Achieving TMSA 3 Compliance for Elements 1, 2, and 3

ShipNet discusses TMSA3 elements: Leadership & the safety management system, recruitment & management of shore-based personnel and wellbeing of vessel personnel

There is increasing pressure on tanker companies to ensure safety compliance through TMSA 3, where the program encourages companies to asses their safety management systems against key performance indicators while providing a minimum expected level (as well as three additional levels) of increasing best practice guidance.

Continuous improvement of Ship Management Systems supported through developed phased improvements, determined from self-assessment and audit results. Tanker companies are encouraged to perform regular self-assessment reviews and compare results against TMSA key performance indicators to implement improvement plans. Tanker companies then must align their policies and procedures with industry best practices to achieve performance improvement alongside high standards of safety and pollution prevention.

Here at ShipNet, we have made it easier for tanker companies to meet compliance standards laid out in TMSA 3 through the deployment of our Safety XE application as well as our planned maintenance module from our Technical XE application.

Through a series of four articles, we intend to discuss each of the 13 key elements of TMSA 3 and show how ShipNet can help support tanker companies with each element.

Below we get things started with the first three elements of TMSA 3 which are:

  1. Leadership and the safety management system
  2. Recruitment and management of shore-based personnel
  3. Recruitment, management, and wellbeing of vessel personnel

1st Element – Leadership and the safety management system

The 1st element relates to the leadership’s ability to navigate the company into achieving organizational excellence efficiently and safely. Commitment from the leadership is paramount for any safety management system to meet TMSA 3 standards and key performance indicators.

Leaderships are responsible for defining policies, procedures & best practices and ensuring effective communication, are fully understood and are implemented across the fleet while tracking improvement recommendations.

How can ShipNet help with the 1st Element of TMSA 3?

The ShipNet One Document Control System is the central repository for all policy and Safety Management System documents which are synced across the fleet keeping everyone appraised of the latest versions.

Leadership can establish and share critical policy documents across a maritime organization with the ability to produce clearly defined roles and responsibilities, ensure roles within the shore organization and fleet are altered and have easy access to policies, and assign mandatory readership and acknowledgments ensuring all personnel is kept up-to-date.

Departments can communicate in a process-based manner within the ShipNet platform to review, revise, approve, and sign in the changes into the document system.

Leadership can share best practices and information among the fleet using fleet circulars and perform annual management reviews and discuss further improvements to the Safety Management System from the ShipNet solution while effectively ensuring regular reviews of documents are carried out for the SMS and company policies by monitoring dashboards.

2nd Element – Recruitment and management of shore-based personnel

Recruitment and management of shore-based personnel

The 2nd element must establish a process for the appointment and qualification of shore-based personnel. TMSA recommends that when staff retentions rates are below 70% that the reasons be determined, and improvements are made to develop a dynamic and committed workforce across the company.

It is vital that a high-quality well-documented promotion process is implemented and that maintained records verify compliance to STCW working hour requirements. Additionally, Manning needs are assessed, and extra officer and riding crew provided. Unannounced shore-based D&A checks are carried out annually and monthly in addition to the pre-joining D&A checks, alcohol checks, post-incident testing procedures, and defined complaints procedures which are all required to be carried out.

How can ShipNet help with the 2nd Element of TMSA 3?

The ShipNet Planned Maintenance module provides leverage and compliance for the recruitment and management of shore-based personnel by providing:

  • A promotion process that can be configured in the system, based on customer requirements.
  • The ability to keep track of work and rest hours and generating non-conformity alerts during job planning through the deployment of the work-rest hour module (through our strategic partnership with SHIPMATE).
  • Record vessel DA test results and link to seafarers’ profiles for further reference through the SHIPMATE (Strategic Partner) module.
  • The ability to record disciplinary actions in employment notes in the SHIPMATE (Strategic Partner) module.

3rd Element – Recruitment, management, and wellbeing of vessel personnel

Recruitment, management, and wellbeing of vessel personnel

The 3rd element focuses on the required processes & best practices for the development of a tanker company’s crewing policy & strategies concerning the recruitment, management, and wellbeing of vessel personnel. Best practices are achieved through monitoring, training, and providing appraisals and medical screening of crew members while running safety drills and annual audits of agent premises, this leads to company procedures being adhered to in daily operations and that staff efficiency and organizational goals are being met.

How can ShipNet help with the 3rd Element of TMSA 3?

The ShipNet Planned Maintenance module provides leverage and compliance for the Recruitment, management, and wellbeing of vessel personnel by providing:

  • Defined rank wise processes in the recruitment module of SHIPMATE (Strategic Partner).
  • The document requirement matrix which is defined within the platform, enabling documents to be checked when personnel is planned/signed on to a vessel, providing alerts when gaps are recognized.
  • The provision to enter the manning scale. If the crew complement goes below the safe manning requirement, alerts are generated.
  • Appraisals that can be configured (as per requirements) with their workflows defined in the system.
  • Retention rates calculated by the system automatically based on the interbank formula.
  • The provision for recording the attendance of the seafarers to seminars conducted by the company through SHIPMATE (Strategic Partner).

In our next article we will review the 4th, 5th and 6th elements of TMSA 3 which focus on vessel reliability and maintenance, navigational safety and technical operations, and how the ShipNet Technical XE Planned Maintenance Module can help with compliance, so stay connected.

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Basujit Chakravarty
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