NEWBUILDING SURVEYS

GENERAL

Scope of application

This procedure applies to the New Construction of seagoing ships and offshore floating units, the major conversion of seagoing ships and offshore floating units for the new built parts.

The new construction includes the prefabricated sub-assemblies or components.

Responsibility for implementation

Operational organization

Country Chief Executive, Region and/or Country Marine Manager, NC Manager, Project Leaders and Surveyors.

Functional organization

DO_NCM Director, DO_NCM Manager, DO_NCM Project coordinator for functional support.

References

NC Marine & Offshore Quality Documentation

• HSE, GEN, MPG, PNC, TNC, PNS, TNS, PTE, TTE; as applicable

Marine Reference Libraries

• MO / Recognised Organisation (RO) Rules > Recognised Organisation (RO) Rules, NR, NI; as applicable

• MO / HO Circulars > NCM Circulars in force; as applicable

IACS publications

• PR, UI, UR, Recommendations; as applicable

IMO Instruments

• SOLAS, MARPOL, Codes, Resolutions, Circulars, Guidelines, Other Conventions, unified interpretations, Performances standards; as applicable

• Survey Guidelines under the Harmonized System of Survey and Certification (HSSC), as amended

Other International and National Regulations

EU Legislation

• Marine Statutory Equipment - European Directive 2014/90/EU (New MED), as amended

Marine and Offshore Production Tools user manual and training material

• Project management applications (VPM, VPM for SAY mobile Application)

• Training and Qualification data base (QUALIF)

• Request for Classification and classification report (SAM / GENESIS)

• Certificates and Records editor (ASMS2)

• Mail management (SEMAPHORE / SEA FILING)

Terminology

DO_NCM (NCM)

New Constructions Management Department (NCM) within Head Office Operations Management (DO), with main tasks defined in the related management procedure, Sec. 6, Par. 6.2.1.

NC Manager

Regional or Country M&O Managers or their Delegates, (NC Managers, NC Managers Delegate) in charge of New Constructions Services, with general responsibilities defined in NC Managers for the New Construction Surveys scope and for the other detail scope of responsibilities and authorities to be defined in accordance with the related management procedure, Sec 10, Par 10.3.1.

NC Project Leader (PL)

Qualified Field Surveyor responsible for the construction surveys, project management and initial classification of one or more ships as per NC Project Leaders (PL). Refer to the new construction surveyor certification scheme for the qualification requirement.

NC Project Leader Delegate (PLD) and NC Project Leader under supervision (PLDus) refer to NC Project Leader Delegate (PLD) / Project Leader Delegate Under Supervision (PLDus).

NC Surveyor (SAY)

NC Surveyor at Yard (SAY) are exclusive and non-exclusive surveyors as defined in the new construction surveyor certification scheme authorized to carried out New Construction (NC) Surveys and to conclude whether compliance has been achieved.

Subject Matter Expert (SME)

Support staff assisting in the performance of classification or statutory work.

NCM Project Coordinator

NCM Technical Referent, Experienced Specialized Project Leader acting as support and supplement to assigned Project Leader for specific and complex project or on case-by-case basis.

LPO Project Manager

LPO Surveyor appointed for a project by the LPO Manager of the LPO owner (See the local plan approval office procedure / 4.3) with responsibilities as per 2.4.

MOC (NC)

Recognised Organisation (RO) Marine Operational Centre “in charge” with responsibilities as per the related procedure for the new construction activities. The MOC(NC) is determined against the place where the shipyard is located.

Shipbuilder

A company which signs with the prospective owner a "Contract for Construction" for the design and construction of ships and/or offshore units. The shipbuilder also signs the "Request for Class" with the classification society for the assignment of class. The shipbuilder may subcontract the whole or part of a New Building to a shipyard having the adequate required installation facilities.

Shipyard

A company which has the adequate installation facilities needed for building ships and/or offshore units.

“Pure-sister ship and quasi-sister ship”

The definition of a “quasi-sister ship” applies to a ship of the same or similar design as a previously classed ship but which cannot be considered as a sister ship due to the fact that she does not comply with Recognised Organisation (RO) Rules, Part A, Ch 1, Sec 1, 1.2.2 and IACS PR 29 requirements, not belonging to the same contract between the prospective owner and the shipbuilder or exercised more than 1 year after the contract was signed. A “Pure-sister ship” is a ship part of series built under a single contract.

“Frozen” contract

A Contract is “Frozen” when the construction has stopped for a certain period of time, not officially abandoned but no activities are ongoing.

Ship Construction File (SCF)

As defined in NR467 Part A Chapter 3 Section 7 [3].

Recognised Organisation (RO) Record of Construction

In general: the set of documents made of Contractual documents; list of applicable rules and requirements; list of approved drawings and follow-up; list of material and equipment certification and follow-up; list of applicable shipyard fabrication standards and procedures; list of testing procedures; survey and testing program; request for survey, survey log book; the construction and all necessary inspections, tests and qualification tests that are to be made under the Surveyor’s satisfaction and the records, check lists, inspection and test records, etc. that prove Surveyors have complied with the requirement of the new building survey planning; the main correspondence; records, reports, certificates and attestation issued at delivery.

Patrol (P)

The act of checking on an independent and unscheduled basis that the applicable processes, activities and associated documentation of the shipbuilding functions continue to conform to classification and statutory requirements.

Review (R)

The act of examining documents in order to determine traceability, identification and to confirm that processes continue to conform to classification and statutory requirements.

Monitoring (M)

Survey method agreement to perform random verification of an ITP item either by Witnessing, Patrolling, Reviewing documentations or a combination of all those methods at the Surveyor satisfaction.

Witness (W)

The attendance at scheduled inspections in accordance with the agreed Inspection and Test Plans (ITP) to the extent necessary to check compliance with the survey requirements.

ORGANIZATION AND RESPONSIBILITIES IN NEW BUILDING SURVEY ACTIVITIES

NC Operational Management; Organizations and Operating

NC Operational and Functional Reporting Lines

The operational structure entities (Marine Manager, NC Manager, Project Leader, Surveyors):

• Are hierarchically linked to the Operational Structure management (Zone Regional or Country Manager) for the operational or commercial matters,

• Are functionally linked with DO - Operations Management, New Construction Department (DO_NCM) concerning the quality of their services and for the support to achieve their goals. (DO_NCM providing procedures, functional guidance and support, monitoring the operations).

• The Project Leader and the survey team are responsible for the project and shall be qualified in compliance with the new construction surveyor certification scheme requirements.

Role and responsibilities of the different functional actors

New Construction Management within Head Office Operational Management

DO_NCM activities cover all services related to new-building survey at yard for New Construction initial Classification and Statutory Certification: Training, Monitoring, Supervision, Quality and Technical support for units under construction. Main tasks are defined in the related management procedure, Sec. 6, Par. 6.2.1 and the related health and safety procedure as applicable

Related Responsibilities

Monitor and Control the delivery of NC services by operational structure

Manage functional department supporting operational units

Define new building procedures, the way to use the reporting tools (for example VPM)

Related Authorities

Audit the network operational units to assess their performance, the end product and deliverables for compliance with statutory, regulatory and classification requirement.

Technical and Quality Managers

Monitor the NC activities in their zone:

Main Responsibilities

• Monitor the New Construction operations through VPM assessment, VCA, direct communication with NC Manager and Project Leader and on-site visit

• Provide support to NC Manager as and when required or requested in order to improve client satisfaction, product conformity, effectiveness in supporting, managing and monitoring NC PL & SAY.

• Provide technical support to Project Leaders

• Investigate internal and external complain

• Participate to analyse on class related detention on newly delivered ship and follow-up with FM/MO

Related Authorities

• Lead Internal Audit NC Office and VCA.

• Request, follow-up implementation and effectiveness of corrective action when deficiencies or opportunities for improvement were identified during monitoring process or internal audits

• Propose with NC Manager, corrective actions for detected non-conformities raised during external audits and follow-up implementation and effectiveness

• Supervise the project leader put under “increase monitoring” on their assigned project.

Qualification and Training Manager

Monitors the NC network of Surveyors and Project Leaders, the Order Book and follow up NC KPI

Main Responsibilities

• Defines qualification procedures and Follows-up Training, Qualification & Monitoring of Surveyors and Project Leaders as per the new construction surveyor certification scheme. Provide support to NC Manager.

• Follows-up with NC Managers the NC KPI achievement, as defined by NCM and report to DO Management

• Follows-up the Order Book by assessment of VPM dashboard, Milestone update and SAY Actors assignment

• Supervises yearly NC Seminar and monitor its rolling out to the network

• Assists Internal NC Office audit and VCA

Related Authorities

• Proposes training, validates qualification and reviews activities monitoring report as per the new construction surveyor certification scheme

• Decides on case by case basis in specific situation if appointment of surveyor or project leader not holding appropriate qualification is acceptable under certain provision as defined in the new construction surveyor certification scheme Untitled

• Reviews the Project Leader nomination for specific and complex project Responsibilities and Authorities

• Assigns trainers and monitors

Project Coordinators - Technical referents

May assume Project Coordination on complex project or when necessary Untitled

Act as support and supplement to assigned Project Leader. They can mobilize / coordinate a team of experts from the network, they will ensure contract management, and ensure the good coordination and consolidation in follow-up of the project, in particular when multiple sites in various countries are involved. They lead (or co-lead with the PL, if the PL is already assigned) the Preliminary Kick-off meeting with the various LPO and ensure a good hand over to the PL. The Project Coordinator is designated by NCM Director and appointed as an Actor on the project by NC Manager or Project Leader.

Role and responsibilities of the different operational actors

NC Managers

NC Managers are committed to continuous improvement of the quality of the service delivered to clients by ensuring that Project Leaders and Surveyors under their control are performing surveys, providing reports of the required standard in line with applicable requirements and procedures and by raising and maintaining the expertise of the Surveyors and their knowledge of relevant Rules and Regulations.

NC Managers are committed to control one or several Project Leader and Surveyors, over a specific geographical sector as defined in the new construction surveyor certification scheme and QUALIF database. NC Managers may nominate NC Manager Delegates (or local area managers) to support their functions.

The detailed scope of responsibilities and authorities as Marine Manager, NC Managers and Delegates which depends on the local activities and / or organizations, shall be documented in a local instruction as depicted in the related management procedure and the related health and safety procedure.

NC Managers report functionally to DO_NCM on below SAY related area of responsibilities:

Responsibilities and Authorities

• Ensure with Marine Managers the adequacy (in number and competency) of the resources in terms of NC Project Leaders and NC Surveyors with the new construction activities in their area of responsibility

• Manage the certification and up-grading of Surveyors and Project Leaders under their responsibility, in adequacy with the local needs, using the Marine tools dedicated for the purpose

• Manage the rolling-out of the annual NC Seminar they will have attended to their respective team of NC Surveyor (refer to the new construction surveyor certification scheme)

• Prepare monitoring and training plans (*) of the NC staff, according to the new construction activities in their area. * NC Manager should liaise with DO_NCM for RTC training plan and organization

• Schedule and organize (*) the monitoring and training according to the established plans

• Review the completed activity monitoring report of field surveyors (and the additional specific report as applicable) and where necessary will ensure that the proposed course of action related to significant deviation, as appropriate, is implemented (evidence of such needed action shall be recorded locally); this review will be recorded in the QUALIF data base as validation of the monitoring

• Manage the review and issuance of new construction contracts (in coordination with HO/ DCM) and in accordance with delegation granted by the Marine Manager

• Appoint for each NC project a Project Leader with the required level of certification. If needed and in cooperation with the Project Leader, assign a team of surveyor(s) for those projects. For specific or complex projects (Gas, Offshore, Passenger, RoRo-passenger, SPS and some specific flag) the PL proposed appointment may be reviewed by DO_NCM

• Validate the NRS and NPSS prepared by Project Leaders

• Ensure that Project Leader monitoring, contract performance and review of ships files / Recognised Organisation (RO) record of construction is performed and in line with NC Objectives and KPI (**)

• Provide root cause analysis and propose corrective action in case of findings during monitoring or Audit (internal or external) process. Implement and follow-up the approved corrective actions requested. (See Related Authorities)

• Provide required annual analysis to be included in the unit management review.

Untitled

Consult with DO_NCM in case for a NC project, no Project Leader would be available with the needed qualification. The appointment of a Project Leader within the network needs to be validated by DO_NCM

Collaborate with DO_NCM in case of specific need related to operational/technical/training/certification matters (In particular for Gas, Offshore, Passenger, RoRo-passenger, SPS or complex project).

** For Country with a small NC SAY team (i.e. 2 Surveyors or less, NC Manager being active Project Leader and/or Surveyor) DO_NCM will implement on case by case basis specific requirements for the monitoring of the concerned NC SAY team and the project dealt with.

NC Project Leaders (PL)

The Project Leader is responsible for the construction surveys, project management and initial classification of one or more ships.

Project Leaders may also carry out surveys according to their technical certification as per the new construction surveyor certification scheme

Responsibilities and Authorities

• When needed, in cooperation with the NC Manager, assign a team of surveyor(s) for their projects

• Ensuring that each surveyor appointed for a task has the required certification for carrying out this task

• Prepare projects as per guideline in Project leader office main tasks and the following Section 4 for preliminary kick off meeting with LPO, kick off meeting with the shipbuilder, and survey plan in the VPM > SAY tree

• Follow-up through VPM the design review status and verify that the necessary documentation is available and reviewed for survey; Call for regular follow-up meeting with concerned LPO actors if necessary

• Follow-up the materials and equipment are supplied with inspection at works certificates as required in applicable rules; Call for RO Manager or RO Surveyor support / clarification in case of incomplete certification at work (intermediate survey report) or if otherwise deemed necessary

• Coordinate, assign and supervise the tasks to be performed by the appointed surveyors in the shipbuilder’s facilities

• Coordinate with Project leader delegate when Ship is constructed partially in different country or location

• Provide evidence through records, check lists, inspection and test records, etc. that survey teams had complied with the requirements of the new-building survey planning and duly participated in the relevant activities shown in the shipbuilder's examination and test plans. Follow-up survey reports issued by the survey teams (*) Record of Survey / Record of surveys.

• Call for quality meeting with the Shipbuilder regularly or when necessary and issue regular reminder

• Follow up and update milestones, quality meetings, reminders

• Prepare records, classification and statutory reports during the construction as required for each specific project

• Prepare and submit within the required timing NRS, NPSS, Classification reports

• Issue at delivery provisional or definitive Class and Statutory certificates and attestations as required for each specific project

• Call for advice from NC Manager (and/or DO_NCM through NC Manager) for technical matters during the construction or for issuance of certificates, at any time support is needed and in case of doubt

Untitled

Collaborate with DO_NCM in case of specific need related to quality and technical matters in particular for Gas, Offshore, Passenger, RoRo-passenger, SPS or complex project

* For Country with a small NC SAY team (i.e. 2 Surveyors or less, Project Leader being Surveyor) DO_NCM will implement on case by case basis specific requirements for the monitoring of the concerned NC SAY team and the project dealt with.

NC Project Leader Delegate (PLD)

Recognised Organisation (RO) field surveyor designated to take over the Project Leader's responsibilities when the Project Leader is not available. The Project Leader Delegate has the same qualification requirements, responsibilities and duties as the Project Leader.

The NC Manager in cooperation with the Project Leader and when applicable the other country NC Manager, may also nominate Project Leader Delegates in the following circumstances:

1. to take over the Project Leader's responsibilities when the Project Leader is not available.

2. when a significant part of the construction is built in a different location. The PLD will coordinate with the PL for the scope of work of each party and documentation expected.

Except for surveyors appointed as Project Leaders Delegates under supervision for a specific project (for upgrading) and performing their duties under the supervision of a qualified Project Leader, a Project Leader Delegate has the same qualification requirements as the Project Leader.

Project Leader Delegate Under Supervision (PLDus)

“Project Leader Delegate under supervision” are assigned in VPM on project as PLD for traceability of their activities for qualification record purpose, but they are supervised by Project Leader as described in the new construction surveyor certification scheme during this period.

Surveyor (SAY)

Recognised Organisation (RO) field surveyor participating in the construction surveys of one or more ships under the responsibility of a Project Leader. The Surveyor is allowed to perform (independently) surveys for which he/she is certified.

Subject Matter Expert (SME)

Subject Matter Expert is a support staff in the fields of Welding; NDT; LNG Cargo Containment installation; Hazardous Area’s (ATEX, IECEx); Diving System; Assembly materials - wood, measurements related to Comfort on board and Habitability, measurements related to Underwater Radiated Noise (URN), Cyber Security.

Such staff may carry out tasks to assist or consult a surveyor, but the surveyor remains responsible for the work of the support staff and the technical content of service. Refer to Section 1, paragraph 1.4 and Section 7 of the new construction surveyor certification scheme.

The SME name and task performed will be recorded as a “note” in the comment section of the survey record in VPM.

LPO Project manager

The LPO Project manager is appointed for the project by the LPO Manager of the LPO owner (The LPO owner is specified in the RFC and managing the greatest number of design review disciplines), his responsibilities are:

• To liaise with the Project Leader when appointed, or the NC Manager / NC manager delegate to:

  • review the project as defined in 4.3 during a preliminary kick off meeting,

  • attend regular meetings during design review phase to provide feedback on the plan approval activities, identify / anticipate possible blocking points and discuss the necessary actions to be put in place, get an update of the building phase’s progress, (I.e. 5.1.3 / 5.7.2)

• To liaise with the other LPOs and coordinate the plan approval activities of the project,

• To monitor the progress of the design review activities.

DO_NCM Internal Auditor

Perform Internal Audit as per annual Office and VCA plan and additionally anytime upon request from DO_NCM Director.

Surveyors Rotation Policy

For New Construction activities, the rotation of Project Leader / Surveyors after completion of a New Construction Project(*) is compulsory. This ensures diversity and prevents the same individuals from consistently attending projects at the same Shipyard or for the same Ship Owner. However, they may exist cases in which, due to the country size and/or organization, rotation may not be feasible. On such cases, survey centers need to inform the head office (DO_NCM), and request for exemption of the general rules, under the provision of valid reasons, such as particular qualifications needed.

In those cases:

• The NC Manager will provide local / site organization details

• The relevant project leader will maintain specific vigilance over the robustness and integrity of survey performances and reports.

• The Head Office (DO_NCM) will enforce specific monitoring requirements for the involved surveyor, occurring biennially.

CONTRACTS

Offer Preparation

For new constructions, following the client enquiry and in view of a preliminary offer preparation, a Register Project n° is requested to HO/DCM using SAM (Request for Classification database).

Contracts Review

Contracts are reviewed as per the related management procedure and the related procedure.

Date of Contract

A declaration of date of contract for construction according to the requirements of IACS PR 29 is to be provided by the shipbuilder and the date stated therein entered into SAM. A copy of this document kept in VPM (SAY > Shipbuilder documents), especially when there is a series of ship (“Pure-sister ship” and “Quasi-sister ship”).

RFC entries

The Request for Classification (RFC) will indicate information on project, unit, classification & statutory and sister ship, dual or double class and MoU, as applicable. All those informations are transmitted automatically to VPM.

Building schedule follow-up

The Initial Shipbuilder building schedule is recorded in RFC and transmitted to VPM as contractual dates. The regular update of the building schedule is compulsory and is to be made in VPM directly in calendar “Forecast Dates”.

Contracts Signature

After validation by HO/ DCM the “Request for Classification” Ad.ME 545 L form is signed by the Client and the Country Chief Executive, who may delegate the Regional or Country Marine Manager, the NC Manager or the Office Manager to review and sign contracts.After the signature the original paper request is transmitted to HO FM_REG for records. Electronic transmission to MOC is done through SAM. A scan of the signed copy is also uploaded in VPM (SAY > Recognised Organisation (RO) documents).

Modifications of contracts

In case of modification of the contract during the ship construction (flag of registry and/or class notations etc...) an amendment to the “Request for Classification” shall be drawn up and signed by the client and by Recognised Organisation (RO) authorized person. After it is signed the original paper is to be transmitted to HO FM_REG for records. The concerned plan approval offices will be informed by the Project Leader (see Amendment to RFC), in order for them to verify the status of the drawing’s approval with regards to the changes occurred.

MoU or MoA at shipbuilding phase

Memorandum of Understanding (MoU) or Memorandum of Agreement (MoA) shall be reviewed by HO Departments (LC&R, LPO, EMC, NCM) before signature.

MoU or MoA for Dual Class cases

Applying PR1B C 2.2, Trilateral and/or bilateral agreement is to be signed by the parties (at least between the two Class societies) on how to perform survey during fabrication, construction, and testing of the ship, exchange information and share survey records. The agreement adopted in to be available in VPM Recognised Organisation (RO) record of construction. Refer also to the dual class design review instruction for the design review phase.

MoU for other cases

Transfer of class during construction

Refer to the related technical procedure and the dual class design review instruction

MoU at New Building

When a RFC with a MoU is to be made at Shipyard request for classification survey with acknowledgement and acceptance of prior approval of design by another IACS society with respect to the shipbuilding contract between the Builder and the Buyer for a new building, the HO is to be contacted before such RFC / MoU is signed. In any case, this procedure for the new building survey is to be fully applied.

From 01 January 2025 the IACS PR42 will apply.

“Pure-sister ship” and “Quasi-sister ship”

SAM allows to enter a ship as a “pure-sister ship” or a “quasi-sister ship” at the time of the RFC. However, not all the ships are 'pure-sister ships' or 'quasi-sister ships' and the concerned LPO would have to verify the compliance with the Recognised Organisation (RO) Rules through rules gap analysis for class requirements entered into force between initial contract date and date where the option is exercised or alteration or amendment adding ships and/or optional ships to the initial contract is signed.

To be eligible to “quasi-sister ship” definition, the conditions set in Table A in Pure & Quasi Sisterships apply.

Entering ships as “quasi-sister ships” in SAM is an internal solution to allow each ship to have immediate access to VPM features such as access to the set of drawings and the LPO comments issued for another ship built to the same or similar design, not to be taken as a waiver of any class or statutory requirement.

Ship constructed partially in different Countries / Locations

For RFC signed in one country (with Shipbuilder) and the construction realized in another fully or partially (Shipyard location) the scope of work of each party is to be documented and as clear as possible.

Attention is called on duty to perform kick off meeting with each main hull subcontractor General and to have clear repartition of job between survey location Constructed in different locations

“Frozen” contract

Frozen

New construction ship contract will be recorded in VPM as “Frozen” when the construction is stopped for an undetermined period of time, she is not officially abandoned but no activities are ongoing or, she is put in some sort of “Lay up” before delivery.

The decision to consider a project as Frozen is made by NC Manager. Owner CD and NCM are informed.

The status of “Frozen” contract is to be reviewed every year.

Unfrozen

Before reactivating a “Frozen” contract at the request of a Shipbuilder, a condition survey describe in Survey before reactivation of a “Frozen” contract “survey before reactivation of a frozen contract” must be performed. The initial contract condition must be reviewed and RFC amended to reflect the up dated situation as per Modifications of contracts “modification of contracts” and Reactivation of “Frozen” contract. “reactivation of “frozen” contract”.

The date of re-activation is recorded in VPM, and NCM informed.

Contract cancelled or Classification abandoned

For Orders cancelled, Building definitively abandoned, Survey of construction without Classification (SNC), the ship’s In/Out (I/O) Code must be change accordingly in VPM, SAM or Neptune.

PREPARATION OF SURVEYS

Scope of Services

The scope of services to be provided by Recognised Organisation (RO) is based on the “Request for Classification” and its annexes. Therefore, the RFC is to be signed before the project starts or at least in a validated status.

Survey Team

For each contract, the Marine Manager, the NC Manager or his delegate will designate a Project Leader and Surveyors with the adequate Certification in QUALIF as per the new construction surveyor certification scheme qualification requirements. The survey team will then be recorded in VPM in the appropriate Actors tab. The composition of the survey team may be adapted during the construction according to the amount and specificity of the work. Therefore, the NC Manager or the Project Leader may assign other Surveyors (not being part of the initial project team) provided they have an adequate Certification in QUALIF. Any changes in the survey team during the period of construction will need to be updated in VPM, by entering the names of the Project Leader, Project Leader Delegates and all team Surveyors participating in the construction surveys. When more than one country or site is involved, the same principle applies, all actors shall be registered in VPM.

In case of specific need related to quality or technical matters (i.e Flag, Gas, Offshore, Passenger ship, RoRo-Passenger ship, SPS or complex project), the appointment of Project Leader or specialized Surveyors may be supported (including by project coordination) or reviewed by DO_NCM.

Applicable Documentation and Preparation of the Kick-off Meeting

The list of the applicable documents/ requirements to the specific project must be prepared at the earliest and in the hand of the Project Leader by the time of the Kick-off Meeting and later made available during the construction period in VPM, to be used by the assigned surveyors.

For this purpose, a “Preliminary Kick-off meeting” will be held (with the same exemption as describe in Series of ships) as soon as possible between the Project Leader (if already appointed) or the NC Manager / NC Manager Delegate (with DO_NCM support, if needed) and the LPO Project owner (designated LPO Project manager) to review the project with the following agenda (but not limited to):

• Project description and specification;

• Contract review, RFC status, data (VPM) and clarification, MoU / MoA, series, milestones;

• The list of the applicable documents/ requirements;

• General Statutory and Class requirements, Specific Class notation requirements;

• Specific Flag instructions (may be discuss also with MOC (NC), MOC (CD) or CD from flag country (i.e. compulsory for CANADA);

• Lines of communications, Circulation and distribution of drawings documents and related correspondences when outside VPM. Design Contacts (VPM Actors: LPO owner, LPO Project Manager, Premium, List of design offices in charge of a discipline, Surveyor in charge and their preferred contact point.) Whom the Project Leader will contact in particular at time of reminder?

• VPM categories display, check list and list of drawings expected from shipbuilder;

• The list of material and equipment to be certified as per NR266(*);

• Main concerns on material (i.e. midship section, materials, scantling, welding plan), design details and major equipment (this item may be shifted to regular follow-up meeting if not available at pre kick off meeting time);

• Return of experience from similar previous project, if any;

* The support of the RO Manager could be requested, when possible, to review the list of materials and equipment to be certified and when available the vendors list.

The minute of this meeting and further deemed necessary follow-up is to be recorded in VPM.

Kick-off Meeting with the Builder

General

Prior to commencement of surveys for any new building project, the Society is to discuss with the Shipbuilder at a Kick-off meeting as required by Recognised Organisation (RO) rule Pt A, Ch 3, Sec 7 [4.1.1]. The purpose of the meeting is to review and agree how the listed items in NR540 table 1 (NR540 Table 1 - General part) and the specific activities shown in table 2 (NR540 Table 2 - HULL part) are to be addressed.

The meeting is to take into account the shipbuilder’s construction facilities (Review of the construction facility) and ship type including the list of proposed subcontractors and NDT suppliers.

If the Marine Manager or the NC Manager has nominated a Project Leader for the concerned project, then the assigned Project Leader is to attend the kick off meeting otherwise the NC Manager shall designate another Project Leader to attend. The Kick-off meeting may be attended by LPO and/or RO representative and subject to shipbuilder agreement by other parties as defined in PR3.

If a significant part of the construction is built in a different yard or location a dedicated kick-off meeting for such location should be held and if necessary, a Project Leader Delegate assigned. (See Constructed in different locations)

In the event the Shipbuilder hires a shipyard for the construction of the ship(s) and the "Request for Classification" / Contract is signed by the client before the shipyard has been contracted, a preliminary kick-off meeting may be held with the builder. However, the main kick-off meeting is to be held with the participation of the shipyard after it has been contracted.

Quality standards

Shipbuilding quality standards for the hull structure during new construction and the remedial standard where the quality standard is not met are to be reviewed by the Project Leader and agreed in the kick-off meeting, prior to the commencement of fabrication/ construction. Structural fabrication is to be carried out in accordance with IACS Recommendation 47. ‘Shipbuilding and Repair Quality Standard’ or a Recognized Fabrication Standard (RFS) which has been accepted by Recognised Organisation (RO) prior to the commencement of fabrication/construction. The work is to be carried out in accordance with the Rules and under survey of the Classification society. The society may accept a RFS as an alternative to IACS Recommendation 47 provided that Recognised Organisation (RO) rules Pt.A, Ch.3, Sec.7, [4.1.4] or [4.1.5] is complied with, as applicable.

For aluminum (NR561) or composite (NR546) hull construction, quality and fabrication standards are to be agreed in similar way as appropriate and in compliance with the applicable rules. For Offshore units refer also to NR426 and contract specification for scope of work & certification scheme.

Series of ships

For series of ships (sister-ships) built at the same time or successively (without a significant interruption) and in the same shipyard, consideration may be given to waive the requirement for a Kick-off meeting for the second and subsequent ships provided the shipyard organization affecting the production remains substantially unchanged. If any changes are introduced or quasi-sister-ships added these are to be agreed in a new dedicated meeting and documented in a record of such meeting. The records should include the main variations from previous ships, e.g. flag requirements, effects of key dates on applicable rules and regulations, applicable drawings revisions, etc.

For Shipyards regularly building the same type of Recognised Organisation (RO) classed units < 65 m (example: fishing vessels, tugs, etc.) the kick-off meeting may be held once every two years, provided that the Shipyard organization affecting the production remains substantially unchanged.

When, for the a.m. reasons, the kick-off meeting is not held, a copy of the kick-off meeting held for the first ship shall be appended to the Recognised Organisation (RO) Record of Construction in VPM for each subsequent ship of the same design.

Minutes of Kick-off meeting

A record of the meeting is to be prepared, using the Kick-off meeting template given in NR540 “Kick-off Meeting Template for New building”. The template given in table 1 and table 2 are available in Excel format, Kick-off meeting template attached file to this procedure Kick-off meeting template for steel ship(K-O meeting template Excel 072021-Corr.1(UL).xls.). Another similar template Kick-off meeting template for Hull in composite is available for hull built of composite material.

Remark: The minutes of the kick-off meeting are to be compulsorily appended to the Recognised Organisation (RO) Record of Construction in VPM. SAY Tree > Recognised Organisation (RO) records of construction > Add documents > Kick-off meeting.

NR540 Table 1 - General part

The above mentioned template is made available to users in an Excel format, so that Surveyors can add their proposal/ comments, no matter how lengthy they are to reflect by example the construction facilities, the specific ship type or the Class notations.

• This first table contains general aspects of the project and items to be discussed with the shipyard (but not limited to):

  • Contract review (RFC), Calendar dates

  • Applicable rules, regulations, instructions and contractual documents, Specific published Flag Administration requirements and interpretations of statutory requirements (See the related survey procedure - Country and Administration instructions), Additional requirements for GBS ships as Part A, Ch 3, Sec 7 [5.2], etc.

  • List of drawing to be reviewed: use of VPM export checklist to review applicable categories and the list of drawings to be submitted by builder (to be previously verified with LPO)

  • List of Material and equipment to be supplied with Recognised Organisation (RO) type approval, product certificates or manufacturer’s documents: List available in VPM (RO Export list for shipbuilder) or latest NR266

  • Circulation and distribution of drawings and documents

  • ITP and other documents or procedures locally approved by PL

  • Access to construction facilities including subcontractors

NR540 Table 2 - HULL part

• This second table (compulsory for ship cover by the UR Z23(*) contains specific activities of the hull construction survey. Project Leaders shall discuss in detail with the Shipyard, prior to commencement of surveys, the content of this table reflecting the IACS UR Z23 - Table 1, requirement and the principle of Patrol surveys performance.

  * For other types of ships/units this table can be adapted to fit the hull construction surveys requirement, like for hull built of composite materials.

Prior to the meeting the a.m. template may be given to the Shipbuilder/Shipyard as agenda for the meeting preparation (if considered appropriate by the Project Leader).

Change to the activities agreed at the Kick off Meeting

NR467 Pt A, Ch 3, Sec 7 [4.1.2]: The shipyard shall be requested to advise of any change to the activities agreed at the kick off meeting and these are to be documented in the survey plan. By example: if the shipbuilder chooses to use or change subcontractors, or to incorporate any modifications necessitated by changes in production or inspection methods, rules and regulations, structural modifications, or in the event where increased inspection requirements are deemed necessary as a result of a substantial non-conformance or otherwise.

Review of the construction facility

General

The society is to familiarize them self with the yard's production facilities, management processes, and Safety for consideration in complying with the requirements of NR 540 table prior to any steelwork or construction taking place in the following circumstances:

• where the society has none or no recent experience of the construction facilities; typically, after a one year lapse or when significant new infrastructure has been added,

• where there has been a significant management or personnel re-structuring having an impact on the ship construction process,

• or where the shipbuilder contracts to construct a vessel of a different type or substantially different in design.

Shipbuilder Report Management (SRM)

Remark: This review is to provide information for the society to understand capability of the shipyard, it is not meant to be a quality assessment. It is also applicable to sub-contractors building major hull items.

The shipyard review record (SRR) is to be filled-up in VPM (through Shipbuilder Report Management (SRM) tool). The SRR is compulsory for all the Hull production sites of steel ship(*) intended for classification and for international voyage. For this purpose, all the relevant production sites (including major sub-contractor) shall be registered in the shipbuilder section in VPM. To be added in VPM > Project > Unit data > General > add Shipbuilder, if necessary.

Using VPM Shipbuilder Report Management: The SRM Manager is the NC Manager or his/her delegate. The SRM Surveyor is a NC Project Leader or NC Senior Hull Surveyor assigned to issue the report. The report will be validated by the SRM Manager or delegate.

Project documents, Examination and Test Plan for New Building activities

The rules require that during the construction, the Shipbuilder is to provide access to documentation required by the Society; this includes documentation retained by the Shipbuilder or other third parties.

VPM > Tree view > Relevant Item: provides to the project Leader a platform to register the survey to be done and follow-up. Survey includes: the review of documents, uploading documents and revision, follow-up comments. For further details refer to VPM user manual and training material. VPM user guide

Preparation for Survey of the hull structure

Shipyard Standards and Procedures

The list of documents to be reviewed by the Project Leader or Qualified Surveyor for the specific new construction are as follows:

• Inspection and Test plans,

• NDE plans, (NDT Plans and Records)

• welding consumable details,

• welding procedure specifications (WPS & WPQR) (Welding Procedures); or required information for hull built in composite materials as appropriate,

• welding plan or details,

• welder’s qualification records,

• NDE operator’s qualification records,

• recognized fabrication standards.

When additional class notation VeriSTAR-HULL CM is assigned, is to be made available:

• the reviewed hot spot map of the structure.

Material and Equipment

As required, evidence of compliance with NR467 Pt A, Ch2, Sec 1, [2.1.5] is also to be made available by the Shipbuilder to the Surveyor whilst the construction process proceeds to prove that materials and equipment supplied to the ship has been built or manufactured under survey relevant to the classification rules and delegated survey requirements.

As normally discuss during the kick off meeting, the record template for the follow up of the materials and equipment to be supplied with the inspection at works certification is to be prepared (the use of the template provided in Material and equipment is recommended).

(Optional) As far as possible, the vendor list is to be obtained or manufacturer to be identified and at this stage communication with RO Manager, when possible is recommended.

Applicable to all ships

Reminder: The rules require the Shipbuilder to provide to the Project Leader or Qualified Surveyor plans of the items which are intended to be examined and tested. These plans need not be submitted for approval and examination at the time of the kick-off meeting. They are to include:

• proposal for the examination of complete steel work generally referred to as block plan and are to include details of joining blocks together at the pre-erection and erection stage or at relevant stage.

• proposal for fit-up examinations where necessary.

• proposal for testing of the structure (leak and hydrostatic) as well for all watertight and weathertight closing appliances.

• proposal for non-destructive examination.

• any other proposal specific to the ship type or to the delegated statutory requirements.

The plans and any modification to them are to be submitted to the Project Leader or Qualified Surveyor in sufficient time to allow review before the relevant survey activity commences.

Applicable to ships subject to SOLAS Ch. II-1 Pt. A-1 Reg. 3-10

Reminder: In addition to 4.6.2, the Shipbuilder is to provide plans of the items which are intended to be examined and tested in accordance with the Rules in a document known as Survey plan, taking into account the ship type and design, This Survey Plan is to be reviewed at the time of the Kick-off meeting, and is to include:

• A set of requirements, specifying the extend and scope of the construction survey(s) and identifying areas that need special attention during the survey(s), to ensure compliance of construction with mandatory ship construction standards, including:

  • type of surveys (visual, non-destructive examination, etc.) depending on the location, materials, welding, casting, coatings, etc.

  • establishment of a construction survey schedule for all the assembly stages from the kick-off meeting, through all major construction phases, up to delivery

  • inspection/survey plan, including provisions for the critical areas identified during the design approval

  • inspection criteria for acceptance

  • interaction with shipyard, including notification and documentation of survey results

  • correction procedures to remedy the construction defects

  • list of the items that would require scheduling or formal surveys

  • determination and documentation of the areas that need special attention throughout ship’s life, including criteria used in making the determination

• A description of the requirements for all types of testing during surveys, including test criteria.

Preparation for Survey of the outfitting

The rules require that before the actual construction is commenced, the Manufacturer, Designer or Shipbuilder submit to the Society the documents requested in the relevant Sections of the rules. The project Leader will identify and request, if necessary, the documents that will be needed either for information or to be reviewed by himself or a qualified surveyor and in general as needed for the survey to be performed. As example:

• relevant drawings reviewed in particular when not submitted by the shipbuilder;

• material and equipment certification verification (records of follow-up inspection, NR266);

• installation procedures and details; (i.e. Rudder, Propeller, Shaft, etc.);

• recognized fabrication standard (i.e. Rec. 177 Shipbuilding and Remedial Quality Standard for Machinery Piping System), certification, inspection and testing program of piping systems in workshop and or on board (refer to UR P2 and NR467 Pt C, Ch 1, Sec 10 and specific part of applicable rules);

• and any other as relevant and depending on the type of ship.

Preparation for quay, sea and gas trials

The rules require that a comprehensive list of the shipboard test intended to be carried out by the Shipyard is to be submitted. And for each test information is provided with the scope of the test and parameters to be recorded. The Project Leader will timely request the following documents to the shipbuilder or Shipyard, as applicable:

• The functional testing procedures, such as: the mooring Trial, Sea Trial, Gas Trial on board test procedures (including reference to computerized machinery systems);

• The Measurement program for COMF and URN Notations, when applicable.

Preparation for Statutory surveys

When RFC include issuance of a statutory certificate or a statement of compliance related to the Harmonized System of Survey and Certification (HSSC), the guidelines check list for initial statutory survey shall be generated in VPM before kick-off meeting in order to prepare the survey plan (Approval of ITP and preparation of initial patrol plan).

Recommendation to prepare the ITP in VPM (SAY Tree) with the support of the Guideline check list:

• for each item of the check list there are some generated “surveys to be carried out” linked to a SAY tree location where the actual relevant surveys are expected to be recorded,

• the PL will have to identify were the scheduled inspection proposed by the shipyard (ITP, Trials Procedures) are to be placed in the tree to be properly linked to the relevant item of the check list,

• the PL will request any additional inspection deemed necessary if a statutory item is not cover by the ITP, and eventually organize the patrol plan to schedule such relevant survey with the shipyard at an appropriate time during the construction.

Attention when RFC is modified and the modification is affecting statutory requirement the check list will need to be updated in VPM (Project data > Update checklist)

In case the guidelines check list for initial survey could not be generated (i.e. statutory not in RFC, non-convention ship, ship not covered by HSSC) but could be needed for support to prepare ITP a full version of them is available in Guidelines check lists for statutory survey(A11.4)

A similar job preparation approach is to be used for attestation to be issued as per RFC (i.e. USCG CFR compliance).

Patrol Plan

Patrol plan - General

Project Leader will define a control plan with a pertinent* number and recurrence of patrol inspections according to NR540 Table 2, statutory and rules requirements, as applicable, and to be complementary to the inspection test plans for the items not covered by ITP scheduled inspection.

As a general rules, when statutory guidelines require attendance, the item is normally to be included in the ITP.

The Initial Patrol plan shall be presented during Kick off Meeting(s). Table 2 of the Kick-off Meeting template is to be used for this purpose for the Hull part. This initial Patrol plan is recorded in VPM.

Patrol on series of small ships

For series of ships or ships of the same type of Recognised Organisation (RO) classed units < 65 m (example: fishing vessels, tugs, patrol boats, Crew boats, Lightship, HSC, etc.,) subject their Hulls are built at the same time (even if at different stage of construction before launching), in the same workshop location, by the same shipyard qualified personnel and supervisors and under the same quality control internal organization, the patrol plan can be establish considering the series to cover all relevant patrol items at workshop level (not ship by ship) during a defined construction period (maximum of two years), if:

• The required fabrication procedures and standards are submitted

• The workmanship is of standard marine quality and acceptable to the Surveyor

• The supervision and quality control is effective and builder’s inspection process record available to the Surveyor satisfaction

• Any serious or systematic defects and imperfections are promptly reported to the Surveyor

• Deficiencies are recorded and followed-up in VPM on the hull number they were found

• Quality meeting is held to discuss root cause and corrective action to be implemented on all the series and defect is rectified to the satisfaction of the surveyor

Patrol in “satisfactorily evaluated” workshop

Similar approach could be agreed on case by case basis with shipyard for hull blocks under construction for ship in a series (except otherwise specifically required in the rules or regulations) built at the same time in a particular identified workshop or production area after a satisfactory evaluation of the ability of the builder’s working team to control and maintain acceptable workmanship, quality supervision, availability of builder’s inspection process records, through surveyor monitoring during recent experience by the society and builder’s performance records. Such agreement is to be made in writing, kept in “Recognised Organisation (RO) record of construction as quality meeting”. Such agreement is however to be reviewed on a yearly basis or in case of serious deviation (i.e. quality non-conformities, such as fitting and welding conditions, discrepancies in workmanship, etc.) detected during Surveyor monitoring (Patrol survey) or review of NDT reports with unacceptable defect rate, and not handled by builder’s quality control and production team.

To organize the survey or monitoring of such workshop or production area, the PL is to received monthly production schedule as well as daily application in particular for area subject to survey such as tank test plan (fillet air test, PT/MT), Ship side / Collision bulkhead penetrations. For block or construction details subject to closed-up survey or under construction monitoring (CM mark) the surveyor is to attend as agreed in ITP.

Revision of the Patrol Plan during construction process

Depending on the surveys output, Project Leader may decide to increase (or decrease) the patrol inspections number and frequency.

Note to Surveyor

General

The Project Leader may issue an instruction to his team of Surveyors, when the team consists of several Surveyors working independently, regarding the survey requirements, the extend and method of verification for at least (but not limited to):

• Applicable rules and regulations

• Reviewed drawings and documents and Follow-up of design and SAY comments

• Applicable shipyard fabrication standards and procedures

• Implementation of the Patrol Plan (history of workmanship quality and supervision, area of concern, pertinence* and frequency)

  • Welding process, supervision, welders and NDE

  • Steel work process, preparation and fit-up

  • Forging and casting

  • Machinery, piping and accessories installation on board

  • Electrical installation on board

  • Passive fire protection, penetrations of fire boundaries and draft stops

  • PSPC

  • Watertight cable transit seal systems

  • Any other area of concern

• Material and equipment (inspection at works) certificates follow-up

• Implementation of record in VPM

• Flag instructions and relevant TNS (i.e TNS - Flag)

• Highlight of the Statutory requirement

• Any specific item to a particular project

Record of such instruction and verification should be available in VPM. (SAY > Recognised Organisation (RO) documents)

Constructed in different locations

When a project is constructed partially in different countries / locations the scope of work is to be agreed between PL and PLD and documented in VPM (except for the commercial part).

If the PLD cannot participate to the pre-kick off meeting, a rolling out shall be done by the PL in line with the scope of work.

Reactivation of “Frozen” contract

After the condition survey Survey before reactivation of a “Frozen” contract the NC Manager / Project Leader will liaise with LPO to assess eventual new statutory requirements, request RFC amendment, call for a new Kick-off meeting with the shipbuilder / Shipyard and review on a case by case basis the proposal on the scope of the class and statutory surveys to be completed, re-performed (including bottom survey), if necessary and the installation to be re-commissioned, as appropriate to fulfil all requirements. Fabrication procedures and standards, testing procedures, etc., will be re-approved as if the project started for the part to be completed. New materials and equipment installation, major modification from previous design will be subject to new rules requirements. Specific flag requirements are also to be dealt with.

Delay in construction schedule

See Amendment to RFC

Similarly to Reactivation of “Frozen” contract, in case of entry if force of new regulation or flag instruction, the Project Leader must re-evaluate previous agreement from the initial kick off meeting, liaise with LPO for the impact on design review, and call for “quality meeting” to agree with the shipbuilder on modification of installation, revision of the drawing review, inspection and test plan, testing procedures.

MANAGEMENT OF DOCUMENTS

Drawings and Documents Review

General

The Project Leader is responsible for the continuous follow-up of the documents and drawings (class and statutory) to be submitted, in sufficient time, in order that such documents, drawings and any modifications to them are reviewed before the relevant survey activities commences (Availability of drawing for Survey).

To that effect, the checklist for categories, the list of drawings / comments available in VPM, identifying the status of categories, the number of drawings received, their applicable revision status, shall be used for follow-up. During pre-kick off meeting the applicable design categories with the expected list of drawings to be reviewed was normally checked with LPO. Otherwise, the plans, documents to be submitted for classification are listed in the different chapters of the Rules.

At the time of NRS (Closing of Design Categories) the Project leader shall receive a written confirmation from LPO project manager (LPO owner) that all drawings required by the rules and applicable to the project were received and reviewed.

External Contacts

The Owner may be granted access to VPM subject to the shipbuilder agreement.

Follow-up with LPO

Further to the “Preliminary Kick off meeting” (Applicable Documentation and Preparation of the Kick-off Meeting) with LPO to review applicable categories and set up as far as possible the expected list of drawing, regular follow-up between project Leader and LPO owner and / or in charge is needed to early identify missing drawing, critical pending comments to be resubmitted and any other specific point of concern. The frequency of such meeting is to be agreed with LPO owner and / or in charge and adapted to the project size, type and series, as well as production schedule. At least for simple projects such meeting shall be held 3 months before scheduled delivery, unless otherwise agreed (Shipbuilder / Shipyard reminder / Closing of Design Categories / Notified Remarks Status (NRS)). As a general case and for leadership a follow-up at each milestone is needed.

Amendment to RFC

During the ship construction, in case of change of flag and/or class notations, and/or application of new regulation(s) due to milestone(s) delayed etc., the Project Leader will liaise with the concerned LPO/person in charge of RFC in order for them to verify the status of the drawing’s approval with regards to the changes occurred.

In case the modification impacts the Kick-off meeting agreement, inspection and test plans, statutory survey requirements or any other major issues, the changes and implications are to be discuss during quality meeting and the agreement on a new survey plan, if needed, recorded in VPM.

Procedures and documents reviewed by SAY

The Project leader or a qualified Surveyor may review some local detail drawings provided they do not affect the general drawings reviewed by the LPO, such as, but not limited to, the examination and testing plans (including tank testing plan), the Non-Destructive Testing plan, more generally the documents listed in Project documents, Examination and Test Plan for New Building activities “Project documents, Examination and Test Plan for New Building activities”, Modifications and repairs during construction, as well as minor structural modifications which will be above the requirements in the reviewed drawings, such as an increase of a plate thickness or additional local reinforcements, etc. Except for ships subject to certain notations (i.e. ship designed and constructed based on structural modelling, load modelling and stress and fatigue calculations) where the approval of structural modifications shall be done by, or in liaison with the LPO as it might affect conditions for the assignment of additional class notations.

The traceability of the review, the follow-up of the comments and revision, if any, is to be done through VPM (see VPM updated user guideline for the appropriate location) and linked to original approved drawing, as applicable, to comply with Availability of drawing for Survey.

A copy of these drawings and documents stamped by Recognised Organisation (RO) Survey Centre (Recognised Organisation (RO) round rubber stamp described on the general administrative instructions) with remark “reviewed, reviewed with comments, acknowledged, for information only, as appropriate” is sent back to the Shipyard (or Shipbuilder). Another copy being filed with the ship's file in VPM or e-drawing and electronic stamping is used.

Availability of drawing for Survey

Reviewed drawings in hard copies are to be kept adequately filed, preferably sorted out by specialty (i.e. Steel structure, hull equipment, machinery, piping, electricity, automation, class notations, statutory, etc.), and be easily available to the surveyor before relevant survey activities commences.

When the reviewed version is only available in electronic version (VPM e-drawing) the Surveyor is to be equipped with appropriate tools to access and adequately read this e-drawing and its comments in VPM. For such purposes the use of tablets is recommended.

Inspection and Test plans

The review of the Inspection and tests plan (Applicable to all ships) proposal from the Shipbuilder / Shipyard is performed based on rules and statutory requirements (including additional notations and specific flag requirements and interpretations). The Project Leader is to identify the most appropriate survey methods to be used by the surveyor for each particular item (Witness, Monitoring, Review) to confirm the compliance to applicable rules and regulations considering the ship type, size, survey requirements and the shipyard quality systems. The Patrol plan (Patrol plan - General) is to be consistent with the ITP for the Hull item under monitoring. The review is to take into account the statutory guidelines check lists as indicated in Preparation for Statutory surveys.

Welding Procedures

Reminder: Welding consumables and welding procedures adopted for the construction are to be approved by the Society (refer to NR216 Ch 11 and NR 216 Ch 12 for applicable requirements).

WPS and WPQR are reviewed by the Project Leader, a qualified Surveyor or by a Subject Matter Expert assigned by the NC Manager. WPS and WPQR approved by others IACS class societies may be accepted by Recognised Organisation (RO) after verification of compliance with applicable IACS UR W28 rev2 requirements, and the WPS will be stamped (Recognised Organisation (RO) round rubber stamp described on the general administrative instructions) with remark “accepted” and signed and dated. A copy of the WPQR approved by the other IACS class society is to be mandatory attached to the WPS and kept in the ship’s files (a refusal from the Shipyard to allow Surveyor to take a copy of the WPQR is to be recorded). A copy of WPQT when approved by Recognised Organisation (RO) is also to be available to Surveyor, if necessary.

The “reviewed” list of WPS with their application on the welding plan is to be available in VPM (SAY > Tree > Project Procedures and Test Plans > WPS > Survey), to confirm each welding detail is covered by a WPS (including for piping). The detailed WPS and WPQR do not need to be uploaded unless allowed by the shipyard but can be stored in local files and shall be available to the Surveyors for reference.

(BPS) Lamination process details replace WPS for composite construction as per NR546 Sec. 12 [5.1.2].

NDT Plans and Records

NDT Service Suppliers

IACS UR W35 apply

Remark: In case of non-destructive testing carried out by an independent company from the shipyard, such company must comply with the requirement set out in NR669 ‘Recognition of non-destructive testing suppliers’ (NR 467 Pt B, Ch. 13, Sec 3.1.4) and UR W35

NDT Plans

The extent and method of testing, and number of checkpoints are normally agreed between shipyard and the Classification society, with due reference to:

• Pt B, Ch 13, Sec 4 Non-Destructive Testing, [5] General plan of testing and App 2 Special structural details

NDE plans are reviewed by the Project Leader, a qualified Surveyor or by a Subject Matter Expert assigned by the NC Manager. For each construction, the plan is to specify the areas to be examined, the extent of testing and the quality levels, with reference to the NDT procedures to be used. Such written procedures are to contain appropriate details about the applied codes or standards, testing method, equipment, calibration, testing conditions and personnel qualification. For each NDT technique, appropriate details mean typically the details described in NR467, Pt. B, Ch.13 and NR216, Ch.14.

Minimum requirements on methods and quality levels to be adopted for NDT testing are also given in UR W33 and UR W34.

The NDT Plans as “reviewed” are to be available in VPM (SAY > Tree > Project Procedures and Test Plans > NDT plan > Survey)

The Project Leader Delegate or the qualified Surveyor attending the project at a shipyard location where a significant part of the hull is built must review those NDT plans.

NDT Records

The Shipbuilder is to ensure that report (see 6.9) is made available to the Surveyor for the:

• Review of NDT records (PT and MT) as per NR540 table 2 item 1.4

• Verification of NDT and ANDT records (UT, PAUT, TOFT, RT-D) as per NR540 table 2 item 1.5

• Systematic review of Radiography as per NR540 table 2 item 1.5

The record of review of radiographs carried out by the surveyor is to be available in VPM. The follow-up that all NDT checkpoints agreed in NDT Plan as well as extended and additional areas requested during survey were carried out satisfactorily is also to be recorded in VPM.

The review of the NDT records of the welds on underwater shell plating has to be done before launching.

Testing Procedures of Watertight Compartments

Tank Test Plan is “reviewed” against NR467, Part B, Ch 13, Sec 6 (IACS UR S14) otherwise specifically instructed by the Flag Administration. (Refer to the related survey procedure - Countries and Flag Administration publication such as Marine Notice).

The plan of tank testing (category H24) could be reviewed by LPO and confirmed by PL or reviewed by PL only.

The follow up and records of the tank tests is made through VPM > SAY tree > Structure, Stability and Outfitting > Watertight compartments

COMF and URN Notations

COMF and URN Notations measurement programs and reports are reviewed by a qualified Surveyor or by a Subject Matter Expert assigned by the NC Manager and recorded in VPM with a dedicated survey.

Asbestos free declaration

(Reference to SOLAS II-1/3-5, UI_SC249 / Rec.130) The following reviews / surveys are to be recorded:

• Verification that the Shipyard has established written procedures for purchasing and controlling the supply of asbestos free material, equipment and components; and Asbestos free declaration by manufacturer / supplier.

• Random verification that material, equipment and components are supplied with asbestos free declaration.

• Review of Shipyard asbestos free declaration and relevant supporting documentation

ATTENTION: refer to the related survey procedure Country for specific flag requirement

IHM inventory Part I

IHM inventory Part I is acknowledged by an IHM qualified Surveyor assigned by the NC Manager or the Project Leader based on:

• sampling verification of information recorded in the Inventory part I, and

• survey on board for verification by sampling the location of the listed equipment, systems/areas

As part of Statutory survey, the document review and the survey performed shall be recorded in VPM

Upon satisfactory review, IHM Part I shall be stamped “reviewed for consistency”.

Regulation (EU) No 2013/1257 (EU SRR) as amended

The Project Leader and the qualified Surveyor should refer to the related survey procedure and its Annexes for:

• IHM Part I, Use of IHM expert, Content of IHM, Format of the IHM, Material to be listed in the inventory and in particular referring to [1.8.2] “Initial survey”

EMSA’s Best Practice Guidance on the Inventory of Hazardous Materials

• 5.1 Development process of the IHM Part I for new ships

• 6. Survey and Certification

Hong Kong Convention

MEPC.222(64) - 2012 Guidelines for the survey and certification of ships under the Hong Kong Convention

MEPC.379(80) - 2023 Guidelines for the development of the inventory of hazardous materials

• 4.1 Development of part I of the Inventory for new ships

• 5.1 Requirements for ascertaining the conformity of the Inventory at design and construction stage

• 6. Material declaration

• 7. Supplier’s declaration of conformity

Record of Inspection at Works of Materials and Equipment

Continuous follow-up and verification

The Project Leader is responsible for continuous follow-up and verification that the corresponding materials and equipment listed in rule note NR 266 are supplied with the inspection at works certificates.

• The follow up of the materials and equipment to be supplied with the inspection at works certification is to be recorded (use template provided in Material and equipment).

• When necessary, follow up of LPO/RO comments when carryover from FAT to SAT test / verification.

• When the “inspection at works” certificates are not provided, but the Society deems that the procedure for the assignment of the classification is acceptable, construction mark (dot) may be assigned to the relevant part of the ship. Acceptance is based on builder's responsibility that those materials and equipment meet the Rules requirements and that, if required, they have been subject to appraisal of their design by Recognised Organisation (RO). The documentation received and accepted is to be kept in Ship’s file (VPM).

EU Mutual Recognition Type Approval

Where the NC surveyor ascertains by inspection or otherwise that the product or component covered by the EU MR type approval certificate is not in compliance with its certificate, the NC surveyor must inform the shipyard (and/or manufacturer) of the case. The NC surveyor must inform his NC manager who will liaise with DO_NCM and DO-EMC about the case to receive further guidance. (Refer to the related procedure)

Record of Marine Statutory Equipment

European Directive 96/98 EC (MED) as amended and 2014/90/EU (NEW MED)

Statutory surveys - General Section 8 and the related survey procedure Country for specific requirement

The follow-up of MED equipment is to be recorded (use template provided in Statutory equipment)

UK Marine Equipment

From 1 January 2023, marine equipment must be UK approved in order to be placed on board UK ships.

See the related survey procedure UK and flag instructions (Marine notices)

Canada

Contact Recognised Organisation (RO) Canada for specific requirement and instruction from Transport Canada

See the related survey procedure Canada

Other Countries - Non EU

Refer to the related survey procedure - Country

Observations and Non-conformities

Follow-up from Design review

Observations on reviewed drawings which require a Shipyard action will be identified, recorded and discussed with the Shipyard. The result of such meeting will be recorded in quality meeting in VPM. The Project Leader will ensure that, when necessary, the revised documentation and drawings are submitted by the yard for review and closed or dealt with before relevant survey. (Refer to Follow-up with LPO for LPO or NCM support)

• To be resubmitted comments: means the manufacturer or the shipbuilder should reply to the issued comments to the satisfaction of the Plan Approval Office, without which the survey at works or the survey at yard cannot be completed.

• To be dealt with comments: means the manufacturer or shipbuilder should reply to the issued comments to the satisfaction of the attending Surveyor at works or at yard.

  • Comment inherited from the leadership: An inherited comment is a ‘to be dealt with’ made on a drawing of the leadership project. They are meant to be dealt with the same way as any other comment on the sister ship.

Record and Follow-up from Survey at Yard

Significant deviations observed during scheduled or unscheduled inspections, are to be notified to the shipyard using the comment sheet generated by VPM and any equivalent form used by the Shipyard. The follow up of these findings shall be fully documented using VPM. Refer to VPM user manual and training documentation.

Minor remarks will be mentioned on the survey records issued by the shipbuilder/ shipyard for further follow-up. Requests for survey and records will be filed and kept in VPM.

Record of Survey

A Survey Logbook will be established during the construction of each ship or unit to allow the transmission of information to all involved surveyors on a day-by-day basis and record the scheduled and patrol surveys performed and comments raised by the surveyors during the construction.

The use of VPM is compulsory: The SAY Tree is the frame of the VPM logbook. The surveys are created in the appropriate location, the result recorded and followed up. (Survey Logbook)

In VPM SAY tree was set up to support the PL/Surveyor to provide traceability of survey. The primary structure of the tree including intervention level is not to be modified. For specific needs DO_NCM to be contacted.

Hand-over process between Recognised Organisation (RO) Construction sites

General

When a project is constructed partially in different countries / locations, a hand-over dossier need to be prepared by PLD in-charge before arrival of vessel (or her parts) to integration yard. This dossier is to consist of:

• Mandatory VPM entries for quality management process (refer to “Recognised Organisation (RO) record of construction” / “Recognised Organisation (RO) Records to be made available in VPM”) – relevant quality standards, welders periodical review reports, NDT specialists annual qualification review reports etc. for each assembly yard involved. Where shipyard construction facilities review report is not available in SRM tool, a copy of the report to be attached to Recognised Organisation (RO) Documents section;

• Mandatory VPM entries for survey at yard scope. Where surveys are completed, raised comments are closed and no activity is expected at integration yard – survey status to be turned “Completed”. When all surveys within intervention are completed, the intervention status to be turned “Done”;

• Cumulative NDT follow-up record;

• Material and equipment continuous follow up record (to upload to Recognised Organisation (RO) Documents section);

• Cumulative record of pipe workshop pressure tests;

• Record of local modifications and repairs approved (to upload to Recognised Organisation (RO) Documents section).

• Quality meetings, relevant communications regarding local agreement affecting classification scope.

Hand-over statement from PLD to PL with brief explanation of works performed and outstanding tasks listed. This statement is to be uploaded to Recognised Organisation (RO) Documents section and e-mail notification is to be sent to PL to trigger his/her attention. The statement can be prepared in free form. An example ANNEX A9 (A9.1) template may be used by PLD for this purpose.

Offshore Units Transit conditions

A Case-by-case procedure will be establish depending on the nature of the unit, the stage of construction and the transit conditions. (For Offshore project refer also to the related procedure).

In any case a detail “Punch List” is to be prepared according to the pending comments on the design review and Survey at yard. Completed or pending commissioning items shall be identified with reference to the approved tests procedures. All pending items shall be reflected in the punch list with related comment number, type and statutory requirement reference if applicable. Then the same pending items is to be reflected in the relevant statutory check list. Such punch list may replace the NRS. Responsibilities in Punch List closure is to be defined and agreed by all interested parties before units’ departure.

Ship's Delivery preparation

Shipbuilder / Shipyard reminder

Progress / Quality meeting

Before key milestone the Project Leader will send reminder to the shipbuilder / shipyard for the outstanding points as follows:

1. Drawings not submitted for review (the list of required drawings being previously verified with the concerned LPO - see Follow-up with LPO and Closing of Design Categories);

2. Outstanding observations on reviewed documents and nonconformities;

3. Inspection at works certificates not received, or with outstanding;

4. Survey to be performed or completed (before the milestone / delivery);

5. Outstanding comments raised during the Unscheduled / Scheduled inspections and Sea Trials;

6. Statutory surveys status, as applicable.

The follow-up of the outstanding points is to be done preferably through a progress / quality meeting (Quality meetings) to keep records of the agreed action plan and person in charge.

Providing the design review comments “to be resubmitted” & “to be dealt with”, the design categories for “missing drawings” and the “Survey at Yard” comments are regularly and properly followed-up in VPM, the sending of the reminder through VPM (NRS > Current NRS status > Export outstanding items) will be of added value to support the progress / quality meeting with the shipbuilder / shipyard.

The goal is to be able to close, as far as possible, for the Hull part design categories and survey comments before launching, and similarly for outfitting part (Machinery, Electricity & Automation, Cargo) and class / statutory part (Fire & Safety, Stability) before the sea trials. So that preferably, for the last reminder before delivery will only remain the sea trials outstanding comments.

Or, to identify at an early stage if exemption will be needed or short term statutory certificate issued in order to contact (via MOC) the flag administration.

Reminder before delivery

The reminder before delivery, with a similar agenda, will be given with sufficient notice for the Shipbuilder to complete the a.m. outstanding points in time, through VPM.

Closing of Design Categories

It is expected that three months before scheduled delivery LPO surveyors have closed the design review categories. As part of the follow-up with LPO (Follow-up with LPO) Project Leader shall also send a reminder to LPO in charge to confirm the date of delivery and follow-up the categories status, and to prepare the reminder to shipyard (Shipbuilder / Shipyard reminder). This follow-up is to be regular until NRS is to be sent in case of outstanding. DO_NCM is to be called for support in case of difficulties.

Notified Remarks Status (NRS)

General

A “Notified Remark Status” is issued through VPM, by the NC project Leader before issuing any Classification & Statutory certificates, confirming that:

• Adequate documentation related to Design review has been submitted and reviewed satisfactorily (After written confirmation from LPO),

• Adequate documentation related to inspection at Works of Materials and Equipment was verified satisfactorily

• All comments raised during the construction have been dealt with to the surveyor’s satisfaction.

If any minor outstanding point remains, an agreed solution between Shipbuilder, Owner, Project Leader shall be specified for follow-up after delivery (i.e through Memoranda, Condition of Class).

NRS preparation

The following is detailing the steps to prepare NRS:

• Design review categories

  • Open categories: All categories must be closed by LPO in charge

  • Closed categories with missing or no drawings: An agreed solution with designer, shipbuilder / shipyard, ship-owner and flag administration if concerned, must be written and transmitted to NRS

• Design review Pending comments:

  • ‘To be resubmitted’: in principle NO ‘to be resubmitted’ comment shall remain open

    The option ‘cleared-transmitted to NRS’ shall be an exception, accepted on case-by-case basis, with a clear agreed solution with the designer, shipbuilder / shipyard, ship-owner and flag administration if concerned

    In case of series of ships when a ‘to be resubmitted’ is ‘sent to NRS’ for the leadership, the same comment shall be reopened in VPM by LPO until the agreed solution has been fulfilled to the satisfaction of the LPO. In such cases, the agreement must be sufficiently documented and promptly recorded in VPM and NCM shall be informed in addition to MOC(NC).

  • ‘To be dealt with’: the agreed solution shall be described with clear information for follow-up. ‘To be dealt with’ comments are “inherited” to all ship of the series (pure or quasi sister ship).

• Product certification Outstanding documentation (i.e. missing certificates):

  • After validation based on the follow-up described in Record of Inspection at Works of Materials and Equipment, if any documents is missing it shall be described and solution agreed for follow up.

• Product certification Pending comments:

  • Any pending comment from inspection at work, if not solved during survey at yard, must be described and solution agreed found with interested parties for follow-up.

• Survey at yard Pending comments:

  • Any pending non-conformities must be described and solution agreed with shipbuilder / shipyard, ship-owner and flag administration if concerned, for follow-up

• Survey at yard Missing / Outstanding Survey:

  • Required survey (Class / Statutory) partially completed or not performed shall be identified and solution agreed with shipbuilder / shipyard, ship-owner and flag administration if concerned, for follow-up.

Statutory survey outstanding

For statutory, if any outstanding remain leading to issuance of a short-term certificate the Flag Administration agreement shall obtain through the MOC(NC) and this to be documented and recorded in VPM

There should be consistency between the Initial survey report (Statutory checklist Statutory survey reports:), The NRS agreed solution, the record in NPSS when exemption is accepted and the certificates issued including the reports and records associated.

Condition for NRS to be “Submitted” for validation and “transmitted”

The NRS will be processed using VPM for submission for validation by NC Manager and transmission to MOC(NC) after validation providing:

• All actual dates were entered except the delivery date (See VPM “calendar” tab)

• All initial statutory survey reports (statutory check lists) were transmitted (See “progress > Statutory checklists” tab)

• All design categories were closed (to be checked with LPO) (See “NRS > Design review > Categories open” tab)

• All design categories closed with no or missing drawing has agreed solution (See “NRS > Design review > Categories closed” tab)

• All comments were cleared or transferred to NRS (See “Pending Comments” tab under “NRS > Design review / Product Certification / Survey at Yard”) with agreed solution

• All RO documentation / certificate required were received and validated (declaration by the Project Leader “NRS > Product certification > Outstanding Documentation” tab

DO_NCM support

Project Leader / NC Manager should consult NCM on the drafting of agreed solutions, in case the number of outstanding is anticipated to be such that NRS could not be sent electronically and if any outstanding statutory items. (Before using the form provided in Notified Remarks Status (Paper form))

Ship Construction File (SCF)

The purpose of the documents held in the Ship Construction file on board the ship is to facilitate inspection (survey) and maintenance of the ship.

The Project Leader is to confirm with the shipbuilder that the documents of the Ship Construction file, as required by Recognised Organisation (RO) Rules, Pt. A, Ch. 3, Sec. 7, have been delivered to the ship.

SCF for all ships, except those subject to GBS construction standards

Refer to NR 467 Pt. A, Ch 3, Sec 7 [3.1].

SCF for ship subject to GBS construction standards

Refer to NR 467 Pt. A, Ch. 3, Sec 7 [3.2] and in particular [3.2.10 to 3.2.12]

Reports or Records, Certificates and Documents to be issued by Project Leader, NC Survey Centre.

(see Project leader office main tasks and Distribution of documents issued)

Milestone dates before delivery

Forecast shall be followed-up and actual dates shall be recorded in VPM timely.

Steel cutting date

Start of lamination will be used for composite project.

Keel laying date

This date triggers the applicability of most of statutory regulations. The shift in the schedule is to be follow-up carefully. In case of long delay between keel laying and delivery, check for specific flag requirement.

Launching date

A pre-launching check list is available in Hand-over and launching checklistA9-2 for the use of Project Leader / Surveyors

A Launching report (AdME 112) is automatically generated by VPM on the actual launching day, which will be sent to MOC (NC) and MO automatically through electronic transmission via VPM.

Sea trial date

The last sea trial date is to be recorded.

Surveyor(s) attending sea trials

The names of the surveyors attending the sea trials and gas trials must be recorded in VPM.

Contract “Frozen / Unfrozen” dates

The date when the project construction is “Frozen”, and date the project construction is re-started need to be input in VPM Project data.

Notified Remarks Status (NRS)

NRS shall be validated in VPM by the NC Manager and transmitted through VPM to the MOC(NC) before the issuance of any Class/Statutory certificates.

The date of transmission is recorded in ‘VPM > Calendar’ with a copy of the document made available to MOC(NC).

Delivery date

Forecast and actual date must be recorded in VPM.

The follow-up by Project Leader and NC Manager of the forecast delivery date is compulsory and monitored by DO_NCM and is one of the NC KPI. Some new statutory regulation or flag requirement may enter in force due to long delay from the original contractual date (see Amendment to RFC).

The Actual delivery date registered in VPM Calendar shall normally, match the date of issuance of certificates recorded in NPSS.

ATTENTION: DO NOT ENTER A DATE UNLESS DELIVERY (Builder to Buyer) IS CONFIRMED.

Classification certificate:

Refer to the related procedure and the related survey procedure.

Provisional or definitive Classification Certificate is issued, as per RFC, after satisfactory completion of the surveys of construction and sea trials or if the outstanding items are acceptable, with the adequate condition(s) of class.

The original of the certificate is intended for the customer (subscriber of the contract).

The issuance date of the certificate shall be recorded in VPM (NPSS).

Condition for issuing a Definitive Class certificate

A definitive certificate could be issued by NC Project Leader, if:

• Notified remark status (NRS) is transmitted, and

• If there is no “open” outstanding item:

  • all outstanding are cleared “closed”, or

  • acceptable items ‘to be dealt with’ are with agreed solution recorded in NRS with adequate condition of Class in NPSS for follow-up in service

• Classification conditions are signed by shipowner or ship manager for ship in service and,

• Request for classification (RFC), including last update if any, was signed by shipbuilder for new building.

Condition for issuing a Provisional Class certificate

If there is any other acceptable outstanding a provisional certificate is to be issued by the Project Leader, in particular when:

• Notified remark status (NRS) is issued with minor pending remarks and agreed solution not transferred into Condition(s) of Class but to be followed up by NC Project Leader (such as missing documentation at time of delivery with no impact on Class or Statutory requirement),

• Notified remark status (NRS) with a ‘to be resubmitted’ comment “cleared - transferred to NRS” regardless of the agreed solution,

• Notified remark status (NRS) was not issued through VPM due to the number of outstanding (like for offshore unit to be transferred to integration shipyard). The “punch list” items describe in Offshore Units Transit conditions are to be reflected in ‘Condition of Class’ and a Memoranda endorsed to clarify the condition for the release of the provisional class certificate with eventually a certificate of survey issued as per condition set in the occasional and miscellaneous surveys procedure, when the construction is to be completed elsewhere.

• The ship is delivered with a notation other than unrestricted navigation, for a voyage by her own propulsion, to bring the ship from a shipyard, when the yard is not located in the operational area (See condition in the occasional and miscellaneous surveys procedure for issuance of a certificate of survey)

• Classification conditions are not signed by shipowner or ship manager. DO_NCM to be consulted before issuance of the certificate.

Survey Systems for Class Renewal Survey:

The surveys scheme is chosen as per specific Owner request, through Owner CD.

Continuous Survey System (CS)

Refer to NR467, Part A, Ch. 2, Sec 2 [4.3.5]

NC Project Leader will draft a CSM (and CSR, if applicable) list at new building stage, at least for reference to support CD.

Planned Maintenance System for machinery (PMS)

PMS notation cannot be granted at NC stage and is to be dealt with by Owner CD.

Statutory certificates:

Refer to the related procedure, Statutory surveys - General, Survey, certification and reporting and the related survey procedure - Flag

Interim or short term issued certificates (and the additional descriptive forms) as specified in the contract will be delivered to the customer after completion of the surveys carried out according to the concerned International and/or National Regulations and applicable Flag and TNS instructions.

Issuance date of the certificates, type (Interim / short term) and expiry date shall be recorded in NPSS.

ATTENTION: No Statutory certificate is to be issued before the issuance of the Certificate of Registry from the Flag administration.

Issuance of Interim statutory certificates

After satisfactory completion of the initial surveys the Project Leader will issue Interim statutory certificates with a limited validity of 5 months. The issuance of the full term is to be done by the MOC (NC).

There should be no recommendation linked to an interim certificate unless Flag agreement.

Issuance of short-term certificates

When the initial survey is not satisfactorily completed the issuance of a “short term” certificate may be contemplated. Short term certificates cannot be issued without MOC (NC) agreement and as per the Flag administration instructions.

Such case is addressed on a case-by-case basis as an exceptional measure and does not stay as a rule. The general rule is that no recommendation remains upon completion of any Statutory survey.

Exemptions

Refer to Statutory surveys - General [1.3]

The Project Leader will liaise with the Plan Approval and the MOC (NC) in charge to follow-up the status of the exemption request, and that the application is timely send and the reply received with sufficient time before issuance of the related certificate. Statutory checklist (Initial statutory survey report) is filled up indicating the exemption, the NRS also, if necessary to close a comment.

The issuance date of the exemption as well as reference and details shall be recorded in NPSS:

• In Statutory certificates > Type > Add exemption: the details of the exemption as granted by the flag

• In Class certificate > Add memorandum: the deviation from the rules accepted based on flag exemption.

The issuance of an exemption either by Recognised Organisation (RO) if delegated or by the Administration is to be indicated on the correspondent Statutory certificate, in the NRS and initial statutory survey report (check list), as relevant.

A copy of the exemption certificate when issued by the administration is to be available in VPM

NPSS and Survey statement for statutory and other surveys:

NPSS (Neptune Provisional Survey Statement / ASMS system) is issued through VPM.

The ‘Delivery Statement’ generated through VPM (based on NPSS input) is part of the deliverable together with the class and statutory certificates as being the only documents listing the condition of class, the statutory recommendation and the memoranda to the attention of the shipbuilder and Shipowner.

NPSS shall be validated in VPM by the NC Manager and promptly* submitted by the Project Leader through VPM to the MOC (NC) - (But only after delivery is confirmed, see New Construction survey reports:)

Miscellaneous attestations:

Attestations to be issued to the Shipbuilder and/or to the Owner as required using model available in ASMS 2 certificate.

For model not available contact NCM or MOC (NC).

For attestation of non-presence of Asbestos and related requirements, refer to the corresponding Circulars/ Notes available in the Marine Reference Libraries in Recognised Organisation (RO) IT tools.

The sign scan copy of issued attestation shall be uploaded in VPM (SAY > Recognised Organisation (RO) Documents) for records.

Classification conditions:

(Ad 524) to be completed and signed by the Owner or his representative at the takeover of the ship.

After it is signed the original paper is to be transmitted to HO FM_REG for records (the related procedure).

A scan copy of the signed Classification conditions (Ad 524) shall be uploaded in Genesis Classification report (CR).

New Construction survey reports:

The new construction survey reports consist of:

• The Classification report completed in Genesis with the applicable annexes.

• The Recognised Organisation (RO) records of construction, The VPM required entries and documentations.

ATTENTION: After delivery and submission of the NPSS, VPM system will revoke automatically access for the SAY user (project leader and surveyor at yard). The NC Manager will be able to assign after this revocation a Project Leader - Documentation. This access is granted for six (6) weeks in order to allow completion of the Recognised Organisation (RO) record of construction by the project leader and or his delegate. Access to e-drawings (leadership included), uploading of documents to finalize the Recognised Organisation (RO) record of construction is permitted. No Survey could be entered nor modification on survey reports. NRS will be locked.

Statutory survey reports:

Reminder: The report of Initial Statutory Surveys at New construction, in particular for convention size ships must provide through records, check lists, inspection and test records, etc. evidence that the surveys have complied with each requirement (as applicable). This instruction applies also to additional specific flag requirement.

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The scheme of VPM survey reports is now based on Resolution A.1186(33) “Survey Guidelines under the Harmonized System of Survey and Certification (HSSC), 2023”

The statutory survey records relevant to the statutory certificates to be issued, and the initial survey reports are prepared following relevant check lists generated in VPM but also TNS, TNC and specific flag instructions (i.e. additional flag requirements). Several records, available within ASMS 2 Certificate Initial Records and / or another controlled format, are provided as reference to applicable provisions of the Convention and intended to be placed on board the ships at the first survey.

All statutory surveys shall be recorded in VPM and linked to the relevant check list item. This is to allow after completion of the surveys, the Statutory check lists be re-issued as an initial survey report, downloaded to the Recognised Organisation (RO) record of construction SAY folder and transmitted through VPM before NRS.

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Documents such as survey reports, records, flag or MOC instructions, exemptions, details / justifications on the remarks should also be attached, if necessary, in the same folder as the check list in the Recognised Organisation (RO) record of construction. (However, preferably is to be part of the relevant Survey in the SAY Tree)

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Attention to Safety Radio performed with the support of an approved service supplier (Safety Radio) The scan copy of the periodical survey report for issuance of safety radio certificate endorsed by the surveyor with the attached documents provided by the Radio Specialist is to be recorded in VPM (SAY Tree > Radio Installation System > Safety Radio Survey).

The template for the Initial Survey Report for issuance of Ship Safety Radio Certificate is available in Guidelines check lists for statutory survey (A11.5)

Documents handed over to Shipbuilder

The Project Leader will list all documents handed over to the Subscriber of the contract (Shipbuilder) at delivery of the unit. One copy of this list is to be countersigned by the Shipbuilder for acknowledgement receipt and uploaded in VPM.

Certificates and documents to be sent to the MOC (NC) at ship's delivery :

REMINDER: already sent before ship’s delivery are:

• Statutory check lists (Initial Statutory survey reports) sent through VPM (Attention: to be transmitted after completion of survey and before NRS) Notified Remarks Status (NRS) / Statutory survey reports:

• NRS sent through VPM (Attention: to be submitted after validation) Notified Remarks Status (NRS) / Notified Remarks Status (NRS)

ADDITIONALLY TO BE SENT: at ship’s delivery

• Classification Certificate sent through ASMS2. Classification certificate:

• Statutory certificates and records sent through ASMS2. Statutory certificates:

• Survey statement NPSS and delivery statement sent through VPM (Attention: to be submitted after validation). NPSS and Survey statement for statutory and other surveys:

Information and Statutory survey reports (as required in TNS instructions) shall be completed and forwarded for subsequent processing without delay to the MOC (NC) after the delivery. Electronic transmission through VPM (to be submitted) or ASMS2.

The NC Survey Classification Report is to be completed and sent to the MOC (NC) within six (6) weeks after the delivery. Electronic transmission through Genesis.

Recognised Organisation (RO) record of construction

The Recognised Organisation (RO) record of construction is developed in Recognised Organisation (RO) Record of construction A2.1

Referring to Recognised Organisation (RO) Record of Construction The Recognised Organisation (RO) record of construction will include: Contractual documents; list of applicable rules and requirements; list of approved drawings and follow-up; list of material and equipment certification and follow-up; list of applicable shipyard fabrication standards and procedures; list of testing procedures; survey and testing program; request for survey, survey log book; the construction and all necessary inspections, tests and qualification tests that are to be made under the Surveyor’s satisfaction and the records, check lists, inspection and test records, etc. that prove Surveyors have complied with the requirement of the new building survey planning; the main correspondence; records, reports, certificates and attestation issued at delivery.

Records to be made available in VPM

Recapitulation of documents and survey reports including review of procedures required to be available in VPM is developed in Recognised Organisation (RO) Record of construction (see also Project leader office main tasks)

Project information

See Annex A2.2 - 1

Survey Team

See Annex A2.2 - 2

Recognised Organisation (RO) record of construction

See Annex A2.2 - 3

Survey Logbook

All survey at yard including document review by Project Leader and Surveyor shall be recorded in VPM:

• Record of surveys, including Patrol surveys

• Follow-up and closing evidence through survey records of design review comments

• Follow-up of material and equipment inspection at work certificates or MED

• Details and follow-up of the survey findings

• Statutory Surveys shall be recorded and properly linked to the relevant check list items including patrol, monitoring, documents review and survey not included in shipyard inspection plan but necessary to confirm information to be recorded in statutory reports / records.

Records followed by Outstanding “Cx” in VPM Dashboard

The following Items will trigger a warning in the VPM Dashboard when there is outstanding such as document missing, date missing or overdue, action not taken but required in this procedure.

• C1: Generation of Statutory Check Lists - Preparation for Statutory surveys

• C2: Check List not updated after modification of RFC - Preparation for Statutory surveys

• C3: Milestone Forecast date missing - Reports or Records, Certificates and Documents to be issued by Project Leader, NC Survey Centre.

• C4: Milestone Forecast date passed and actual date missing - Reports or Records, Certificates and Documents to be issued by Project Leader, NC Survey Centre.

• C5: Steel Cutting* within 15 days or started and Surveyor not assigned - Survey Team

• C6: Steel Cutting* within 5 days or started and Kick-off meeting not registered - Kick-off Meeting with the Builder

• C7: Kick-off meeting held more than 15 days ago and relevant documents not attached - Kick-off Meeting with the Builder

• C8: Review of Welding** procedures and WPQR not recorded - Welding Procedures

• C9: Review of NDT plan*** not recorded - NDT Plans and Records

• C10: Delivery within 15 days and Statutory Survey checklist (initial survey report) not transmitted to the Ship’s file - Statutory survey reports: (Warning - to be taking care of before NRS could be send)

• C11: Sea trial within 5 days or carried out and attending Surveyor not identified - Surveyor(s) attending sea trials

• C12: Shipbuilder review record is missing or should be validated - Review of the construction facility

• C13: Indication on% of cleared comments on drawings - Observations and Non-conformities (For Information)

• C14: Shipbuilder reminders of outstanding items to be sent within 15 days before milestone dates, launching, sea trial, delivery - Shipbuilder / Shipyard reminder

• C15: NRS has not been sent and delivery is within 15 days - Notified Remarks Status (NRS) / Notified Remarks Status (NRS) (Warning - to be taking care of before delivery of class / statutory certificates and NPSS)

• C16: Patrol plan has not been recorded - Patrol Plan

• C17: SCF Version is not received or reviewed and delivery is within 15 days - Ship Construction File (SCF)

• PSG Nb.: Number of Patrol survey recorded for general items - Patrol or Unscheduled inspections

• PSW Nb: Number of Patrol survey recorded for Welding items - Patrol or Unscheduled inspections

Internal Distribution of Documents and Filing

The distribution of documents is indicated in Distribution of documents issued

• Within ASMS2 Classification certificate: / Statutory certificates:/ Miscellaneous attestations: / Classification conditions:

• Within GENESIS New Construction survey reports:

• To MOC (NC) Certificates and documents to be sent to the MOC (NC) at ship's delivery : through VPM Notified Remarks Status (NRS) / NPSS and Survey statement for statutory and other surveys: / Statutory survey reports: unless otherwise agreed Offshore Units Transit conditions

• To FM_REG Contracts Signature / Modifications of contracts / Classification conditions:

• The original Recognised Organisation (RO) record of construction file Recognised Organisation (RO) record of construction / Recognised Organisation (RO) Record of construction is kept in the construction survey center with the duration indicated in MPG _0012, unless uploaded in VPM Records to be made available in VPM.

SURVEYS

General

Before starting the surveys, the Project Leader shall verify that the necessary documentation i.e. applicable rules, regulations, instructions and contractual documents is available to the surveyors.

Each survey is to be carried out by a surveyor holding the corresponding certification as per the new construction surveyor certification scheme requirements.

As a rule, attendance of surveyors for survey shall start with a formal question put to the shipyard lead personnel present when the attendance takes place. The question is whether there is anything they have to declare to the surveyor such as defects, failures or anomalies of any kind. The question, the answer and the name of the respondent are to be recorded in the ship's survey logbook. In VPM Survey logbook the following sentence is already printed: “No anomaly declared by the yard representative” after which the name of the representative is to be recorded.

The construction or conversion survey of a ship or an offshore floating unit is carried out to record the conformity with Recognised Organisation (RO) Rules and/or concerned Statutory Regulations by means of:

• Reviews of the Shipyard fabrication documents as required by the Rules

• Verification, if required, of materials and equipment certification

• Verification that scantlings, construction and installation meet satisfactorily the Rules and/or the concerned Statutory Regulations requirements aspects of the examined drawings, documents and reviewed fabrication documents

• Witnessing the tests and trials stipulated by the Rules and as per approved testing procedures and plans.

The Surveyor does not act in lieu of the Quality control department of the Yard.

Proof of consistency of surveys

Reminder: The classification society is to be able to provide evidence, e.g. through records, check lists, inspection and test records, etc. that its surveyors have complied with the requirements of the new building survey planning and duly participated in the relevant activities shown in the shipbuilder’s examination and test plans.

In addition, the classification society is to maintain records of deficiencies found during the patrolling activities required in Kick off Meeting table 1. The records shall include the date when deficiency was found, description of the deficiency and the date the deficiency was closed

Scheduled inspections

The Recognised Organisation (RO) surveyor will attend on call inspections according to the programme agreed on during the preliminary meeting (Kick-off meeting) and defined as follows:

1. Witness point surveys: the next step may be processed only after the item inspected is approved by the surveyor.

2. Notified point surveys: the Shipyard is to call the Surveyor for attendance, but this attendance may be waived by the surveyor and dealt with under a Monitoring survey scheme.

3. Review of documents: where the Shipyard may proceed with the inspection, and relevant records and/or certificates are to be provided to the surveyor.

The survey and or review performed shall be recorded in the survey logbook provided in VPM new intervention tree (SAY > Tree view, Interventions, Surveys)

Any significant outstanding shall be recorded as comment for proper follow-up (SAY > Surveys > Comments)

For the notified point survey, when the survey is not attended, the Surveyor is to review yard inspection records and set up appropriate monitoring to satisfy himself that the construction and installation meet acceptable standards and the rules requirements. This monitoring can be supplemented by the Patrol plan.

Patrol or Unscheduled inspections

The Recognised Organisation (RO) surveyor shall perform unscheduled inspections at any time during the construction including those indicated in the K.O meeting template table and the Patrol Plan Patrol Plan. The Shipyard once informed has to give the surveyor free access on-board and to the concerned workshops and to provide personnel to accompany the surveyor as he deems appropriate. Any refusal to do so is to be recorded.

The Patrol performed shall be recorded in VPM Survey logbook using the tree as setup (> PATROL, PS0X) to allow follow-up of the KPI through the dashboard and export the data.

Any significant deficiency found shall be recorded as a comment for proper follow-up (SAY > Surveys > _PATROL > Comments). The record shall be dated and with sufficient information, photo to clearly identify the defect and its location.

Record of surveys

The use of VPM is compulsory

All involved Surveyors on a day-to-day basis will record the scheduled and patrol surveys performed and comments raised during the construction. The records may partly consist of the written requests for survey and/or the survey report sheets received from the shipyard with dated handwritten comments, if necessary, that will be scanned and uploaded. Commented photos taken on the spot are also suitable evidence to highlight deficiency details and location.

VPM for SAY is a mobile application set to facilitate the Surveyor reporting, The use of tablet with online access to VPM is also a good support. Surveyor shall be trained for the use of those reporting tools.

Documentation to be available for the Surveyor during construction

The list of documents to be made available for the Surveyor is listed in various part of Recognised Organisation (RO) Rules and recalled for the most common items (not exhaustive) in this procedure, such as:

• Note to surveyor, when deemed necessary by the project leader

• Plan and supporting documents required in NR467 Pt A, Ch 2, Sec 1 [2.3]. Normally available in VPM after review by Plan Approval, or PL when authorized. Reference to (not exhaustive list):

  • NR467 Pt A, Ch3, Sec 7; NR 540;

  • NR467 Pt B, Ch13 and in particular Sec 4 (URW35), Sec 6(SOLAS Ch II-1 reg 11 & URS14);

  • NR467 Pt C, Ch1, Sec 18 & Ch2, Sec 15 & Ch3, Sec 6;

  • NR467 Pt F, Ch3, Sec 1;

  • Other relevant part of applicable NR depending on ship’s type and notations.

• The applicable fabrication standards and procedures listed in the Recognised Organisation (RO) record of construction;

• The testing procedures;

• The applicable documents, requirements, rules and regulations;

• The Survey logbook.

Particular construction Survey / Patrol

Verification of welders and NDT operators certification and calibration of testing equipment

Periodical verifications of the shipbuilder/shipyard and significant subcontractor certification system of welders at intervals not exceeding six months (refer to UR W32) and NDT operator’s certification at intervals not exceeding one year (refer to UR W33 and W34) will be recorded in VPM by the surveyor. This verification is based on shipyard overall records review and sampling to confirm the system is effective.

The validity of the calibration of the testing equipment will be checked before each test and recorded or the calibration validity of the shipbuilder/shipyard testing equipment will be verified and recorded at intervals not exceeding one year. The record of this verification is to be available in VPM (SAY > Survey tree > Shipbuilder fabrication standards/NDT procedures as appropriate)

For non-destructive testing carried out by supplier, qualification of operators has to comply with the requirements set out in IACS UR W35 as amended and when applicable NR669 “Recognition of non-destructive testing suppliers”. The record of this verification is to be available in VPM (Survey tree > NDT Procedures)

Unscheduled inspections consisting in checking at random some welders currently working on the project, supervised and then verifying at yard department that they are duly certified for the type of work they are currently doing are to be carried out and recorded (_PATROL > _PS01)

Materials and equipment identification

The Surveyor is to check that relevant materials and equipment as per NR 266 are delivered to the Shipyard with Recognised Organisation (RO) certificates, and that their identification marks (including Recognised Organisation (RO) stamps) allow the traceability to these certificates. To that effect, the Shipyard is to submit the relevant certificates to the surveyor preferably before relevant installation survey. (Recognised Organisation (RO) COI could also be found in VPM > Product certification folder when properly located by RO)

The Project Leader evaluates and defines the adapted extent and method of this verification. The result of the verification is to be kept in the survey logbook and the record of the follow-up of inspection at works of materials and equipment certificates (COI, TAC or Work certificates as appropriate)

Scantlings and constructions surveys

The Project Leader evaluates the “Actual Scope of Work,” defining the adapted extent and method of survey for each particular newbuilding

Surveys will be carried out on the following:

• Scantlings (to be measured and recorded by Shipyard's personnel and made available to the surveyor for random verifications during hull/blocks surveys. Normally includes thickness, main dimensions and welds size (fillet throat). Random verifications will be carried out and recorded by the surveyor)

• Assessment through the operator's report of the NDT results and radiographic films. (X-ray or other approved methods to comply with Recognised Organisation (RO) rules and requirements. Acceptance criteria as per a recognized standard i.e. National standard, ASME, etc. NDT reports (RT, UT, etc.) are to be signed by the surveyor “for acknowledgment” the NDT operator keeps the responsibility of his report content.). The extent of testing can be extended at the surveyor’s discretion when repeated non-acceptable discontinuities are found. The Surveyor may require witnessing the testing.

• Random verification (Patrol) of the application by the Yard of the reviewed fabrication procedures.

• Visual examination (Witness) of the welds (as per K.O meeting template table).

• Witness of Structural and tightness testing.

The result of such surveys is recorded in the VPM Logbook.

Survey of installation and testing on board of equipment and systems covered by the Rules

Surveys will be carried out according to the examination and testing plans agreed on with the builder as required by Recognised Organisation (RO) rules and/ or Statutory requirements. And the results of such surveys recorded in the VPM Logbook

The following information is normally to be provided for each test, as relevant:

• scope of test

• parameter to be recorded

Statutory surveys

General

Statutory surveys will be carried out based on the checklist provided by VPM tool and according to the relevant regulations and TNS instructions. Survey shall confirm the compliance to the regulations. Deviation shall be clearly identified and rectified before issuance of the certificate or a solution agreed with the Flag Administration.

Those survey guidelines checklist may deal with other aspects of statutory certification during new construction surveys which may not be addressed in Recognised Organisation (RO) Rules or covered by the ITP. They apply to all Convention ships unless the concerned Administration provides another interpretation or decides otherwise.

Statutory survey shall be recorded in VPM SAY > Tree view > ITP Item > Linked to statutory certificate and check list item. (See Preparation for Statutory surveys)

PSPC

For verification of PSPC implementation refer to attached instructions for implementation of PSPC(WBT) and PSPC(COT) and relevant UI_SC223 rev.3 corr1 (MSC215(82)), UI_SC227 rev.2 (MSC261(82)), UI_SC259 rev.1 corr1 (MSC288(87)). Instruction for IMO PSPC Surveys

Surveys and Patrol survey are performed by a PSPC qualified Surveyor and recorded in VPM.

IHM inventory Part I / GREENPASSPORT

Surveys are performed by an IHM qualified Surveyor only. Documents review and survey are recorded in VPM

Safety Radio

The Surveyor relies upon an approved Radio Specialist to perform the inspection of the ship’s radio equipment. The Surveyor is nevertheless responsible for the intervention. He endorses the survey report and issues the relevant certificate. Therefore, the Surveyor attends the survey. Safety Radio applies.

The result of such survey is recorded in the VPM Logbook.

Marine Statutory Equipment - European Directive 96/98 EC (MED) as amended and 2014/90/EU (NEW MED)

Requirements set in Statutory surveys - General (Section 8) are applicable.

The result of the survey is to be kept in the survey logbook and in the record of the “follow-up of inspection for MED equipment”.

Quay and sea trials

Trials

The list of statutory and class quay and sea trials (including gas trial) is to be pre-established and submitted by the builder/yard to the Project Leader, and if defined by the surveyor together with the builder/yard, it should be duly signed and endorsed by the builder/yard.

The surveyors attend the quay and sea trials as required per Rules. They decide on their attendance according to the a.m. reviewed pre-established list. The names of the surveyors attending the sea trials (including gas trials) are to be formally registered in VPM.

Main conditions of testing or trials are to be recorded. The survey performed and the sea trial comments are recorded individually in VPM Logbook. The sea trial result is to be reviewed and recorded in VPM.

Inspection of machinery after sea trials, as deemed necessary, are to be witnessed or monitored by the surveyor and an exhaustive inspection report submitted.

COMF and URN measurements

The measurement for the comfort notations is performed during sea trial by an acoustic and vibration specialist from an approved service supplier. A qualified surveyor attends the sea trial.

The measurement for the URN Notations is performed by an acoustic specialist from an external company. This Company shall have obtained relevant delegation from the Society. A qualified surveyor attends the sea trial. The results of such surveys are recorded in the VPM Logbook.

Survey before reactivation of a “Frozen” contract

Before reactivating a project and restarting the construction survey, a general examination of the Hull, Hull outfitting, Machinery and Electrical installation, Safety installation and systems is to be performed, as relevant depending on the stage of completion at the time the project construction was stopped.

A new kick of meeting is to be performed and a new survey plan prepared.

Shipyard facilities may also have to be re-assess.

Quality meetings

Quality meetings should be arranged when considered appropriate with the builder/shipyard (together with shipyard's main subcontractors when necessary)

The agenda for quality meetings may normally cover the following points (only point (a) is mandatory) as deemed necessary:

1. declaration of the yard of any problem to be put to the surveyor's attention

2. status of progress and quality (visual inspection of blocks, installation of equipment, tightness tests, NDT results, quay trials etc...)

3. request for additional surveys or survey performance (survey or test to be added or modified)

4. output of unscheduled inspections (Patrol surveys)

5. documentation status (missing certificates for equipment / material and missing documents or procedures to be submitted by the shipyard)

6. deficiencies and corrective actions (deficiencies found during surveys and outstanding items with respect to drawing review comments)

7. review of punch list (review and up-dating of previously recorded deficiencies)

8. amendment to RFC and to kick-off meeting

9. delay of construction, temporary stop of construction (frozen), agreement for lay-up during construction and reactivation procedure.

Minutes of all quality meetings shall be recorded and followed up.

Appendix — Project leader office main tasks

Project Leader Office Main Tasks

See attached file A1-1.doc

For the distribution of documents see Annex Local new construction survey centre file

Appendix — Recognised Organisation (RO) Record of construction

Recognised Organisation (RO) Record of Construction

See attached file A2-1.doc

Records to be made available in VPM

See attached file A2-2.doc

Appendix — Notified Remarks Status (Paper form)

Notified Remarks Status to be sent using VPM

See attached file A3-1.doc for reference only - NOT TO BE USED unless agreed with DO_NCM

Appendix — Distribution of documents issued

Local new construction survey centre file

See attached file A4-1.doc

Appendix — Pure & Quasi Sisterships

Attributes of a new vessel with respect to a previous Recognised Organisation (RO) classed vessel

See attached file A5-1.pdf

Appendix — Kick-off meeting template

Kick-off meeting template for steel ship

See attached A6-1 template Excel 072021-corr1-(UL).xls

Kick-off meeting template for Hull in composite

See attached A6-2 template.xls

Appendix — Material and equipment

Template for Material and Equipment Follow-up

See attachment A7-1

Appendix — Statutory equipment

Template for MED Statutory Equipment follow-up

See Attachment A8-1

Appendix — Hand-over and launching checklist

Template of Survey Statement for hand over to completion site before delivery

See attachment A9-1

Launching checklist

See attachment A9-2

Attestation of construction survey template

See attachment A9-3 (NEW)

Appendix — Shipyard review record

Template for Shipyard review record (UR Z23)

See attachment A10-1

Template for Shipyard review record (Composite)

See attachment A10-2

NR546, Sec 12 [5.1] or certificate or recognition

Appendix — Guidelines check lists for statutory survey

A1156(32)

See attachment A11-1

DR 68

See attachment A11-2

Deleted UI SC234 LL76 MPC96

See attachments A11-3

A1186(33)

See attachment A11-4 (NEW)

Initial Survey Report for issuance of Ship Safety Radio Certificate

See attachment A11-5 (NEW)

Appendix — Instruction for IMO PSPC Surveys

Instruction for implementation of PSPC (WBT)

See attachment A12-1

Instruction for implementation of PSPC (COT)

See attachment A12-2

Appendix — VPM user guide

VPM refreshment

See attachment A13 (VPM presentation)

Appendix — USE OF STAMP BY PL/SAY

Use of Stamp

See attachment A14-1

Appendix — ZONE of responsibilities

Repartition of Countries by zone assigned to a NCM Quality Manager