3.1 REPORTING / PERFORMANCE MONITORING

3.1.1 Purpose

This procedure defines the methods and lines of communications to be used, and the actions to be taken by the Technical Department in relation to reports to / from managed vessels and the Owners in accordance with the Management agreements.

3.1.2 Applicability

This procedure is to be followed by the technical department in each of the ship management offices.

3.1.3 Responsibilities

The TD is responsible for the implementation of this procedure and ensuring clear lines of communication within the management organisation. The people responsible for carrying out various actions required by the procedure are named within the procedure.

3.1.4 Reports from the Vessel to the Company

The vessel’s Master is responsible for ensuring prompt dispatch of accurate reports to the management office according to the schedule and format laid out in the Check List: A31.

The reporting is designed to ensure regular communication with the vessel for operational / technical reasons and to ensure the well-being of the ship. The Technical Controller shall monitor the receipt of all routine communications and notify the TM of any problems in the vessel’s reporting. In case of a missing routine report, the Fleet Manager must be informed and the well-being of the ship should be established as soon as possible.

The TSI is to review all returned documentation for completeness and for any abnormal readings or trends indicating any change in the vessel's condition or performance. The TSI shall clarify any points with the Master, agreeing on corrective actions. The TSI is to verify implementation and, if applicable, check at the next Routine Visit.

Particular attention should be given to verifying speed/consumption figures against charter party figures, and technical performance against maker and vessel experience data as an indication of the vessel’s hull, plant, and machinery condition. The fleet cell shall also check that the vessel has sufficient bunkers, water, and food for the voyage, although the responsibility for this lies with the Master.

Reports from the vessel to the office are considered confidential and shall not be disclosed to third parties without specific approval from the management.

3.1.5 Reports from the Company to the Vessel

Technical, financial, and internal inspection reports regarding the vessel are to be sent to the vessel unless otherwise directed by the MD. They should not be disclosed to third parties.

All relevant Class quarterly survey listings, service bulletins, analysis reports, and technical information are to be sent to the ship as detailed in the Communications Chapter of the Company Operating Manual.

3.1.6 Reports to the Owners

Reports to the owners should comply with the details found in the Client’s Portfolio. Where applicable, the following guidelines should be used:

• a)Weekly Report: Weekly reports are to be made available to the owners.


• b)Monthly Report: Monthly reports are to be sent to the owners as required by the management agreement. This report is prepared by the TSI and Tech Accountant in a format agreed with the owner. The monthly report is to be sent to owners after approval by the TM and/or Director. The financial content of the report includes an Operational Cost Report, a General Ledger Analysis, and a Monthly fund request.


• c)Quarterly Report: Quarterly reports are to be sent timely to the owners for all vessels. This report is prepared by the TSI and Tech Accountant in a format agreed with the owner. The monthly report is to be sent to owners after approval by the TM and/or Director. All departments have a feed-in process for the quarterly report. The Master is to complete the Condition Report Section upon request from the Technical Controller. This report must contain a variance report between budgeted and actual expenditure, and if applicable, a forecast expenditure to the financial year-end.


• Annual Reports: Annual reports are to be sent timely to the owners for all vessels. They are to include all the elements covered by the quarterly report and, in addition, annual accounts if applicable. The reports are to be compiled by the Technical Controller, with the assistance of all departments and checked by the TSI and Fleet Manager. The Fleet Manager/Director formally approves them before forwarding to owners.

3.1.7 Technical Reports

a) Inspection Reports

Routine vessel inspections (A13) are to be carried out at the intervals set out in the management agreement and reports are to be compiled as per the vessel inspection section of this chapter. The inspection templates are vessel-type specific:

• Oil Tanker
• Chemical Tanker
• Gas Carrier

The inspections will normally be carried out by the TSI, and the report will be checked by the TM as appropriate before being forwarded to the owner. If applicable, the condition of the vessel can be graded against a set of parameters agreed with the owner.

b) Dry Docking and/or Major Repair Reports

During dry-docking or major repair periods, the TSI will send a daily progress report to the TM. These reports will include work progress information and any deviations from the original schedule, specification, or re-delivery date. Twice per week the report is to include a cost update against the original budget. The reports are to be written in a format and language suitable for direct transfer by the TM to the owner.

Soon after the dry-docking and/or repair work is completed, a closeout report including photographs is to be compiled by the TSI and forwarded to the owner after approval by the MD.

c) Service Engineer Reports

Reports from all attending Service Providers should be reviewed by the TSI or MSI Representative (as applicable), following which they may be forwarded to the vessel or other concerned parties as considered necessary.

3.1.8 Internal Reports & Meetings

The Technical Department is to produce or provide an input to a number of standard and routine reports, some of which will take the form of minutes of meetings.

a) Fleet Meetings

These meetings are to be held to review and update operational information of the fleet and to raise any subjects outside normal operations. The frequency should be quarterly but may be adjusted for local conditions by the Managing Director. The meeting is to be chaired by the Fleet Manager or designate. The minutes of the meeting will be taken by the Fleet Secretary.

The relevant superintendent is to provide the technical information for each of his vessels, outlining any current technical problems, intended major or statutory surveys, repair work and/or visits, and reporting on the vessel’s current performance where necessary. Major items reported shall be replayed at the Fleet Manager’s Meeting.

b) Weekly Manager Meeting Minutes Report

The meeting is to be chaired by the Director or designate. Minutes for the meeting should be taken and circulated. The relevant Fleet Manager is to provide the technical information for each of his vessels, outlining any current technical problems, intended major or statutory surveys, repair work and/or visits, and reporting on the vessel’s current performance where necessary. Any specific instructions arising from the meeting are to be emailed to the parties concerned.