SAFE SHIP

MANAGEMENT
Your guide to entry

MARITIME NEW ZEALAND

Safe, secure and clean seas
Maritime New Zealand (MNZ) is a Crown entity and reports to the Minister of Transport. Established in 1993 as the Maritime Safety Authority, the organisation was renamed Maritime New Zealand in July 2005 to better reflect a wider role of environmental protection and maritime security, in addition to its focus on safety. About 150 MNZ staff work throughout New Zealand, with most based at its office in Wellington. The Marine Pollution Response Service in Auckland has a team of 8 core staff, and 25 staff are based at the Rescue Coordination Centre New Zealand in Lower Hutt. MNZs roles and responsibilities cover a wide range of maritime activity, including: accident investigations aids to navigation commercial vessel safety international vessels marine pollution response maritime radio maritime security recreational boating safety search and rescue. For more information, visit the MNZ website at: www.maritimenz.govt.nz
Published by

Maritime New Zealand Level 10, Optimation House 1 Grey Street PO Box 27006 Wellington 6141 New Zealand

Copyright Maritime New Zealand 2009

Contents
PART

1 2 3 4 5 6

What is SSM? The steps into SSM Your responsibilities 10 golden rules of a SSM system Contacting Maritime New Zealand Other information and resources

2 5 8 13 17 20

PART

PART

PART

PART

PART

Please note
The information provided in this booklet is intended to give a broad description of the safe ship management (SSM) system. It should not be relied on as your sole guide to the requirements of SSM. Please refer to the relevant maritime rules for technical standards and operating procedures. You can also seek guidance from MNZ staff.

PART

What is SSM?

Safe ship management (SSM) is the name for a safety management system for commercial vessels. SSM is the way to ensure that the vessel and people on board stay safe. It was established by Maritime Rule Part 21 and is administered by Maritime New Zealand (MNZ).

Section 2 of Maritime Rule Part 21 sets the framework for the SSM system. This framework must be followed to maintain safety on most New Zealand domestic vessels. Other maritime rules such as the 40 series also give guidance to assist with SSM standards. Section 1 of Maritime Rule Part 21 sets the framework for international safety management systems (ISM) and how SSM applies to New Zealand ships which do not proceed beyond restricted limits, fishing ships, and ships less than 45 metres in length and less than 500 gross tons that go beyond restricted limits but are not subject to SOLAS. SOLAS is an international convention that applies to large ships. SSM requires vessel owners to be responsible for safety and pollution prevention in the day-to-day operation of their vessels. The SSM system aims to ensure that all aspects of the operation remain fit-forpurpose and include systems for hazard management, crew training and for maintaining the condition of the vessel. These must all be detailed in a SSM manual, which must be developed by individual vessel owners to be specific to their vessels. The checks and maintenance work specified in the manual and maintenance plan have to be done as scheduled, and recorded in a logbook (or similar) to show that vessel safety is being managed throughout the year, not just on survey day.
Another way of describing SSM is to compare it to looking after your vehicle. SSM is like the warrant of fitness, registration and instruction manual for your commercial vessel.

How does SSM work?

The underlying principle behind SSM is that safety on vessels is best achieved when the owners/skippers and crew of vessels take responsibility for safety. Each vessel and its operation is different, so a customised approach for the particular circumstances on the vessel is believed to be more likely to deliver safety around-the-clock. A customised approach also makes sure that there is a paper trail that can be audited and checked.

The benefits of this approach for vessel owners are that owners:
achieve self-regulation and take responsibility for a safe working environment make a commitment to quality and achieve efficient business models have a safety system specific to each vessel to help keep the vessel and the people on it safe ensure all their obligations under the Maritime Transport Act 1994 and Health and Safety in Employment Act 1992 are covered.

The concept of SSM is made up of two fundamental parts:

1. Survey inspections of the vessel and its equipment by a surveyor. 2. Audit checking by a qualified person of the safety system documents, eg the SSM manual.

What are surveys and audits?

When you join the SSM system you are committing yourself, the vessel and all on board to the responsibilities contained in the maritime rules, marine protection rules, Maritime Transport Act 1994 (MTA) and the Health and Safety in Employment Act 1992 (HSEA). Maritime rules specify a vessel survey, usually at a 2- and 4/5-year interval. This ensures the physical vessel and its equipment remain in good condition. It is the equivalent of a vessels warrant of fitness and must be carried out by a recognised marine surveyor. The rules also specify that audits are carried out at regular intervals. Several parties are currently required to undertake audits. SSM companies will audit your system 6 months either side of your 2-year out of water survey. MNZ will conduct an audit or compliance check after the issue of your new SSM certificate (no later than 6 months from the date of issue). The owner is also required to conduct regular self audits on their system. The purpose of the audit is to verify that the on board documented systems are being followed and you are doing what they say you will do. These systems will ensure the safety of all on board will be maintained. Charges apply for all SSM company services, and you should be aware of the level of charges before you sign a contract for these services.

Benefits of SSM
Check 4

SSM is for you if you want to:

Operate commercially for hire or reward. Ensure your vessel is maintained in a sound and resalable condition. Provide a safe working environment. Reduce vessel breakdowns. Note, if your vessel is under 6 metres and you wish to operate as a commercial diving or fishing vessel then you may choose to enter into a safe operational plan (SOP) system or come under the SSM system. Contact MNZ, a SSM company, or surveyor for further information. Jet boats and rafts if operating for hire or reward are also required to comply with the maritime rules. Contact MNZ for further details.

So, what do I need to do?

1. Read all the provided material. 2. Contact MNZ or a SSM company for further advice or resources if required. 3. Follow the steps given in Part 2 of this booklet.

PART

The steps into SSM

Where does your vessel fit?

Choose your safe ship management (SSM) company. See enclosed list, visit www.maritimenz.govt.nz, or call 0508 22 55 22.

Discuss the scope of work.

Register vessel for nationality if applicable.

Establish and obtain all required maritime qualifications and certificates, including for radio and safety equipment.

Correct all identified corrective actions and gain a fit-for-purpose certificate.

Construct a customised SSM manual and have surveyor approve maintenance plan and safety equipment list. MNZ has templates to assist with this.

Draw up and sign the contract with the SSM company (membership document).

Is your vessel an existing or a new build?

Establish if vessel has or requires design approval.

Existing

From MNZ approved naval architect go to www.maritimenz.govt.nz

Obtain design approval.

New build

Ensure you have addressed all health and safety requirements in the operation.

Get your SSM certificate. Ensure copy is displayed on board vessel.

Begin operating commercially. Ensure SSM manual is customised and working.

Obtain design approval or letter from SSM company stating design approval is not required.

Present vessel for initial inspection by SSM surveyor.

SSM company obtains MNZ number for vessel.

Build vessel under survey. Under supervision of MNZrecognised surveyor go to www.maritimenz.govt.nz

Present vessel to MNZ for inspection before expiry of compliance check date on SSM certificate.

Present vessel for 2- and 4/5-year surveys and the mid-term system audit.

Ensure the SSM certificate remains valid and displayed on the vessel.

Close out any corrective actions within agreed timeframe.

Please open

PART

Your responsibilities

Owner responsibilities
Comply with all applicable legislation (see page 12).

Under SSM the owner must:

Be a member of an approved safe ship management (SSM) company. Provide resources and support for the skipper in matters related to the safe operation of the vessel. Ensure logbook is maintained. Ensure the SSM manual is vessel specific, the skipper and crew are complying with the procedures within the manual, and effectiveness is evaluated, verified and reviewed. Maintain an accident register containing records of every accident, incident and near hit. Confirm that the skipper and crew hold appropriate qualifications as specified in the mandatory rules and regulations, and have the required skill to perform their duties safety. Ensure all personnel involved with the owners Safety Management System have adequate understanding of relevant mandatory rules and regulations. Have a valid SSM certificate displayed prominently on the vessel at all times. Maintain vessel in a fit-for-purpose condition at all times.

Under the Health and Safety in Employment Act 1992 (HSEA) the owner must:
Ensure hazards are identified then eliminated. If elimination is not possible, then isolate or minimise. Provide a safe working environment. Confirm training and supervision provided is appropriate and training records are maintained (Section 13 of HSEA). Provide opportunities for employee participation (Part 2A of HSEA). Provide safe working clothing and equipment (Section 10 of HSEA).

Skipper responsibilities
Comply with all applicable legislation (see page 12).

Under SSM and HSEA the skipper must:

Be responsible for the safe operation of the vessel, the safety and well-being of all passengers and crew, and the safety of cargo carried. Verify all personnel employed on board have adequate training to carry out their duties safely. Ensure all systems for health, safety and pollution prevention contained in the SSM manual are implemented. Work at continually improving these systems. Ensure all personnel employed on board have seafarer qualifications as required by the applicable maritime rules and specified in the SSM manual. Ensure the logbook is correctly maintained and all training and drills are conducted and recorded. Ensure all accidents and incidents are reported to MNZ and the SSM company as soon as practicable. For serious harm injuries supply a written report to MNZ within 7 days. Ensure all safety drills are conducted in line with the schedule mentioned in the SSM manual. Have final authority to control the vessel while in command, and to maintain discipline of people on board.

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Search and rescue (SAR) contact person responsibilities

Comply with all applicable legislation (see page 12).

Under SSM the SAR contact person must:

Have a clear understanding of their responsibilities to carry out the duties of a SAR contact person. Have a mutual agreement with the vessel owner/ skipper as to the procedures to follow during an emergency. Be a shore-based person. Monitor the vessels movements and activities on a regular basis. Have emergency contact details at hand.

Crew responsibilities
Comply with all applicable legislation (see page 12).

Under SSM the crew must:

Participate in all training provided by the vessels owner and skipper. Participate in the Safety Management System of the vessel.

Under HSE the crew must:

Ensure that no action or inaction while at work causes harm to any other person. Be aware that they may refuse to perform work that is likely to cause serious harm (Part 28A of HSEA). Participate in good faith as required by Section 19C of HSEA. Participate in the process for identifying hazards. Take all practicable steps to ensure suitable protective clothing is worn, and that suitable protective equipment provided by the employer is used.

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Legislation involved for SSM

Maritime Transport Act 1994 (MTA)
Section 17 of the MTA requires participants to comply with maritime legislation including any regulations and rules made under this Act. A participant is anyone who does anything for which a maritime document is required.

Health and Safety in Employment Act 1992 (HSEA)

This Act sits alongside the MTA. It requires employers to take all practical steps to ensure the safety of employees while at work and also puts responsibilities on employees.

Maritime Rules
These rules contain technical standards and procedures at an operational level. They prescribe requirements for ship design, construction, equipment, crewing, shipboard operations and tonnage measurement, and for the carriage of passengers and cargo.

Marine Protection Rules

These rules aim to prevent the disposal of waste and marine pollution from ships.

Ship Registration Act 1992

Some vessels are required to comply with applicable provisions of this Act.

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PART

10 golden rules of a SSM system

These golden rules are based on the 10 core elements of a safe ship management (SSM) manual. MNZ requires all operators to construct and follow their own SSM manual. This is effectively the vessels instruction book and must be relevant and up-to-date at all times. The SSM manual must give details on the following 10 golden rules and how you will implement, follow and improve these rules within your operation. MNZ has developed some easy-to-use templates that can assist operators construct their own SSM manual. Further information and SSM manual templates with supporting material are available from MNZ.

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1Get the basics right

the general requirements

It is your responsibility to design your vessel-specific SSM manual. As owner/operator you are responsible for designing procedures that are specific and appropriate to your operation. MNZ has templates to assist with this. Your SSM manual must contain the following basic information: vessel information and owner/operator details a SSM policy and responsibilities a marine environmental policy a record of agreement to verify that all on board have read and understand the system search and rescue (SAR) contact person details SSM company membership.

3 Run a safe operation

This is about having safe work practices and procedures in place to prevent injury to people or damage to property or the environment. Your SSM manual should contain the following basic information: (if applicable) bar crossing information watchkeeping and standing orders trip reporting and planning in-port checks pre-departure checks at-sea checks stability fatigue management and other human factors.

2 Keep your ship safe

Your SSM manual should contain the following basic information: an approved maintenance plan a service schedule a survey and audit schedule a safety equipment list. Optional: a vessel equipment and machinery list.

4 Manage your hazards

Health and safety is a major component of SSM and is a vital part of the safe operation of any vessel. You need to abide by the Health and Safety in Employment Act 1992 at all times. You must identify all hazards in your operation and determine whether they are significant or not. Your SSM manual should contain the following basic information: a hazard register with controls for significant hazards an accident register a visitor record warning signage.

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5 Prepare for
emergencies
You must be prepared for every emergency situation and have the right serviced equipment and procedures in place to deal with your relevant emergencies. Your SSM manual should contain details on how you will deal with the relevant emergencies such as: fire man overboard collision grounding abandon ship loss of engine power or steering loss of sails and rigging medical emergency pollution fuelling drills. Emergency drills and records are also a requirement of SSM to ensure all are prepared for an emergency.

Provide induction, training and supervision for your skipper and crew
Your SSM manual should contain the following basic information: skipper and crew training records (if you have crew) crew induction records (if you have crew) passenger and/or visitor safety briefing information or procedures (visitors book).

7 Review your

procedures regularly
Reviewing your SSM manual regularly is vital to ensure that all the procedures in it still work as intended. There are two types of review: Your SSM manual should contain results and information on: internal reviews external audits. To assist you keep track of all the paperwork you should have a: key checklist and review form for document control (see MNZ SSM templates). This is effectively an index and contents process for your system corrective actions records.

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Fill in your logbook

10 Display your SSM

There are two parts to the documentation you need for an effective SSM system: your SSM manual a logbook or suitable diary. The logbook/diary is used to record when checks and procedures contained in your SSM manual have been carried out.

certificate prominently on your vessel

Anyone who works or travels on your vessel must be able to check that the certificate is valid, see the operational limits set on the vessel, and be assured that the vessel is operating legally and to a safe standard.

Keep all relevant paperwork in your SSM manual

Keep all your documents, certificates and papers in clear pockets inside your SSM manual. Examples of paperwork that should be kept are: all relevant certificates (loadline, minimum safe crewing document, exemptions etc) current certificate of compliance or SSM certificate fit-for-purpose certificate copies of qualifications and training records of all crewmembers survey and audit records safety equipment maintenance records and certificates instructions and operating manuals.

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PART

Contacting Maritime New Zealand

Any questions you have about safe ship management (SSM) should be directed to MNZ or to your SSM company.

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Your key contact person at MNZ is the Technical Trainer, Safety Management Systems.
Other people within MNZ who look after SSM are the:
General Manager Maritime Services (responsible for oversight of the SSM system) Manager Safety Management Systems (for specific queries about your vessel and your fit and proper person requirements) Maritime Safety Inspectors (MSIs) at New Zealand ports Administrator Safety Management Systems (for SSM certificate queries) Safety Auditor Adventure Jet Boating (for jet boat queries) Safety Auditor Adventure Tourism (for raft queries).

MNZ regional offices

The regional offices are often unattended when staff are out visiting vessel operators, inspecting vessels, following up incidents and so on. It pays to phone first to make an appointment to see a maritime safety inspector.

WHANGAREI
Manaia House Rathbone Street PO Box 472 WHANGAREI 0140 PHONE 09 438 1909 FAX 09 438 1909

AUCKLAND
Level 2, Suite 6 20 Augustus Terrace Parnell PO Box 624, Shortland Street AUCKLAND 1140 PHONE 09 307 1370 FAX 09 309 3573

TAURANGA
Level 1, Nikau House 27-33 Nikau Crescent PO Box 5288 MT MAUNGANUI 3150 PHONE 07 575 2079 FAX 07 575 2083

For questions about qualifications and certificates contact the MNZ seafarer licensing team. All these people can be reached through the Wellington office. Contact Wellington office on:
FREEPHONE PHONE FAX EMAIL WEBSITE

NEW PLYMOUTH
Hutchen Place Port of Taranaki PO Box 6094 NEW PLYMOUTH 4344 PHONE 06 751 3131 FAX 06 751 4097

0508 22 55 22 04 473 0111 04 494 1263 [email protected] www.maritimenz.govt.nz

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NAPIER
NZWTA Building Cnr Lever & Bridge Streets Ahuriri PO Box 12012, Ahuriri NAPIER 4144 PHONE 06 835 4889 FAX 06 831 0008

DUNEDIN
1 Birch Street PO Box 1272 DUNEDIN 9054 PHONE 03 477 4055 FAX 03 477 9121

BLUFF
72 Gore Street PO Box 1709 INVERCARGILL 9840 PHONE 03 212 8958 FAX 03 212 8578

WELLINGTON
Level 10, Optimation House 1 Grey Street PO Box 27006, Marion Square WELLINGTON 6141 PHONE 04 473 0111 FAX 04 494 1263

PICTON
Mariners Mall High Street PO Box 301 PICTON 7250 PHONE 03 520 3068 FAX 03 520 3068

Other MNZ offices

Rescue Coordination Centre New Zealand (RCCNZ)
Level 6, Avalon TV Studios Percy Cameron Street Avalon PO Box 30050 LOWER HUTT 5040 PHONE 04 577 8034 FAX 04 577 8041

NELSON
Shipping House 36 Graham Street Port Nelson PO Box 5015 NELSON 7043 PHONE 03 548 2434 FAX 03 548 2998

Marine Pollution Response Service (MPRS)

755 Te Atatu Road Te Atatu South PO Box 45209 AUCKLAND 0651 PHONE 09 834 3908 FAX 09 834 3907

LYTTELTON
Level 1, Shipping Services Building Norwich Quay PO Box 17 LYTTELTON 8841 PHONE 03 328 8734 FAX 03 328 9423

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PART

Other information and resources

In addition to this booklet other information is available from MNZ including: Lists of:
SSM companies marine surveyors compass adjustors naval architects. Most of these resources are also available on the MNZ website at www.maritimenz.govt.nz

SSM templates
If you require assistance to update or construct a new SSM manual then MNZ templates are available. Contact the MNZ Technical Trainer on 0508 22 55 22 for these.

Publications providing information on:

health and safety buoys and beacons maritime radio operation lighthouses pollution certificates and documents bar crossing.

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2009