FOM 1.1	Fleet Operations Manual General Operational Reporting	Doc No.: FOM 1.1 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1.0 APPLICATION

This document applies to all employees in the company.

2.0 PURPOSE

The purpose of this document is to set forth instructions for management and control of records in the office. Management and control of records onboard ships are referred to business area specific procedures.

3.0 RESPONSIBILITIES

3.1 Master

Reporting to Vessel Manager for:

• Ship's movements
• Operation
• Condition
• Maintenance
• Performance monitoring
• Safety
• All incidents and accidents
• Other situation or conditions
• Coordinating with Senior Officers and Vessel Manager to ensure timely and accurate reporting

3.2 Senior officers

• Reporting and providing information to the Master as required by this document

4.0 REPORTING TO COMPANY

4.1 General

Email - used for all routine reporting and communication. Frequency - once per day

Company staff may be contacted:

• Via phone or fax for any non-urgent and routine communication during weekday office hours (09:00-18:00 local time)
• Vessel Manager or Superintendent may be contacted after office hours by phone

4.2 Reporting of injuries, incidents and accidents

Master must:

• Submit initial notification using HSSEQ 17 – Preliminary incident report
• Report, coordinate
• Refer to the following for further details:
• ECP Matrix
• FOM 10.3 Accidents, incidents and hazardous occurrences
• Use forms below for reporting:

S/N	Type of Incident	Documents to be Sent to Office	Addressed (As Applicable)	Keep in Copy (CC)
1	Personnel injury incident	HSSEQ-16, CRV-09 Doctor’s reports	Technical Superintendent & Marine Superintendent	HSSEQ dept, DPA, Managing Director, Tech Director, Crewing Officer, FLP dept
2	Environment incidents	HSSEQ-16		HSSEQ dept, DPA, Tech Director, Managing Director
3	Hull damage / Machinery damage incidents	HSSEQ-16		HSSEQ dept, DPA, Tech Director, Managing Director
4	Cargo contamination & other related incidents	HSSEQ-16		HSSEQ dept, DPA, Tech Director, Managing Director
5	Other incidents (e.g. any Hazardous occurrence)	HSSEQ-16		HSSEQ dept, DPA, Tech Director, Managing Director
6	Security incidents	HSSEQ-16		HSSEQ dept, DPA, Tech Director, Managing Director, Company Security Officer

4.3 Audits and inspections

Master must:

• Refer to FOM 1.7 Shipboard inspections for further instructions
• Send all reports as listed below

4.4.1 Tanker vessels

Table 1. TANKER - Audits and inspections

Type of Inspection	Documents to be Sent to Office	Addressed // To	Keep in Copy // CC
SIRE inspection	Original report / Completed INSP-03	Technical Superintendent & Marine Superintendent	HSSEQ dept, DPA, Tech Director, Managing Director
CDI inspection
Terminal or any other commercial inspection
Port state inspection	Original report / Completed INSP-03	Technical Superintendent & Marine Superintendent HSSEQ dept	HSSEQ dept, DPA, Tech Director, Managing Director
Flag state inspection/ ITF /MLC inspector	Original report / Completed INSP-03
External audit (ISM/ISPS/ISO/MLC)	Original report Original report / Completed CAP from-A3
Internal audit (ISM/ISPS/ISO/MLC)	Completed A1 / A2 and Form A3	Marine Superintendent & HSSEQ dept	HSSEQ dept, DPA, Tech Director, Managing Director

4.4.2 Bulk carriers including general cargo

For all Safety / PSC / Marine / Operations / Cargo / Any issues in port / Any reporting to PSC, Flag, Class etc., ensure to copy Marine & HSSEQ dept.

4.4 Routine reports

Master must: Primary - Comply with FOM 2.3A - forms, filing and distribution.

Refer to table below for guidance.

Table 3. Guidance for routine reporting

SN	Type of Report	Frequency	Documents to be Sent to Office	Addressed To // CC
1	Vessel position – Noon/Port/Arrival/Departure	Daily at noon OR as per arrival departure status	Email format	To – Vessel TSI/MTSI CC – Technical Director CC – Owners CC – Charterers
2	Cargo related – Hold/Tank cleaning, voyage cargo information, port log, terminal issues	Every voyage dep- Load port, pep-discharge port	As per FOM 2.3A	To – Vessel TSI/MTSI CC – Technical Director
3	PMS – Maintenance, plan, and technical defects	Weekly	DSM	To – Vessel TSI CC – Technical Director
4	Near miss, STOPER card Monthly safety, Addendum to monthly safety, Sharing of good practices	Monthly	DSM portal OR HSSEQ21/27/20	To – Marine Supt. CC – HSSEQ dept
5	HVPQ - Tankers	Monthly or as requested by vetting team. For new tankers – within 1 week from management takeover	OCIMF-HVPQ	To – MTSI
6	Lubrication oil ROB	Monthly (31/03-30/06, 30/09-31/12) or as per FG request		To – Vessel Manager CC – Fleet Group Manager
7	Crewing matters – Payroll, sign on/off, accounts	Monthly or as requested / Every crew change	As per FOM 2.3A	As per standing instructions from crewing/manning agency. Please check with Crewing Executive in charge
8	Master system review	All manuals to be completed in a Year	DSM portal or HSSEQ-19	HSSEQ dept

5 REPORTING TO OWNERS AND CHARTERERS

5.1 Routine matters

Masters are advised that all problems, incidents or any unplanned events (however minor they may appear) are to be reported to Company for remedial action and attention as soon as practicable after discovery. Company office will then advise the owners or charterers except in routine matters, where the Masters may inform the owners or charterers directly but copy Company in on the message.

Master:

• Is authorised to report the following to the owners:
• Daily position reporting.
• Port arrivals and departures.
• Deviations from planned voyages (weather, breakdown, piracy, distress call assistance, etc).
• Summarised departure cargo information and port log.
• Any deviations from planned and approved cargo procedures (stowage changes, shortages, loading/discharge sequence changes, etc).
• Tank hold cleaning difficulties including any non-acceptance of nominated tanks or holds.
• Any difficulties experienced with terminal representatives, cargo surveyors, stevedores and stevedores “safety officers”, receivers, shippers, oil major vetting inspector and agents.
• Other messages as required by charterer parties.
• Must inform the owners or charterers directly but copy Vessel Manager in on the message.

5.2 Non-routine matters

Master must:

• Report to Vessel Manager immediately and Vessel Manager will report to owners or charterers.

6 REPORTING TO FLAG STATE, CLASS SOCIETY, OTHER AUTHORITIES

6.1 General

Masters / Company has an obligation to report immediately to the Flag state and/or Class society (as applicable) the following items:

• All Incidents / Items are required under the Flag State rules. Individual flag state rules should be referred to confirm each Flag State reporting requirements.

Note:

See “Circulars and Alerts” for additional flag state information. Contact Vessel Manager or Marine Superintendent if further details are required.

• Any sub-standard condition or breakdown of any equipment listed in the Cargo Ship safety Certificates (Form E and Form R or Form C, as applicable); the International Oil Pollution prevention certificate (Form A or Form B, as applicable); International Sewage pollution Prevention: International Air Pollution prevention certificate and all other such certificates issued under the SOLAS, MARPOL, and other IMO conventions.
• If the Vessel is unable to meet any Flag rules or requirements (e.g., Safe manning requirement).
• Any Major Non-Conformity or Significant / Serious deficiencies which are hazardous to safety, health or the marine environment and cannot be dealt with on time.
• Major Incidents, Casualties, Personal Accidents & Serious Illness.

This listing is not exhaustive and the Master is advised to bring any matter thought to be important to the attention of statutory bodies such as Flag State / Port State whenever warranted. Masters are required to familiarize themselves with Flag State reporting requirements, including the specific forms to be used.

Master shall coordinate with Company for reporting to Flag State, Class, and other governmental agencies for reporting the above items.

6.2 Marshall Island Flag

Reporting to Administration for Marshall Island vessels prior to arrival at US ports:

• In accordance with RMI Marine Notice 2-011-20, all vessels entering US ports are required to submit a copy of the Notice of Arrival (NOA) to the Administrator at NOA@register-iri.cmo when submitting the NOA to the USCG. Repeated failure to submit a copy of the NOA to the Administrator may result in actions by the Administrator such as an additional audit of the vessel or the Company’s Safety Management System (SMS).
• All vessels arriving at US ports are required to list any non-operational equipment or systems on their NOA. Proactively listing inoperative equipment on the NOA and notifying the Administrator can often prevent adverse PSC actions. Failure to list non-operational equipment may result in an immediate ISM Code audit and/or a letter of warning to the Master. Repeated failures to report non-operational equipment may result in suspension of the Master’s RMI seafarer documents and/or an additional audit of the vessel or Company SMS.
• Prior to arrival in a US port, the Master and Chief Engineer shall complete, sign, and submit the Critical Items Checklist (MSD 340). Failure to complete the MSD 340 may be cause for suspension of the officers’ RMI seafarer documents and/or an additional audit of the vessel or Company SMS.
• Vessels shall submit the completed form MSD 340 to respective Fleet group vessel managers and MHSSEQ Superintendents. Once reviewed for satisfactory compliance, the form shall be submitted to inspections@register-iri.com by office personnel or by master under VM/MHSSEQ Superintendent’s guidance.

6.3 Panama Flag

6.3.1 Correction of deficiencies found in ASI for Panamanian Flag vessels

• All Masters must report corrections of deficiencies raised during Annual Safety Inspections (ASI) to the Panamanian Flag State Section within 30 days, as stated on the ASI Form, Page No. 8, via marsegur@amp.gob.pa.
• Actions taken to correct deficiencies found during ASI inspections must be sent, duly documented (pictures if required), as soon as possible to the section mentioned above.
• Correction of deficiencies must be reported using the format in appendix I of the Panamanian Merchant Marine Circular No. 201: “Monitoring and Correction of Deficiencies Reports” Form (F-IASI-01-01).

6.3.2 Correction of Deficiencies found in Panamanian Flag vessels

• All Masters, Company, and Recognized Organizations must report immediately to the Panamanian Port State Control Section all PSC inspections reports. Corrective actions must be documented and sent to the Panamanian Port State Control Section.
• The Recognized Organization must send the survey report to the Port State Control section when required by port state control officers.
• Deficiency corrections should be sent by Masters using the format in appendix I of Panama Merchant Marine Circular No. 172 “Correction of Deficiencies Reports” Form (F-JERP-02-01).
• Contact details: Phone: (507) 501-5092 / 501-5094 / 501-5033, Fax: (507) 501-5083, Email: psc@amp.gob.pa

6.4 Liberia Flag

• PSC inspection reports should be sent by the Master to pscfollowup@liscr.com as soon as practicable but no later than 48 hours after the inspection.
• Objective evidence of rectification for any issuance of code 17 should be sent prior to departure from port to Liberia Flag at DutyOfficer@liscr.com and Prevention@liscr.com.
• In case of detention, notify Liberia Flag immediately and send a copy of the PSC inspection report to DutyOfficer@liscr.com and Prevention@liscr.com.
• Office must send completed CAR to pscfollowup@liscr.com within 30 days of the inspection date.

6.5 Country specific reporting requirements

Master must:

• Obtain information from the local agent, guide to port entry, circulars, and advisories and other publications.

7 REPORTING TO PORT AUTHORITIES

7.1 General port reporting

Master must:

• Seek the latest arrival/departure reporting requirement from appointed agents.
• Consider the following points when contacting agents at the port of call:
• Any local legal and environmental requirements
• Restrictions on transit – Draft/Air draft
• Ballast water exchange requirement
• MARPOL compliance measures – Fuel oil changeover ULSFO/HSFO/LSMGO, garbage, sewage control, sludge disposal
• ISPS – Security MARSEC level and crew –visitor control and gate list
• Health and free pratique – Disease control, local concerns on pandemic
• Port documents for inward/outward clearance

8 MONITORING REPORTS

8.1 General

Master shall monitor the extent and frequency of all scheduled reporting from the vessel using:

• FOM 2.3A - forms, filing and distribution
• Other similar approved software

8.2 Performance monitoring - vessel reporting module

Master shall ensure that the following is carried out:

• Vessel particulars updated.
• Charter party parameters updated as per the voyage details.
• Vessel daily noon reports updated daily and duly synchronized.
• Waste management system forms kept up to date with correct data.
• Daily email reports verified for any underperformance and compared with other sister vessels/group vessels to ensure the vessel is within the allowed range.
• Any discrepancy noticed must be reported to Vessel Manager and resolved at the earliest.
• Any issues or general feedback must be reported to technical support.

9 MANDATORY STATUTORY REPORTING

9.1 General

Master shall comply with mandatory reporting defined in international conventions or regulations.

9.2 SOLAS

Master shall refer to and comply with SOLAS regulation 11 and regulation 31 for mandatory reporting.

9.3 AMVER

Vessels participating in Automated Mutual Assistance Vessel Rescue (AMVER) shall report as per AMVER requirements.

CIRCULARS AND ALERTS

The Master shall ensure that all circulars, alerts, and other periodical and non-periodical documents are reviewed and shared with the crew. The Master shall acknowledge receipt and confirm that all necessary action will be taken (including ensuring that all SMS changes are understood and will be implemented). Send confirmation to both Group HSSEQ and the DPA.

FEEDBACK

In addition to the Master System review, the Master shall ensure that all feedback from all crew members is sent to HSSEQ. This is monitored by the DPA and necessary action shall be taken to ensure that feedback is handled in a timely manner and included in the management reviews where required.