2 The procedure ensures that the documentation Any changes and the review process that led to
supporting a change includes the reason for the their approval are documented. This mechanism
change together with a clear understanding of the links with, and ties into, the document control
safety and environmental implications. system, so that all controlled documentation
remains up-to-date.
Management of change records are retained.
2.3 The procedure ensures that training needs arising The change-management process routinely
from changes to equipment or procedures and identifies relevant training and handover
personnel are identified and documented. requirements. All appropriate personnel receive the
required training within a specified period. This is
adequately documented.
2.4 Modifications to the original terminal design to This assumes that the original design intent of the NA
allow both import and export activities are terminal was either import or export, not both.
subjected to management of change procedures. Risk assessments should consider aspects that
include surge pressures, ESD valve timings and
sequences, and non-return valve configurations.
2.5 The management of change process ensures that The management of change process should include
all temporary and permanent changes to the requirement for formal risk assessments, which
procedures or equipment within the terminal are address any changes in design, manning or operation,
subject to risk assessment. etc.
Procedures require that, for existing equipment, the
continued use of any equipment which does not meet
the equipment’s original design basis or the minimum
recommended requirements, is based on a formal risk
assessment.
3.1 The procedure ensures that drawings and other From the time of initial construction, a historical record
3 technical documents are updated following any is maintained that includes all structural or technical
change or modification to terminal layout, changes made, the status of equipment, and how that
construction or equipment. status has evolved from the original design. Document
control systems are used to initiate and control the flow
of information.
3.2 The procedure ensures that the potential Once the risks have been assessed, managers
consequences of a change are identified, together evaluate the potential consequences and their
with any required risk-reduction measures. likelihood of occurrence. This process helps the
terminal to identify and prioritise the most effective risk-
reduction measures. It will also identify residual risks
that require management attention.
The system ensures that changes not carried out within
the proposed time scale are reviewed and revalidated.
3.3 The management of change system ensures that The change management process makes it clear that if
temporary changes do not exceed the initial a proposed change is not completed within a set time
authorisation for scope or time without review and frame then the change must be reviewed, the initial
re-approval by the appropriate level of hazard observation/risk assessment revisited and re-
management. approval sought.
4.1 There is a documented review of the The management of change documentation is
4 consequences of all changes to ensure objectives reviewed to ensure that all the changes have been
have been met. carried out in accordance with the plan. Any
improvements are formally recorded. If any
problems are found, the terminal has a process to
ensure that appropriate action is taken and any
issues resolved.
4.2 For major changes impacting on the terminal When organisational changes take place, those
organisation, the management of change responsible for supervising or managing the
procedure should require a detailed review of the function(s) undergoing change should also be
impact on the organisation and on the responsible for clear and explicit reassignment of
management system. responsibilities.
9 INCIDENT INVESTIGATION AND ANALYSIS

AIM Established procedures for incident investigation and analysis are used to reduce the potential for recurrence.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal operator has procedures that ensure Timescales for reporting to management should be
1 prompt reporting of all incidents, accidents and defined.
near misses.
1.2 Procedures define the requirements for Procedure should include a process to identify those
investigation and analysis, including timescale for incidents, accidents and near misses that require
completion. formal investigation.
The investigation process should identify the root
causes of the incident.
1.3 The investigation procedure ensures any Any investigation report should include reference to
breaches of terminal and/or legislative possible breaches of terminal and/or legislative
requirements are identified. requirements when determining root cause.
The procedure should ensure that appropriate
authorities are notified.
1.4 Persons appointed to lead incident investigations
receive appropriate training.
2.1 The person appointed to lead incident The terminal operator should have access to
2 investigations is not connected with the incident. sufficient resources and personnel who can assist in
investigation; this may include independent
contractors.
2.2 External training in incident investigation The terminal uses third party companies to provide
techniques, such as root-cause analysis, is specific courses in incident investigation.
provided. Knowledge from the training courses may then be
used to train other terminal personnel.
2.3 The terminal operator uses the findings from The investigation report should clearly identify
investigations to reduce the risk of any recurrence. corrective actions to prevent recurrence.
2.4 The terminal has an action plan for completing The action plan should identify the time scale for
corrective actions identified in investigation implementing corrective actions.
reports. The plan should be regularly reviewed by
management to verify that corrective actions are
closed out within defined periods.
3.1 There is a formal process defining the A standard methodology is used for all incident
3 requirements for incident investigation. investigations.
The process includes formal risk potential analysis
to identify the level of investigation required.
3.2 The incident analysis process ensures that the
lessons learnt from an incident or near miss are
shared with all terminal personnel and, where
appropriate, other terminals within the company.
3.3 There is a documented procedure to ensure that, Trained personnel are given opportunities to
where possible, practical experience in incident participate in investigations (and practice the
investigation is obtained. relevant skills) before being expected to lead an
investigation.
4.1 The terminal operator has procedures to share Industry groups include professional institutes,
4 lessons with industry groups, where appropriate. industry associations and equipment manufacturers.
4.2 Proprietary software is utilised to record and Personnel using proprietary software should receive
analyse incident data. appropriate training.
10 MANAGEMENT OF SAFETY AND OCCUPATIONAL HEALTH

AIM Risks to safety and health associated with the terminal’s activities are identified and controlled by the development and implementation of appropriate procedures.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has a system for the management of The system includes the identification of hazards Typically, the health and safety management system may
1 health and safety. and the required controls through risk assessment include:
and includes the need for permit to work systems.
 PPE requirements
Non-routine activities such as diving should be
 safe working practices and standards of housekeeping
subjected to specific risk assessment.
 hazard identification and risk assessment
Procedures require periodic reviews to be
undertaken of the terminal facilities and operations  permit to work system
to identify additional potential hazards and the need
 site safety inspections
for revised risk assessments.
 safety management of visitors, contractors and vessel
Provisions contained in recognised industry
crew
guidance on the controls needed for the use of
portable electrical and electronic equipment are  drug and alcohol policy
understood and implemented by the terminal.  non-smoking policy.
Controls address vehicle access and their
movement within the terminal.
Notices should be displayed to advise personnel of
important safety related information.
1.2 Site safety inspections are carried out. Inspections address safe work practices and Records should be available indicating frequency, location
standards of housekeeping. and participants involved in site safety inspections.
1.3 The terminal has procedures in place to identify The terminal provides all personnel working on site Evidence should be available of the results of a health risk
risks to health and protect personnel against them. with protection against hazards that may include the assessment of the terminal’s operations.
following:
 harmful/toxic vapours
 harmful/toxic liquids
 physical injury
 noise and vibration
 risk of drowning
 extremes of temperature
 dust (particulates)
 cryogenic liquids.
MSDS are available for all products and chemicals
handled and used at the terminal. Relevant MSDS
are provided to vessels loading at the terminal.
1.4 Procedures are in place to ensure that appropriate Procedures include the equipment provided and the
PPE is provided and its use enforced. expectation of its use including use by third party
contractors such as mooring gangs, cargo
surveyors, visitors, etc.
Areas where personal floatation aids must be worn
have been identified.
1.5 The terminal provides first aid and life-saving The equipment is accessible in clearly marked First aid and life saving equipment may include the following:
equipment suitable for the activities and manning locations and maintained in good condition.  Evacuation craft
of the facility.
 floatation aids, including life rings and life vests
 First Aid medical equipment
 showers and eyebaths
 resuscitation equipment
 Emergency Escape Breathing Devices (EEBDs)
 respiratory protective equipment
 personal gas monitors
2.1 Terminal managers undertake regular site visits to Records of these visits are maintained within the
2 monitor safety standards. terminal.
2.2 A record of all valid/current risk assessments is
maintained.
2.3 There is a documented system of safety meetings The scope of these meetings includes work team
within the terminal. safety briefings and pre-task safety discussions.
Occupational health topics are a permanent agenda
item for all terminal safety meetings.
3.1 Terminal management regularly reviews the
3 validity of risk assessments and the effectiveness
of associated controls such as permits to work.
3.2 Terminal procedures include a documented risk Management ensures that there are procedures
assessment process to systematically identify requiring a risk assessment to be conducted on any
potential hazards and manage operational risks hazards associated with non-routine repairs
associated with non-routine activities. (following equipment breakdown or arising from the
potential for breakdown) or other potentially
hazardous operations. This should include the
identification of risks to health.
3.3 There is a system in place for terminal staff to Terminal management actively encourages
communicate ideas for improving safety to personnel to submit safety-related ideas.
management.
3.4 The terminal management establishes and Campaigns encourage a strong safety culture within
supports proactive safety campaigns. the terminal.
3.5 There is a procedure in place to ensure that Examples of communication include safety alerts,
important safety information is communicated to safety bulletins, email or internet communications.
all personnel and relevant third parties.
4.1 The terminal has an active and comprehensive There is evidence of a positive safety culture that is
4 safety system designed to deliver a high level of supported by each individual in the workforce.
safety performance in accordance with a
published safety policy.
4.2 Routine safety information is periodically Examples of periodic safety information include:
promulgated to all terminal personnel and relevant
 details of past accidents/incidents
third parties.
 analysis of any lost time incidents (LTIs)
 potential for injury from near misses
 actions taken to prevent recurrence
 information of incidents/accidents from industry
sources.
Terminal personnel should be encouraged to submit
information for inclusion in the periodic
communication.
4.3 The terminal implements health awareness Practical support for health awareness may include
campaigns. advice on working under extremes of temperature or
humidity or other adverse environmental conditions.
The terminal encourages a healthy diet and regular
exercise.
4.4 The terminal undertakes area health-risk Monitoring of physical hazards such as noise levels,
assessments on a regular basis. making inventories and evaluating the use of
hazardous materials and assessing human factors
are carried out on a regular basis and fully
documented.
10A SECURITY MANAGEMENT INCLUDING VISITOR CONTROLS

AIM Policies and procedures ensure that the security of the terminal is not compromised.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has a security policy in place. Procedures to control access to the terminal, the Typically, the terminal’s security policy and procedures will
1 berths and vessels at the berths are documented. include:
Controls should also address the seaward boundary  Perimeter control arrangements including potential use of
of the terminal and the control of unauthorised craft. CCTV
Details of arrangements and controls are contained  control of personnel and vehicle access and movement
within the terminal handbook. through the terminal
 controls to prevent prohibited goods (e.g. firearms,
drugs, alcohol) entering the facility.
1.2 Terminal procedures clearly define the Terminal procedures should clearly state
requirements for visitors, storing and repairs. requirements and restrictions for visitors, storing
and repairs while alongside and should include the
need for vessels to advise their requirements prior
to arrival.
1.3 The terminal has a security plan with procedures Where applicable, the security plan should conform Typically, the security plan may include the following:
to address all security aspects identified from a with the requirements of the ISPS Code.
 The security organisation at the terminal and port facility
security assessment of the facility.
 basic security measures for normal operation and
additional measures to increase security levels as the
threat changes
 procedures for interfacing with ships, local port
authorities, other terminals and agencies (e.g., Police
and Coastguard)
 provisions for regular reviews of the plan
 measures designed to prevent unauthorised access to
the terminal
 measures to prevent weapons or dangerous substances
from being introduced
 procedures for responding to security threats or
breaches of security, including evacuation.
1.4 Terminal management has confirmed that, where If the terminal is not required to comply with the provisions of NA
necessary, the Contracting Government has the ISPS Code, the N/A option should be selected.
advised IMO that it has an approved security plan.
2.1 Access controls include the requirement to record Procedures should include pre-notification and
2 details of all visitors to the terminal. identification requirements.
2.2 Procedures address the control and use of The use of devices such as phones, pagers and
portable electronic devices and other potential cameras is prohibited or measures are in place to
ignition sources by visitors. effectively control associated risks.
2.3 Safe access routes are clearly defined within the Controls for pedestrians and vehicles should be NA
terminal. indicated, including safe parking arrangements. [buoy]
Consideration should be given to the need to escort
or transport visitors through the terminal.
2.4 Procedures require that the terminal's security Exercises should be conducted on a regular basis to
plan is periodically exercised, reviewed, updated ensure that the plan is effective and the plan should
or amended to ensure its continued effectiveness. be updated based on any lessons learnt.
3.1 Visitor controls are supported by the issue of
3 passes by the terminal.
3.2 Surveillance and detection equipment is used to Such equipment may include CCTV, infra red
enhance terminal security. monitors, movement detectors and breathalysers.
3.3 Procedures and controls are established to This may include random checks for the presence of
prevent unauthorised materials and substances drugs, alcohol and weaponry.
entering the terminal.

4.1 Periodic exercises of the security plan involve third


4 parties that may include vessel personnel.
4.2 Independent security assessments of the terminal
are undertaken periodically.
11 ENVIRONMENTAL PROTECTION

AIM The identification, assessment and control of potential sources of environmental pollution.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 An environmental policy has been developed, The terminal policy should include a target of zero The environmental policy should be signed by management
1 signed by management and made available to all environmental incidents. and prominently displayed.
employees and contractors.
1.2 The terminal has procedures in place for the Typically, procedures will address controls associated with
treatment or control of terminal-generated waste the following:
and, if appropriate, the mitigation of harmful
 Ballast water management (harmful aquatic organisms)
emissions.
 volatile organic compounds (VOCs)
 greenhouse gas emissions (GHGs)
 nitrous oxides and sulphur dioxide emissions (NOx and
SOx)
 process water management
 sewage
 garbage.
1.3 Vessels are advised details of any available
disposal facilities at the terminal or elsewhere
within the port.
2.1 All sources of environmental pollution attributable These sources may include oil, sewage, ballast and Typically, this information will be contained in an
2 to terminal activities have been identified and cooling water, garbage, volatile organic compounds environmental impact assessment.
documented. (VOCs), funnel emissions and noise.
2.2 The terminal has an approved Waste The plan covers the handling and disposal of Typically, this plan will be approved by a local or national
Management Plan. garbage and as appropriate, oil, oil mixtures and authority and will include details of approved disposal sites.
noxious liquid substances.
2.3 The terminal facilitates the disposal of garbage The terminal has identified suitable approved
and other waste from visiting vessels. contractors for the disposal of vessel-generated
wastes.
3.1 The terminal has clearly assigned management Responsibility for environmental performance is
3 responsibility for each environmental issue. assigned to an appropriate person within the
terminal management.
3.2 The terminal can demonstrate that measures are
being taken to comply with known future
regulations and legislation.
3.3 The terminal accepts garbage and waste from
visiting vessels.
3.4 The terminal has procedures in place for the Such equipment may include contaminated hoses,
controlled disposal of redundant contaminated gaskets and ropes.
equipment.
4.1 The terminal has an environmental action plan All sources of pollution should be monitored and
4 which includes pollutant reduction targets. measured. The plan may include certification to a
national or international standard such as ISO
14001.
4.2 The terminal is proactive in identifying emerging Examples include vapour recovery, optimisation of
requirements and initiatives related to vessel scheduling (‘Virtual Arrival’) and use of shore
environmental protection. power (‘cold ironing’).
4.3 The terminal uses bio-degradable hydraulic oils in
systems.
4.4 The terminal utilises the latest technology for the Technology could for example include radar, infra
early detection of spills. red or electromagnetic absorption detectors,
12 EMERGENCY PREPAREDNESS

AIM Emergency Plans and a schedule of exercises are in place that address all credible scenarios.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 There are comprehensive and up-to-date The Emergency Plans should include the following
1 Emergency Plans that are specific to the terminal. elements:
 emergency management structure for the
terminal
 linking arrangements with national authorities,
local administration, local emergency services
 identification of roles, responsibilities and
training requirements of personnel, including
alternates
 contact details
 resource information
 an exercise programme
These Plans should be supported by formal
arrangements to facilitate the use of external
resources in an emergency and should include their
contact details.
1.2 The Emergency Response Plan addresses the full Scenarios within the Emergency Response Plan are
range of emergency scenarios and anticipated based on formal risk assessment and may include:
environmental conditions.
 fire and explosion at the terminal or a vessel
 major escape of flammable and or toxic vapours
 vessel grounding, collision or allision
 vessel breaking out from berths
 major port accidents with vessels, tugs, ferries,
etc.
 meteorological hazards e.g. hurricanes,
cyclones
 security breaches including terrorist activities
 earthquakes, tidal waves, tsunamis
1.3 The terminal has an Emergency Evacuation Plan. The critical elements of the Emergency Evacuation
Plan include organisation, control, communications
and the resources needed to put the plan into
operation.
Evacuation arrangements should take into account
a vessel alongside the terminal and its content
should be discussed and agreed with the Masters of
vessels visiting the terminal.
1.4 The terminal has a Spill Response Plan. Where applicable, the Spill Response Plan has As a minimum, the plan should include:
been developed in accordance with the IPIECA  Identification of an owner responsible for the Plan
Guide to Contingency Planning for Oil Spills to  a document control section which identifies copy holders
Water. and revisions
The terminal’s Spill Response Plan links to local,  precise scope, including operations, type of pollutants,
national and regional plans and is in accordance and a map of the geographic area
with government or other competent authority  description of the response strategy for the Tier 1
requirements.
response to cover all the relevant pollutant types
 identification of the spill response organisation
 spill risk assessment section that lists all credible spill
scenarios
 definitions of a Tier 1, Tier 2 and Tier 3 Spill. The
definition can be a combination of size, type of pollutant,
repercussions and impact to assist with the classification
of the spill.
 action check lists for members of the spill response
organisations
 health and safety guidance for spill situations
 spill size assessment guide
 reporting procedures required by the company/
authorities
 notification section including contact details
 inventory of Tier 1 clean-up resources
 location of Tier 2 and Tier 3 clean-up resources
 reference to location of hydrographic charts and
sensitivity maps for the scope of the Plan.
Terminals also need to ensure they know how the
government or other competent authority may expect it to
respond to spills away from the terminal (passing traffic), and
how far terminal “jurisdiction” extends.
1.5 The terminal is equipped to respond to a Tier 1 The inventory of response equipment is consistent Typically, Tier 1 response equipment maintained on site may
spill. with the equipment referenced in the Spill Response include:
Plan.
 Sorbent material (pads and booms)
Where applicable, Material Safety Data Sheets
 shovels and containers
should be available for each different type of
dispersant product.  PPE.
Procedures should ensure that all response
equipment is ready for immediate use.
1.6 Exercises of the Plans are undertaken on a Exercises address all aspects and locations of
routine basis. potential incidents including fire, spills and
emergency evacuations.
The outcomes of emergency exercises are recorded
and reviewed.
2.1 There is a formal documented programme of spill The programme includes notifications, table-top
2 response exercises for oil, chemical or gas, as exercises and equipment deployment.
appropriate. The results of exercises are documented to identify
any required follow-up actions and these are
effectively closed out.
The terminal maintains records of participants who
have been involved in emergency exercises.
2.2 Notification procedures and communication links The system should ensure there is 24-hour cover Available personnel should be detailed on a documented
for rapidly alerting the emergency response team that takes account of holidays and work-related rota/call-out list.
are tested through exercise. travel arrangements.
2.3 The results of emergency exercises are Lessons learnt are fed back into the planning
documented and analysed to identify lessons process and emergency plans are updated.
learnt.
2.4 Alternative members are included in planned
exercises.
3.1 Exercises are used to evaluate the additional Individual training needs are established as part of Individual training records should include details of additional
3 training needs of individual employees. the exercise review process. training resulting from participation in exercises.
3.2 The terminal has a designated emergency This may include a dedicated incident room with While the incident room need not be a dedicated room during
response control facility. facilities such as fax and phone connections, normal operations, in the event of an incident it should be
computer network points, a whiteboard, satellite or solely dedicated to the response activity.
cable television and video, where applicable. The location of the room and support equipment should be
identified in procedures.
3.3 The terminal participates in local and/or national Such exercises should test Tier 2 and 3 response
spill exercises. arrangements and may involve the terminal
participating in the exercises of other facilities within
the area.
3.4 Emergency Plans include processes for
interacting with the media.
3.5 An emergency exercise involving a visiting vessel The exercise should also involve third parties and
is carried out periodically. appropriate authorities.
4.1 Incident scenarios for exercises fully test the Exercises should provide a comprehensive test of
4 emergency plans. all personnel, equipment, communication and
mobilisation systems.
The exercises should include the participation of a
significant number of individuals and may involve
role players representing casualties, media
interests, lobbyists, etc.
4.2 Designated, authorised terminal personnel receive
media training to ensure accuracy and control of
media releases during an emergency.
13 MANAGEMENT SYSTEM REVIEW

AIM A structured process is used to verify the effectiveness of the management system.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has a procedure in place that The audit procedure covers the key steps in the
1 addresses internal audit requirements. process, including:
 the structure of the audit team
 the need to establish audit scope
 the requirement for audit results to be reported
to management as soon as possible
 procedures for the timely close-out of observed
deficiencies.
1.2 An internal audit plan is in place. The plan should ensure that the management of all
terminal activities is audited on a periodic basis.
1.3 All auditors have received formal audit training. Leaders of the audit team should have experience
in conducting audits.
1.4 Management review and monitor the effectiveness Management should ensure that sufficient
of the audit close-out process. resources are allocated and, if required, use
external support.
2.1 A standard audit format is used. The standard format includes appropriate terminal
2 and regulatory requirements and measures the level
of compliance. Comments and observations are
recorded.
2.2 Audits are performed in line with the audit plan. Where significant delay to planned activities has
occurred, measures are taken to bring performance
back into line with the plan.
2.3 Management sets an internal performance
standard for the time taken from completing the
audit to producing and distributing the report.
3.1 The terminal has a system that clearly The results of audits are recorded and deficiencies
3 demonstrates the status of recorded deficiencies tracked to ensure timely close-out. Regular checks
through to close-out. are made on the status of items. Deficiencies or
defects not corrected to the satisfaction of terminal
management will remain ‘open’.
3.2 The process alerts terminal management when
audit findings are not closed out within a defined
period.
4.1 Information from the analysis of management Managers review the results from the analysis to
4 audits is fed into a continuous improvement identify potential weaknesses in the terminal’s
process. management system. Improvements to the
management system are fed into the continuous
improvement process.
4.2 Terminal management identifies trends by The results of audits may be captured in a computer
reviewing formal analysis of audit results. database to identify common trends.
14 OPERATIONS AT BUOY MOORINGS [SUPPLEMENTARY]

AIM Appropriate procedures are established to ensure the safety of operations at buoy moorings.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 A terminal operating a buoy mooring (single or The terminal complies with accepted industry Accepted industry guidance includes the following
1 multi-buoy) has procedures in place to ensure guidance that address aspects of operation that publications:
compliance with established practices for include:  Guidelines for the Design, Operation and Maintenance of
operations and maintenance.
 safe operational practices Multi Buoy Moorings
 mooring equipment  Recommendations for Equipment Employed in the Bow
Mooring of Conventional Tankers at Single Point
 hose management procedures
Moorings
 integrity of mooring leg components of buoy(s)
 Single Point Mooring Maintenance and Operations Guide
 integrity of buoys and topside equipment
 Guide to Purchasing and Manufacturing Hoses for
 provision of spares.
Offshore Moorings
The guidance detailed elsewhere in this document
should apply to terminals operating a buoy mooring  Guidelines for the Handling, Storage, Inspection and
where appropriate. Testing of Hoses in the Field
 Guidelines for Purchasing and Testing of SPM Hawsers
1.2 There is adequate manoeuvring area and water The berth location (manoeuvring area, turning circle,
depth at the location of the buoy mooring to allow depth of water) should be suitable for the size of
safe operation of vessels at all stages of the tide. vessels using the berth.
The monitoring and control of local traffic operating
in the vicinity of the berth should be considered in
terminal operating procedures.
1.3 Procedures define how effective communication is Effective means of communication should be in
maintained between the terminal control room, place and include a secondary means.
workboats, tank farm, Mooring Masters and The secondary means of communication should be
tanker. clearly defined, understood and regularly tested.
Procedures should include arrangements for
stopping cargo transfer in an emergency.
1.4 Support craft and, if required, tugs are of sufficient The facility should be serviced by support craft that
size and number. are of a design and capability suited to the needs of
the terminal.
1.5 Hawser tension and angle is visually monitored A deck watch, or equivalent (CCTV), should be in NA
throughout the transfer operation. place to monitor the mooring hawser(s). MBM
1.6 Procedures are in place to prevent a tanker over- The requirement and use of a hold back tug should NA
running the buoy or hose string. be risk assessed.
MBM
2.1 Requirements for non-routine activities involving Non-routine activities could include the need to clear
2 visiting vessels are clearly established prior to hoses with water for maintenance purposes.
vessel nomination.
2.2 The exposure of personnel to potential hazards NA
when handling mooring lines on buoys has been SPM
formally risk assessed.
3.1 Hawser tension is monitored by the use of remote- NA
3 reading tension monitors. MBM

4.1 Consideration has been given to the use of cargo Such equipment may include double carcass hoses
4 transfer equipment that may provide improved and marine break away couplings.
environmental protection.
15 TERMINALS IMPACTED BY ICE OR SEVERE SUB-ZERO AIR TEMPERATURES [SUPPLEMENTARY]

AIM Procedures are in place that address issues associated with operations at terminals that are impacted by ice or severe sub-zero air temperatures.

STAGE KEY PERFORMANCE INDICATORS BEST PRACTICE GUIDANCE ADDITIONAL GUIDANCE


1.1 The terminal has procedures in place that address The terminal operating manual includes safety and The terminal operating manual will typically include the
1 ice management and the specific hazards and operational procedures related to operating in following:
requirements associated with operating in severe severe cold weather and ice conditions.
 Procedures for operating terminal equipment in the
sub-zero temperatures.
severe environmental conditions
 procedure to inform the vessel on environmental
operating limits which might affect cargo operations
 ice detection, tracking and forecasting
 ice threat evaluation
 ice routeing guidance in approaches to terminal
 ice alert procedures
 physical ice management, e.g. ice breaking, ice clearing,
iceberg towing.

1.2 The terminal is provided with equipment that is For example, the terminal provides transfer, fire-
suitable for operation in anticipated environmental fighting, lifesaving and first aid equipment suitable
conditions. for use in severe sub-zero temperatures and ice
conditions.
This should also include specific
equipment/machinery designated for removal of
excessive ice and snow accumulation that is
maintained available and ready for use.
Support craft should be suitable for operation in the
anticipated conditions.
1.3 Procedures require the selection of vessels suited Terminal requirements for vessel Ice Class notation, The procedure may include operating requirements for the
for operating in the anticipated environmental propulsion power and winterisation notation are vessel speed and manoeuvrability characteristics in ice.
conditions. specified.
1.4 Terminal procedures require that personnel are The terminal has procedures in place to protect Within these procedures, the following may be specified:
trained and equipped to cope with the anticipated personnel against risks to their health in severe sub-
 The duration of exposure to cold air temperatures for
environmental conditions. zero temperatures and ice conditions, including the
personnel, including verification that the manning level at
provision of appropriate PPE.
the terminal is sufficient
 the provision of basic training for all personnel.
1.5 The terminal's Spill Response Plan and the A Spill Response Plan is developed for various
Emergency Response Plan ensure that due scenarios while operating in ice conditions.
account is taken of issues associated with The pollution response equipment is located in
operations in ice and/or severe sub-zero accordance with the plan with the appropriate
temperatures. weather protection.
Emergency exercises are carried out in icy
conditions to determine the effectiveness of the
emergency response plan.
1.6 The terminal has ready access to up-to-date Information on actual and forecasted conditions
weather and ice forecasts. should be passed to vessels pre-arrival and
throughout the vessel's stay at the terminal.
2.1 The Terminal has a system in place to verify the The Ice Management Plan is regularly reviewed and
2 effectiveness of its Ice Management Plan and maintained up-to-date in order to reflect knowledge
related operating procedures. and experience gained at the location. A
responsible person is designated for the
implementation of the procedures outlined in the Ice
Management Plan.
2.2 The terminal procedure of scheduling arrival and The terminal operator's procedures should ensure
departure of tankers takes into account ice that the arrival of tankers is scheduled and includes
conditions and severe sub-zero temperatures to allowance for early departure of the tanker if a
avoid besetting. danger of besetting arises.
2.3 Regular inspections of all safety-related systems A written procedure accompanied by a check list is
exposed to extreme temperatures are undertaken in place for the regular inspections of all safety-
to ensure their ready availability. related systems during the exposure to extreme
temperatures to ensure the effectiveness of the
precautions being taken.
3.1 The terminal has access to an ice detection The ice detection system provides an adequate ice
3 system to facilitate the identification and tracking detection and forecasting capability for the expected
of all potentially hazardous ice features or ice ranges of environmental conditions and visibility.
situations.
3.2 The terminal has access to resources for
conducting icebreaker escort navigation.
3.3 The terminal maintains records of ice operational Records include ice conditions, vessel performance
experience for use when evaluating performance. including tugs, safe speeds and distances.
Performance data is routinely reviewed and
procedures updated.
3.4 Terminal procedures specify requirements Approach routes to the terminal should be risk
necessary for safe navigation in the approaches to assessed to identify potential hazards, including the
the terminal and mooring in ice conditions. risk of besetment, and vessels advised accordingly.
4.1 The terminal actively shares operating experience
4 with other terminals operating in similar conditions.