Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 1 of 1

VESSEL NAME: M.V MAERSK HAI PHONG DATE: 12th NOVEMBER 2022

MASTER IN (Name) CAPT. ARACHCHIGE

MASTER OUT (Name) CAPT. JUENCY L. DIZON
SANJEEWA SUBASHA RAJAPAKSA

LO: 24093 MT as of FW: 113 MT as of VSLFO: 958.54 MT as of

ROB DO: 41.60 MT
05.11.2022 05.11.2022 05.11.2022

S.NO. DETAILS OF HAND OVER DEFECTS IF ANY TICK

STATUS OF BRIDGE EQUIPMENT INCLUDING CHARTS
1. Up to date X
AND PUBLICATIONS
2. NAVIGATIONAL LIGHTS / SHAPES In Good condition X
STATUS OF CERTIFICATES /ANY COC/SURVEY DUE IN
3. Up to date X
NEXT TWO MONTH
4. CREW UPDATE Next Crew change on Jan 2023 X
5. COMMUNICATION SYSTEM – GMDSS In good condition X
6. PAINTS / DECK STORE / STATIONARY Quarterly stores sent X
7. MANUALS AND DRAWINGS In Ship Office X
8. UP TO DATE SHIP DEFECT LIST Yes, Status in Portal X
9. PENDING REPAIRS/ STORE / REQUIREMENTS Status in Portal X
10. OTHER ISSUES
2 Pending defects (Bow Thruster
ALL DEFECTS ARE REPORTED TO OFFICE AND remote & AE turbo charger vacuum
11 X
SUPPORTED BY MOC (MANAGEMENT OF CHANGE) breaker), requisition already
raised.
ANY LOCAL COVID/PANDEMIC/QUARANTINE As per Local agent advise (check
12 X
REQUIREMENTS AT PORT from inbox mails)
MASTER TO REPORT ON THE ABOVE SAID POINTS AND REPORT TO THE IN COMING MASTER. USE SHEETS TO
WRITE YOUR REPORT.

INCOMING MASTER(Sign) OUT GOING MASTER(Sign)

REVIEW OF THE TECH MANAGER / TECHNICAL SUPERINTENDENT

MASTERS HAND OVER NOTES

Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 2 of 1

Vessel Details:
FLAG – LIBERIA
CLASS – NIPPON KAIJI KYOKAI (NKK)
LOA – 185.99 m

LBP – 182.50 m
BREADTH MOULDED – 35.60 m
DEPTH MOULDED – 17.90 m

HEIGHT – 56.427 m
DESIGN DRAFT- 9.5 m

SCANTLING DRAFT- 11.030 m

SUMMER DRAFT – 11.030 m
FW ALLOWANCE – 217 mm

SUMMER DISPLACEMENT – 50,716 mt

LIGHT SHIP DISPLACEMENT – 13,135 mt

CARGO CAPACITY – 2806 TEU

REEFER CAPACITY – 606, 500 Reefers can be loaded simultaneously as per Charter Party

M.E MAKER, TYPE & POWER – MITSUI-MAN (B&W6G60ME-C9.5)

A.E, No’s MAKER, TYPE & POWER – 4- DAIHATSU 6DK-28E,1840KW
Bow Thruster, No’s MAKER, TYPE & POWER – 1, NAKASHINA, TCT-200, 1220 KW

KEEL LAID – 30 DECEMBER 2015

DELIVERY – 14 JANUARY 2020

SHIP YARD – TSUNEISHI GROUP (ZHOUSHAN) SHIPBUILDING INC.

MANAGERS – UNION MARITIME MANAGEMENT SERVICES (UMMS)

ACTUAL OWNERS – KAMBARA KISEN

REGISTERED OWNERS – CHIJIN SHIPPING
CHARTERERS – MAERSK LINE, A/S

MANNING AGENCIES – NAZ Maritime, JEBSEN PTC (Philippines).

Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 3 of 1

TRADE ROUTE & SERVICE DETAILS

Currently vessel is engaged in “IA7” Voyage Number 244W, Port of calls as below

Chittagong – Port Klang – Tanjung Pelepas – Kuching – Da Nang – Nansha – Yantian – Hong Kong – Tanjung Pelepas -
Port Klang - Chittagong.

Port of call changes voyage to voyage; Tanjung Pelepas & Port Klang are usually common for all voyages.
Any changes of Ban deployment need to send to Technical, Operations, Safety, & Crewing Department (HRD).
Maersk Line has a program MSPS (Maersk Ships Performance System), you can check also the voyage schedules.

Showing ETA is a berth not in pilot station, you need to adjust ETA to Pilot station as per MSPS ETA.

List of agents is provided on the Communication computer in “CHARTER PARTY & INSTRUCTION” folder.

Soft copy of Charter party is also provided in same folder.

Following as per Handing over checklist

1. STATUS OF BRIDGE EQUIPMENT INCLUDING CHARTS AND PUBLICATIONS

aa) ECDIS – MAKER- Chart World
TYPE – e Globe-G2

NO. – 2 (one normal & one Touch-screen)

LAST CORRECTION – Week 45/2022 ENC / Week 44/2022 ADP

NO. OF ENC – 17233

VALIDITY OF ENC – 3 & 6 months.

bb) RADAR – X & S BAND – X-band radar has observed weak echoes in an open sea but still operational already
reported in office.

MAKER – FURUNO

TYPE / MODEL – S BAND- (FAR-3330S-SSD), X BAND-(FAR-3320W)

S-BAND radar is new technology, it does not have a Magnetron, 1 Spare Magnetron is available for X-Band.

X-BAND radar recently serviced Magnetron Renew Still Performance not up to mark.

cc) Gyro Compass – 1 Set, Make - TOKYO KEIKI Model /Type-TG 8000

Spares – With Electrician & CE

Repeaters – 3 on bridge, 1 in Steering gear compartment

Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 4 of 1

dd) Magnetic Compass – 1 Set, Make – TOKYO KEIKI repeater – Model / Type - SH-165A
Digital only in Autopilot stand

ee) Echo Sounder – 1 set, Make - FURUNO Model / Type – FE-800

ff) Speed Log – 1 set, Make - TOKYO KEIKI Model / type – FE-800

gg) Navtex – 1 set, Make - FURUNO Model / type – NX 700-A

hh) Sat-c – 1 Set, Make - FURUNO Model / Type – FELCOM-18

ii) NBDP Telex – 1 set, Make - FURUNO Model / type – IB-585

jj) Wx facsimile – 1 set, Make -FURUNO Model / Type – FAX-410

kk) Anemometer – 1 set, Make - NEI Model / type – WU60R

ll) Auto Pilot – 1 set, Make – TOKYO KEIKI Model / Type – PR-9511A-DW
mm) Course recorder – 1 set, Make – TOKYO KEIKI Model / Type – CR-100

nn) VDR – 1 set, Make - FURUNO Model / Type-VR-7000

oo) Binoculars – 2 sets

pp) Publications – Updated as per Standard publication list (Requisition raised as per standard library).

2. NAVIGATIONAL LIGHTS / SHAPES

All Nav. lights & shapes are in good working order. -
3. STATUS OF CERTIFICATES /ANY COC/SURVEY DUE IN NEXT TWO MONTH Statutory & Trade
Certificates Due:
- Annual Class Survey Due: 13th Jan 2023
- Annual inspection FFE & LSA: 03rd Jan 2023
- Annual inspection for GMDSS equipment: 12th Jan 2023
- Annual inspection for Liferafts: 07th Dec 2022, office informed and already planned at TPP.
- Tonnage Tax Receipt: 31st Dec 2022.

2. CREW UPDATE – All crew have valid contracts.

3. COMMUNICATION SYSTEM – GMDSS

All GMDSS equipment is in good order. Communication systems, email systems in good working order.

4. PAINTS / DECK STORE / STATIONERY

All Stores are supplied quarterly basis except for any emergency. Medicines as & when expired or need to
be replaced as per Category A.
5. MANUALS AND DRAWINGS –
Hull & Deck with Chief Officer, Machinery & Electrical part with Chief engineer – Statutory Plans are on
display and their copies are also with Chief Officer. List you can receive from C/O and CE
Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 5 of 1

6. UP TO DATE SHIP DEFECT LIST – As per Portal

7. PENDING REPAIRS/ STORE / REQUIREMENTS – As per Portal

8. OTHER ISSUES – refer below detailed notes

9. All Defects are reported to Office and supported by MOC (management of change)

All defects duly reported to office and superintendent aware of all issues onboard.
Pending items: 2
- still pending (Bow thruster remote), wait for the supply.
- Auxiliary engine no.3 Turbo charger, vacuum breaker is need replacement due to wear of the flap valve.

DETAILED NOTES

Charterers - Maersk Line A/S or a Maersk Line A/S fully guaranteed subsidiary.
As of now the charter operator of vessel is Sealand Maersk & MCC (a Maersk owned company)

The operators are based in Singapore, shall hand you over the list of operators & duty personnel, concurrently all
information regarding Charterers, Charter Party, operators, Charter agents are provided in the email PC desktop
FOLDER “CHARTER PARTY & INSTRUCTIONS”

Charterer’s has provided with a lot of manuals; all can be found in the same above mentioned folder.
Also if required, can access older mail, in the MICROSOFT OUTLOOK folder “CHARTERER
OPERATIONS”
Shall give a handy tour of all these manuals & folders & emails.

Owners – Registered owners “CHIJIN SHIPPING” owned by “KAMBARA KISEN”, Japanese organization.

REPORTINGS -
Departure reports:
1. Owners’ Port Departure report – Fuel figures & time is reported for Start of Sea Passage,
attach BDN if bunkering.
2. Charterer’s Port departure report – Fuel figures & time is reported for Last Line cast off
3. Charterer’s Port Departure Stability & Tank condition report – Stability report, Tank
condition & EDI.
4. MSPS Harbour report – This is a software based report, software “MSPS” i.e “MAERSK
SHIP PERFORMANCE REPORTING SYSTEM”
5. Manager’s Departure report – Compiled in UMMS’ portal, attach BDN, sludge disposal,
garbage certificate if any. Update Bunker sample landing in portal.
Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 6 of 1

6. Charterer’s Next Port Fuel & Speed Message – This report is sent only if Charterer’s
initiate the report from their end, else not required.
7. WNI departure report – WNI is a weather service of charterer’s, vessel is welcome to use it.
Send the report if doing longer / ocean passage in order to get weather routing. Coastal
passage can be avoided if there is no weather concern, in case of rough weather expected in case of
longer Sea passages.
8. QSSR Reefer reporting – Compiled by Electrician & Chief Engineer in Charterer’s format
and sent by email.
9. Charterer- sent all crew passport Validity update every Monday.

NOON REPORT –
1. Owner’s Noon Report – Sent for daily noon.
2. Charterer’s MSPS Sea Report – Sent for daily noon. Compiled in MSPS, exported and sent
via email.
3. Manager’s Noon Report - Sent for daily noon
4. WNI Noon report - WNI is a weather service of charterer’s, vessel is welcome to use it.
Send the report if doing longer / ocean passage in order to get weather routing. Coastal
passage can be avoided if there is no weather concern, in case of rough weather expected in case of
longer Sea passages.

Arrival Reports –
1. Owner’s Arrival Report – Reported for F.W.E either at berth or at anchor
2. Charterer’s Arrival Report – Reported for F.W.E
3. Charterer’s MSPS Sea Report – Sent for EOSP. Compiled in MSPS, exported and sent
via email
4. WNI Arrival Report - WNI is a weather service of charterer’s, vessel is welcome to use
it. Send the report if doing longer / ocean passage in order to get weather routing. Coastal
passage can be avoided if there is no weather concern, in case of rough weather expected in case
of longer Sea passages.
5. Manager’s Arrival Report – Compiled in Portal for EOSP.

Port / Anchor reports-

1. Owner’s Port / Anchor Report – Send at daily noon.
2. Manager’s Port / Anchor Report – Compiled in Portal.

SPECIAL REPORTS –
1. Charterer’s Waypoint list - Waypoint list to be sent if voyage is more than 400NM or as prompted from
charterer’s voyage execution department, 48 hrs prior departure of port.
2. WNI Pre departure information – To be sent 48hrs prior departure port, in case of rough weather
expected.
3. Manager’s Weekly Reports – Compiled in Portal by Chief Engineer and completed by Master
4. Manager’s Monthly Report - Compiled in Portal by Chief Engineer and completed by Master
5. Charterer’s Bunkering report – Within 24 hrs of bunkering, SOF, BDR, BDN has to be forwarded to
Charterers
Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 7 of 1

6. Manager’s Bunkering report – Vessel has to take bunker soundings for next 48hrs in specific interval
and check for any discrepancy. All these sounding have to be sent to Manager’s via email. After
bunkering, soundings have to be taken, thrice in 24hrs with 8 hrs gaps, twice in next day with 12 hrs
difference, and 1 sounding after 48 hrs, all these soundings to be sent to Manager’s office and report any
discrepancy.
7. After Bunker Reports – Within 24 hrs, BDN, SOF & BDR has to be sent to Charterers

8. Charterer’s Facilitation Report to be sent prior 4th of next month for previous month.

- TC Facilitation Payments ReportingV3

ACCOUNTS –
1. Accounts to be completed by 20th of every month and to send to
- PH accounting (Jennifer C. Repana [email protected]).
- NAZ MARITIME-ACCOUNT [email protected]
- UMMS accounting (Jennifer Doria [email protected]), MSA report end of the month.
2. Leave wages for all nationalities to be withheld and to be paid at the time of sign off, either cash of accounts.
3. Cash advance as per below,
- PH crew (Senior Officer Max - $ 500 and Junior Officers & ratings Max $ 300).
- Indian & other Nationalities crew (Max as per their provided Leave wages are withheld.)
4. Following receipts/ invoices to be made and sent to Managers by portal & email
4.1 Cash Advance
4.2 KVH internet/phone card inventory & crew usage
4.3 Bond accounts for crew
4.4 Bond accounts for owners
4.5 Bond accounts for Charterer’s – Bond Only to be issued by prior permission for charterers and only to
be given at Chittagong as per the agent’s advice, shall hand you over the same.
4.6 Club account contribution (Handled by 3rd Officer), every month $ 100.
4.7 Cash Purchase of provision / bond / garbage disposal or if any other
4.8 Accumulated Leave wages record.
4.9 Over time paid – (Galley staff)
4.10 SWA – Special Wage allowance paid, prior approval required from superintendent.
4.11 CTM received
4.12 Master Statement of accounts
5. Following invoice / receipts / records to be sent for Indian Manning agency & cc to Managers by email
5.1 Cash advance
5.2 Bond account for crew
5.3 KVH internet/phone card inventory & crew usage
5.4 Over time paid/Depending on time.
5.5 Portage bill
5.6 Allotment sheet
5.7 Any other Bonus
Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 8 of 1

VESSEL OPERATIONS
1. Bunkers – Charterer’s & Managers’ have different bunker reserve policy. Most of the time both are compiled but
if ever Managers’ policy is not complied then seek advice.
Bunkering Ports – Singapore, Tanjung Pelepas, Ningbo, Hong Kong, all as per Charterer’s instructions.
Bunker ROB & consumption are to updated in Charterer’s Bunker software BOT by chief engineer. Chief
Engineer will then generate bunker plan and provide it to Master. This bunker plan has to be forwarded to
Charterers email.
In response, Charterer’s bunkering department will create a new bunkering plan and send back to vessel. This
bunkering plan now have to be given to Chief engineer to import in BOT and see what charterers have advised
further.
This will be a continuous, almost day to day operation.
Once bunkering is confirmed, vessel will receive an email from Charterer’s operators that Bunkering has been
arranged in one of the upcoming port with BUNKER CONFIRMATION ORDER NUMBER.
Raise LOP and contact the operators in case of any shortage or any other bunker related issue. Contact
manager’s superintendent & manager’s operations department also at same time.
All Fuel oil bunkers are under Charterer’s time & account.
Lube Oil is under Manager’s account.
Bunker samples to be landed and forwarded to TRIBOCARE. Results to be shared with Charterers also in order
to facilitate Owners for re-imbursement for analysis.
Within 24 hrs, C/E has to create BDR (Bunker delivery report) in software BOT. This BDR will be generated
and to be sent to Charterer’s within 24 hrs of bunkering along with BDN & SOF.

2. Sludge & Garbage Disposal - Sludge disposal is under Charterer’s time & account. Garbage is also under
charterer’s time & account only when disposal of sludge is under taken or if included in port dues.
Sludge disposal port is generally Yantian, Ningbo and sometimes Tanjung Pelepas, depending on charterer’s
service details. Confirm with Charterer’s operators for sludge disposal.
Due to restriction at Malaysia & China, garbage is not taken along with sludge or even separately, hence now
garbage disposal is under vessel account and can be disposed at Chittagong or as required, kindly take prior
approval from Supt.

3. Provisions – Provisions requisition is raised through portal and handled by a 3rd party, Strategy wholesale, based
in India. They will select the vendors for vessel and arrange for supply. Generally, we take provision once we
are east bound, at Singapore and once west bound Port Klang.
Payment is handled via accounts Strategy wholesale will advise on that. Last Provisions received 06th OCT
2022. New Provision order already sent via Portal to Port Klang (POR/379/112022).

4. BOND – Bond procurement is directly by vessel and payment in cash. Follow Maersk’s & UMMS drug and
alcohol policy when issuing alcohol to crew members.

5. Fresh Water - Fresh water supply is under owner’s time & account. If vessel is running at full speed (90-
92rpm) then FW generation is 17-20 mt per day. If running at 10% MCR then it is around 10-15mt per day. FW
can be procured at Chittagong & TPP via owners account through Local agent. In Kuching port cash only & it
cheaper per ton ($ 0.80). Avoid taking at Chittagong as water is really bad.

6. STORES - Procured through company, local purchases not allowed unless emergency. Requisition is raised
through portal. Generally, stores supplied at Singapore & Chinese ports.

7. LUBE OIL - Under Owner’s time & account. Supplier is Mobil Serv.
MECYL: 3137 Liters
MECYL LOW TBN: 3526 Liters
Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 9 of 1

MECC: 12005 Liters

AECC: 5425 Liters
8. PAINTS - Supplier is Chugoku Paints. Quarterly requisition is to be received. Follow Shipyard’s Paint
scheme.

9. Lashing Material - McGregor lashing systems. 2 x 40ft flat racks, 17 bins. Inventory chief officer will hand
over and to update every month in the Portal & monthly report.
All equipment / material as per CSM requirement, Some minimal Shortage of semi-auto Twistlocks & Hold
stacker Twistlocks as per 110% company requirements. Requisition already raised, as per SI it will be supply in
next year budget 2023.

10. CARGO HOLDS & BAYS – NO DAMAGES as of now. Important – BAY 38 complete, and all sea side rows
both port & starboard for all bays are dedicated 40 ft slots.

11. Ballast & bilge pumping out system - 2 pumps are provided; both are fully functional for ballasting & De-
ballasting.
Bilge pumping out system is through educator system. Fully functional.
Important – CARGO HOLD DO NOT HAVE BILGE ALARM SYSTEM . Hence it is
of crucial importance to take physical cargo holds rounds daily twice at least and of course dedicatedly
soundings.
12. Fire & G.S Pump – Vessel has 2 Fire & G.S pumps, one is named as FIRE & G.S pump and other is named as
Bilge and ballast pump, both can be used for either functions, interconnected, same power, rating etc. identical.

13. Cargo Cranes – 3 Cargo cranes Maker - IHI

SWL - 40T / Max Jib Limit - 84deg / Min Jib Limit – 22deg
Spare Hoisting wire – 1 spare, kept in Fwd Store
Spare Luffing wire – 0, spare already ordered

14. Mooring Equipment & Mooring ropes - Total 4 mooring winches

Total mooring ropes – 12 onboard, 8 ropes on mooring winches,
2 Windlass, sharing in common with mooring winches.
Winch & windlass are Electro Hydraulic system.
Spare mooring line: 1 pc in Fwd store.
Mooring lines status condition, check the monthly report MOORING EQUIPMENT STATUS REPORT
[SPMF 05-24 A], there are 4 mooring lines in Poor condition, needs to replace. Please raise a requisition in next
year budget.

15. Guarantee Claims

Currently 2 Guarantee claims remaining, many has been closed, some under process, Refer GC summary status.

16. SDR
Kindly refer status in Portal.

17. Important Points:

- Kuching anchorage vessel dragged anchor. Maximum permissible draft: 7.5 mtrs
- Chittagong: Arrival is only considered after vessel crosses Port Limit Reporting Line. Draught required for
Chittagong F: 9.30 mtrs A: 9.50 mtrs, ensure you maintain same & also combination ladder for pilot
boarding irrespective of freeboard.
- Last PSC Inspection: Futong 15th September 2022.
- Charterer’s Facilitation Report to be sent prior 04th of next month. Facilitation is only allowed at Chittagong
Union Marine Management Services Pte Ltd Shipboard Procedures Manual

TITLE: VER No - 03 / REV No – 02 DATE – 01/11/2021

MASTERS HANDING OVER REPORT SECTION : SPM – 01 PREPARED BY – DPA

[SPMF 01-03] APPROVED BY – MD Page 10 of 1

(14 Cigarette cartons)

- Lowering of Lifeboat is Quarterly & Rescue boat is monthly.
- Testing of emergency equipment before arrival port every 14 days (SI Tech.)

Following items Handed over

1. Vessel Certificates
2. Crew certificates, Passports, CDC, Flag-state
3. Crew medical & Contracts
4. Master Key
5. Cash onboard=
6. Articles of Agreement
7. Official Log Book
8. Mobile Phone
9. 1 PC GO-PRO Camera
10. 2 spare Mobile Cell Phones.
11. Welfare Club Account
12. KVH refill voucher card.
13. 1 pc. 2nd Laptop (Placed in Ship’s office for additional crew Portal access & PMS).

(Additional Sheets as Attachments may be used)