Aditya S
Asst. Professor
Dept. Of Marine Engineering Ship Operation and Management
Unit -7 SHIP OPERATIONS
VOYAGE PLANNING
Passage planning or voyage planning is a procedure to develop a complete
description of a vessel's voyage from start to finish. The plan includes leaving
the dock and harbor area, the en route portion of a voyage, approaching the
destination, and mooring, the industry term for this is 'berth to berth'. According
to international law, a vessel's captain is legally responsible for passage
planning. The duty of passage planning is usually delegated to the ship's
navigation officer, typically the second officer on merchant ships.
Studies show that human error is a factor in 80 percent of navigational accidents
and that in many cases the human making the error had access to information
that could have prevented the accident. The practice of voyage planning has
evolved from penciling lines on nautical charts to a process of risk management.
Poor voyage planning and unchecked deviation from the plan can lead
to groundings, collisions and oil spills.
Passage planning consists of four stages: appraisal, planning, execution, and
monitoring. These stages are specified in International Maritime Organization
Resolution A.893(21), Guidelines For Voyage Planning which are, in turn,
reflected in the local laws of IMO signatory countries. The Guidelines specify
fifty elements of passage planning, some of which are only applicable in certain
situations.
The Guidelines specify three key items to consider in the practice of voyage
planning:
having and using a voyage plan is "of essential importance for safety of life
at sea, safety and efficiency of navigation and protection of the marine
environment,"
voyage planning is necessary for all types of vessels on all types of
voyages, and
the plan's scope should be based on all information available, should be
"berth to berth," including when under pilotage, and the plan includes the
execution and the monitoring of progress.
Voyage planning starts with the appraisal stage. Before each voyage begins, the
navigator should develop a detailed mental model of how the entire voyage will
proceed.[5] The appraisal stage consists of gathering and contemplating all
information relevant to the voyage. Much of this appraisal is done by
consulting nautical charts, nautical publications and performing a number of
technical tasks such as weather forecasting, prediction of tides and currents, and
checks of local regulations and warnings.[6]
Nautical publications are a valuable guide to local conditions and regulations,
but they must be updated and actually read to be of any use. [7] These
publications could include Sailing Directions and Coast Pilots or similar texts
produced by other authorities.
The next stage of the process is known as the planning stage. Once information
is gathered and considered, the navigator can begin the process of actually
laying out the voyage. The process involves projecting various future events
including landfalls, narrow passages, and course changes expected during the
voyage. This mental model becomes the standard by which the navigator
measures progress toward the goal of a safe and efficient voyage, and it is
manifested in a passage plan.
A good passage plan will include a track line laid out upon the best-scale charts
available. This track is judged with respect to at least nine separate criteria
given in the Guidelines including under-keel clearance, safe speed, air draft, the
use of routing and reporting services (TSS and VTS), and the availability of
contingencies in case of emergency.
Modern navigators often enter passage plans on electronic systems
The navigator will draw and redraw the track line until it is safe, efficient, and
in line with all applicable laws and regulations. When the track is finished, it is
becoming common practice to also enter it into electronic navigation tools such
as an Electronic Chart Display and Information System, a chartplotter,
an ARPA system, or a GPS unit.
When working in a team environment, the passage plan should be
communicated to the navigation team in a pre-voyage conference in order to
ensure that all members of the team share the same mental model of the entire
trip.]
The third stage of passage planning is the execution stage. The IMO was careful
to include execution as part of the process of passage planning. This
underscores the fact that the Guidelines list a number of tasks that are to
executed during the course of the voyage. It also reiterates the captain's
responsibility to treat the plan as a "living document" and to review or change it
in case of any special circumstances that should arise.
The fourth and final stage of voyage planning is the monitoring stage. Once the
voyage has begun the progress of the vessel along its planned route must be
monitored. This requires that the ship's position be determined, using standard
methods including dead reckoning, celestial navigation, pilotage, and electronic
navigation.
According to the Guidelines, the passage plan should always be available to
the officer on watch on the bridge. The Guidelines also specify that deviations
from the plan should be clearly recorded and be consistent with other provisions
of the Guidelines.
If a ship is scheduled for a long voyage, the deck and engine room departments
need to properly plan their duties for maintenance and operation of the ship. As
a responsible personnel of the ship’s engine room, the engineer has to
meticulously plan his duties (especially if he is a chief engineer) before the long
voyage starts. The planning of inspections, checks, maintenance of the ship’s
engine room needs to be done properly, considering the Planned Maintenance
System (PMS) and associated areas under the ISM code.
Shipping cargo from one port to another involves coordinated working of
several operations of both land and ship staff. One of the most integral parts of a
shipping operation is the cargo or voyage planning, which is mainly undertaken
by a navigational officer of a ship.
Voyage estimating. This is the activity earned out by owners, charterers,
shipbrokers, and/or charterers' agents, to determine the return for any potential
voyage on a voyage charter, after deducting, from the freight revenue, the
running costs and other expenses during the voyage.
The estimate finally gives the breakeven costs for a shipowner, beyond which
he negotiates a freight rate for the cargo on the voyage. The break-even freight
rate is convened to a "time charter equivalent" (TCE) so that a comparison can
be made by the owner between fixing the vessel on a voyage charter that is
offered or on a time charter.
The charterer uses voyage estimating in a somewhat different manner and for a
different reason. He can estimate what various owners who are offering their
ships to him will face in costs and what their likely break-even points will be, so
that he can begin negotiations from a lower level and find a cheaper vessel. The
compromise after long negotiations depends on how badly the charterer wants a
particular vessel and how much profit the owner desires. The final freight rate
is, of course, also influenced by what the market rates are for that particular
voyage.
A secondary use of Voyage Estimating is to compare the revenue with the total
costs for different voyages for the same vessel and for different vessels. This
may then assist with the management of the vessels.
Voyage Estimating is mainly carried out by the owners (or their brokers) who
know the actual running costs and can then make a reasonable estimate of the
port and other voyage costs based on their past experience or on information
from BIMCO in their publication "Port Costs".
Ship Passage Planning – Essential Steps
A ship’s passage planning involves 4 major steps/stages. They are as follows:
1. Appraisal
2. Planning
3. Execution
4. Monitoring
Each stage in the passage planning has its own importance and it is extremely
important to carry out each one of them with utmost care and up-to-date seamanship
to ensure a safe sail.
In the start, a rough estimate is made of the whole sailing process. Once the rough
plan is ready, it is further tweaked and modified/refined considering various details
obtained from charts, pilot book, weather routing etc. These processes are carried
out throughout the appraisal and planning stages.
In the next two stages i.e., execution and monitoring, the plan is used as a guideline,
and the sailing is executed taking into consideration various factors, both observed
and predicted.
Each aspect of passage planning has been explained in following page:
Appraisal
In this stage, the master of the ship discusses with the chief navigating officer
(usually the First Officer), as to how he intends to sail to the destination port. (In
some cases it may be required for the master to plan the passage).
Taking into consideration master’s guidelines, company’s guidelines, ship’s cargo,
marine environment, and all other factors that may affect the ship, the navigating
officer draws upon a general track, which the ship shall follow.
For the ease of planning, this plan is first laid out on a small scale chart, which is
later transferred to larger scale charts, and then minor modifications are made as
and when deemed necessary.
Planning
In this stage the intended courses of the ships are actually laid out on the charts of
suitable scale and all additional information is marked. The plan is laid out from pier
to pier, including the pilotage waters.
It is a good practice to mark dangerous areas such as nearby wrecks, shallow water,
reefs, small islands, emergency anchorage positions, and any other information that
might aid safe navigation.
In addition to the above mentioned things, is it advisable to layout the rate of turn for
waypoints and laying out of PI ranges for suitable objects, if any.
Reporting areas should also be clearly marked on the charts.
Execution
In this stage, the navigating officers execute the plan that has been prepared. After
departure, the speed is adjusted based on the ETA and the expected weather and
oceanographic conditions. The speed should be adjusted such that the ship is not
either too early or late at its port of destination.
Monitoring
A safe and successful voyage can only be achieved by close and continuous
monitoring of the ship’s progress along the pre-planned tracks. Situations may arise
wherein the navigating officer might feel it prudent to deviate from the plan. In such
case he shall inform the master and take any action that he may deem necessary for
the safety of the ship and its crew. This stage is a very important stage wherein all
the deck officers contribute their part to execute the plan. This calls for personal
judgement, good seamanship and experience.
While making a passage plan, the officer must keep in mind that the ship must
reach the destination safe by abiding to both local and international rules and
regulations.
Passage planning includes complete description of the ship’s passage which is
pre-prepared by an experienced deck officer of the ship. This is done to ensure
that the ship sticks to the required routes for reaching the port of destination
Mentioned below are 20 important points that needs to be considered
by the ship’s engineer before the start of the voyage:
1. Sound the Tanks: All important tanks such as fuel oil, diesel oil, gas oil,
lube oil etc. should be properly sounded to confirm that the actual figures match
with the log book figures. Soundings should be properly taken and noted down.
2. Plan for Expected Bunkers: Proper planning needs to be done by discussing
with other engineers on bunkers that have been scheduled during the
voyage. All safety precautions should be taken for carrying out bunkering at the
sea.
3. Check Voyage Plan for Expected Emission Control Areas (ECA): Check
the voyage plan to know what emission control areas the ship will be entering.
If the ship is going to pass through one, prepare for a Low Sulphur Fuel Oil
(LSFO) tank or ensure exhaust gas scrubber and similar machinery arrangement
are working fine.
4. Ensure Voyage Requirements: Check all engine room voyage requirements
are on board before the ship leaves the port. Engineer should also find out about
the consumption patterns of all important things and provide special instructions
to the concern people regarding the same. Also study the vessel’s sailing
program and plan the voyage accordingly.
5. Check Handling Over Report: Read the handing over notes of previous
engineer thoroughly and give extra attention to the remarks and systems that
have been recently repaired or considered troublesome.
6. Check Oil Record Book: Oil record book needs to be thoroughly checked.
Also ensure that all pages are signed by the chief engineer and master.
7. Check for Overdue Certificates and Surveys: In case the engine room is
schedules for overdue certification and surveys, make sure that the planning that
is to be carried out properly includes them.
8. Check Main And Auxiliary Machinery: The status and condition of the
main engine and auxiliary machinery should be assessed and all scheduled
maintenance jobs to be carried out are properly noted.
9. Record of Running Hours: Since machinery maintenance is on the basis of
running hours and time based, ensure that the record of running hours is
properly collected and checked.
10. Check For Spares: Check whether engine room inventory is updated and
minimum number of of spares are available on board at all times for carrying
out maintenance as per PMS. If required number of spares is not enough, then
indent should be raised at the earliest for the same.
11. Check For Stores: The ship should have all necessary stock of stores on
board. Inventory should be updated and requisition should be raised as soon as
possible when required.
12. Check For Pollution Prevention Equipment: Pollution prevention
equipment such as Oily Water Separator (OWS), Sewage Plant, Incinerator and
associated pumping systems are in order and working fine.
13. Check Special Areas And Sewage Discharge Laws: Check special areas
which will be crossed during the voyage and ensure all engine room personnel
know the MARPOL regulations. Also know all local regulations for sewage
discharge for coastal waters in the up-coming voyage including next port of call
and inform the engine room personnel about the same.
14. Plan Sludge And Waste Discharge: Calculate the estimated sludge and
bilge production that will be generated during voyage and plan for sludge
discharge in the next port of call accordingly.
15. Secure All Heavy Articles in the Engine Room: The ship may encounter
heavy weather and it’s always easy to secure heavy weights when ship is at port
using cranes or other equipment.
16. Prepare for Port State Control: All necessary preparations for the port
state control should be carried out well in advance. Every ship has to go through
port state control surveys and the crew should ensure that all common
deficiencies that are checked are taken care of. All the previous records should
also be checked and studied.
17. Check Files and Maintenance Records: Ensure that all important and
official files related to the machinery and ship operations are properly labelled
and indexed. Maintenance records of jobs carried out by the ship’s staff/
workshops should also be checked and filed properly. Records of CSM
(Continuous survey of machinery), equipment certificates and makers
certificates are also important and should be checked for order and validity. In
case there is any deficiency, it should be reported to the superintendent and
necessary changes should be made at the earliest.
Also, check that all the maintenance carried out during each month is
properly entered in the log abstract and forwarded to the concerned
superintendent every month. Renewal of major components, breakdown repair,
detection of any cracks, other defects should also be highlighted in the abstract.
Ensure that all important documents that are checked in port state control
(PSC) are properly checked and easily accessible on board.
18. Ensure Drawings and Manuals Are Present: All necessary drawings and
instruction books needed for reference should be present on board, properly
secured and indexed. All necessary amendments should be made to the
drawings and instruction books in case of any structural change, modifications,
renewal, retrofit or decommissioning of any equipment. This changes should be
done with permission of the superintendent or other concerned authority.
19. Test Alarms and Safety Devices: In order to ensure proper operation of
the safety equipment and alarms, engineers should randomly test them at regular
intervals of time. Audio-visual alarms/cut-outs and auto starting of equipment,
should be tested, wherever possible. Simulation test such as Lube oil pressure,
low cool water pressure, cut-outs, boiler water low alarm and low-low water
cut-out should also be checked regularly. Alarm devices should not be bypassed
under normal running conditions; but if bypassed due to some reason, all
concerned personnel should be informed about the same.
20. Ensure Engine Room Crew is Familiar With All Operations Ensure that
all engineer officers are familiar with PMS operations of all machinery and
systems, operations of all safety equipment, and safety and environmental
protection policy of the company.
Bunkering Procedures
Bunkering is one process on ship which has been the reason for several accidents in
the past. Bunkering on ship can be of fuel oil, diesel oil, lub oil etc. Bunkering of fuel
or diesel oil requires utmost care and alertness to prevent any kind of fire accident or
oil spill.
Before Bunkering
1. The chief engineer should calculate and check which bunker/fuel oil tanks are to
be filled after he receives confirmation from the shore office about the amount of fuel
to be received.
2. It might be required to empty some tanks and transfer the oil from one tank to
other. This is required so as to prevent mixing of two oils and prevent incompatibility
between the previous oil and the new oil.
3. A meeting should be held between the members that will take part in the
bunkering process and they should be explained about the following:-
Which tanks are to be filled.
Sequence order of tanks to be filled.
How much bunker is to be taken.
Emergency procedure in case oil spill occurs.
Responsibilities of each officer are explained.
4. Sounding is taken before bunkering and record is made.
5. A checklist is to be filled so that nothing is missed on.
6. All deck scuppers and save all trays are plugged.
7. Overflow tank is checked to be empty.
8. Adequate lighting at bunker and sounding position is to be provided.
9. No smoking notice should be positioned.
10. On board communication between the people involved in bunkering is made.
11. Red flag/light is presented on masthead.
12. Opposite side bunker manifold valves are closed and blanked properly.
13. Vessel draught and trim is recorded before bunkering.
14. All equipments in SOPEP(shipboard oil pollution emergency plan) locker are
checked to be in place.
15. When barge is secured to the ship side, the persons involved on barge are also
explained about the bunker plan.
16. Barge paperwork is checked for the oil’s grade and the density if they are as per
the specification.
17. The pumping rate of bunker is agreed with the barge.
18. The hose is then connected to the manifold.
19. All the valves required are open and checked.
20. Proper communication between the barge and the ship is to be established.
21. Sign and signals are to be followed as discussed in case of communication
during emergency.
22. After this, the manifold valve is open for bunkering.
During Bunkering
1. During start of the bunker the pumping rate is kept low, this is done so as to check
that the oil is coming to the tank to which the valve is opened.
2. After confirming the oil is coming to the proper tank the pumping rate is increased
as agreed before.
3. Generally only one tank filling is preferred because gauging of more than one tank
at a time increases the chances of overflow.
4. The max allowable to which tank is filled is 90 % and when the tank level reaches
about to maximum level the barge is told to pump at low pumping rate so as to top
up the tank, and then the valve of other tank is opened.
5. During bunkering, sounding is taken regularly and the frequency of sounding is
more when the tank is near to full. Many vessels have tank gauges which show tank
level in control room but this is only to be relied if the system is working properly.
6. The temperature of bunker is also to be checked; generally the barge or supplier
will provide the bunker temperature. Temperature above this may lead to shortfall in
bunker.
7. A continuous sample is taken during bunkering with the help of sampling cock at
the manifold.
After Bunkering
1. Draught and trim of the ship is checked.
2. Take sounding of all the tanks bunkered.
3. The volume bunkered should be corrected for trim, heel and temperature
correction.
4. In general for each degree of increase in temperature the density should be
reduced by 0.64 kg/m3.
5. Four samples are taken during bunkering. One is kept onboard, one for barge,
one for analysis, one for port state or IMO. One sample is given to barge.
6. The chief engineer will sign the bunker receipt and the amount of bunker received.
7. If there is any shortfall of bunker received the chief engineer can issue a note of
protest against the barge/supplier.
8. After everything is settled the hose connection is removed.
9. The sample is sent for laboratory analysis.
10. The new bunker should not be used until the report from the lab.
