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RA for Sister Vessels
In the office, it was determined for which operations risk assessments were requested. These RA will be reopened according to the days that are defined in the risk level. Each risk assessment will be evaluated by one vessel. After the office has approved the risk assessment, it has to be distributed to all sister ships. In this context, it is determined which vessel has to reassess the risk assessment. The vessels use the risk assessment until the re-assessment is completed. If a new operation is created in the system and a risk assessment is required, the office has to request the RA for one vessel.
TAN-Structure: “RA-vessel (which created the RA or requested to do the next RA)-Year (RA was created)-Running number (per site)” → Example: RA-GTI-12-002 Status of Risk Assessments Regardless of the selected view you can check any time what is the status of each risk assessment – this is indicated by the Status Information on the top of the page as well as by the icon which is located in front of every RA-TAN. The legend of icons can be accessed via the menu „Actions“:
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Risk Matrix
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REVIEW BY OFFICE
Evaluation of Additional Measures If additional measures were defined these have to be reviewed and commented by the Risk Management Team in the office. There are four different statuses which can be assigned:
Approve – additional measure will be assigned to Audit & Inspect → upon approval of the RA, a new inspection item (= the additional measure) will automatically be created in the ZeeBORN A&I module under the inspection type „Risk Assessment“. This may refer to changes in the documentation, purchase/modification of equipment etc. A due date and a responsible person will be assigned to this inspection item and status can be tracked via the A&I Module respectively the link in the RA.
Existing – assigned risk level will remain, no further action → measure is already in place or procedure already existing in documentation.
Existing (Reassessment required) – RA will be returned to sender for reassessment
→ will be visible on board under new folder “Requested Re-Assessments” (see also point 3.2 Return for Reassessment). RA can only be approved once it is reassessed by the vessel.Reject – assigned risk level will be deleted → additional measure is rejected. Every status has to be commented by the office which can be seen by follow the link on the blue underlined status in the last column „Status/Comment“.
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Return for Reassessment
Office may decide to return the risk assessment to you for immediate reassessment. In this case you will see the RA under the new folder “Requested Re-Assessments”. The reason why the RA was returned is stated under the Status Information on the top of the page. Please adjust the RA as necessary and assess it again. Afterwards the folder “Requested Re-Assessments” will disappear again.
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Approval
Upon review and approval of the risk assessment by the office, either the same ship or another one will be assigned to do the reassessment (visible on the right side of the RA under „Next Assessment Data“).
According to the different risk levels, reassessments are planned to be executed in a defined time period (as per Safety Management System claimed) after initial assessment/reassessment dates.
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Versioning
Only currently valid risk assessment should remain for each operation. All former risk assessments will be saved in the history and links to those risk assessments are available on the bottom of each risk assessment under section „Older versions“.
A risk assessment is versioned 60 days before the reassessment by another vessel is becoming due. At this stage the risk assessment of the said operation will be re-opened for the vessel that is assigned to do the next review and a new TAN is generated accordingly. Versioned RAs can be accessed via the currently valid RA (saved in the history), via the search function or the report as per 6.2.2 Overview All Risk Assessments. DISTRIBUTION BY OFFICE Approved risk assessments can be distributed to the fleet using the Distribution features of the module (for read/review). Risk assessments that are specifically distributed for review will be allocated under folder “Review”. All other distributed risk assessments will be allocated under folder “Fleet Information”. A risk assessment under folder “Review” has to be reviewed by the vessel within a defined time period. On the right side under „Distributing Sites“ you will see the date of distribution by the office and the due date for review by the vessel. Once the RA is reviewed (Use button „Review“), also the review date will be saved and the RA is moved to folder “Fleet Information”. Once the risk assessment is completed (approved and distributed) it receives the status „currently valid“. All risk assessments with this status (i.e. own and distributed ones) are saved under folder “Fleet Information” until they are due for reassessment by another vessel. EXTRAORDINARY RISK ASSESSMENTS
Extraordinary risk assessments are conducted for non-standard shipboard operations and are consequently not included in the company specified review schedule. These extraordinary operations will usually be requested by a third party or the office. An extraordinary risk assessment is not subject to the regular intervals for reassessment. It will be reviewed/approved by the office on an urgent basis. Work process: Use „extraordinary RA“ on the upper left corner of the screen and select whether the RA is for an existing or a new operation. If you choose „new operation“ you will be requested to add details of this new operation in the following window. The operation will have the status [not approved] until review by the office. Upon assessing the risk assessment the system will ask you whether you want to send it immediately via data transfer to the office. If you click yes, a replication file will immediately be created and attached to an email. If you click no, the risk assessment will be moved under folder “Assessed” and this information will be transferred to the office with the next regular data transfer. Once approval is obtained from the office, the risk assessment will be located under folder “Approved”. The (2) next to the folder “Extraordinary” indicates one new approved RA.
The desired operation can be conducted and the corresponding risk assessment is to be closed [Use button „Close (extraordinary)“] by the vessel. Approve a new (extraordinary) operation An operation may be approved by the office and consequently be included within the standard operations (button „Convert EO Operation into normal Operation“ or general button „Manage Operation Requests“). It is also possible that an operation is rejected. However, the risk assessment at such is not affected by this decision, i.e. an operation can be rejected while the risk assessment is approved. Convert an extraordinary RA into a regular RA The office may consider an extraordinary risk assessment worth to be converted into a regular risk assessment which should consequently be included in the company specified review schedule (→ button „Copy to normal RA“ / assign vessel and due date for next assessment). The extraordinary risk assessment will keep the same status while it is copied to a new/regular risk assessment which will be allocated under the folder “currently valid” (on the same vessel) until it is due for assessment by the next vessel.
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USEFUL FUNCTIONS
Search (see General-Usage)
All own and distributed risk assessments are part of this search. Per default system will include older versions, description and hazards and measures, however, by removing the check-marks you may limit the search to title/TAN only. Versioned risk assessments are shown in grey/italic letters. If you Use „Go To“ you will be guided to the currently valid risk assessment where the versioned one is saved in the history.
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Reports
Under the „Reports“ menu you will find the following lists:
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Overdue Assessments
Showing all overdue risk assessments (if available).
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Overview All Risk Assessments
This report is showing all risk assessments that were ever created by your ship as well as the risk assessments from other vessels which were distributed to you by the office.
- Check-box „Assessed by selected Site only“ – showing only the risk assessments done by your vessel.
- Check-box „include history“ – also listing all versioned risk assessment shown in grey/italic letters. Use the button „Show Details“ and you can see the complete risk assessment. Show Operations without Risk Assessment Showing all operations that have not been assessed so far. From view of report the request of Risk Assessments can be handled.
Operations without Risk Assessment in selected time frame Showing all operations that have not been assessed in selected time frame. From view of report the request of Risk Assessments can be handled. Last executed Shows the last execution date of Risk Assessment for selected Operations and vessels.