1. Vetting Inspections - Managing Performance
through Self Regulation
By Sachin Matwankar & Janus Auken, MTTO Vetting Department
Introduction
The ISM code and further the TMSA (Tanker Manager Self Assessment) requires all tanker vessel operators to ensure
that procedures are in place for shore-based management to carry out frequent inspections and audits to monitor vessel
condition and to ensure compliance with the Safety Management System that governs all the vessels under its
management.
The requirement is for the procedures to include provisions for recording the results, track the close out performance
and finally trend all actionable items. The overall aim is to focus on and drive a continuous improvement process.
Note: It is important to make the distinction that a technical inspection is a ‘hardware’ inspection process providing
indication on vessel’s condition while the ISM audit is the ‘software’ audit process of the implementation of the Safety
Management System on board. The scope of this article is limited to inspections which hereafter shall be referred as
MIRE in this article.
What are MIRE inspections and who conducts them?
In compliance with industry requirements, and at times even exceeding it, Maersk Tankers Technical Operations has
taken the approach of inspecting all the vessels at least twice a year. The internal inspection tool used by Maersk
Tankers is called MIRE = Maersk Internal Inspection.
All tanker vessels operated by Maersk Tankers Technical Operations are subject to a bi-annual MIRE inspection
scheme as follows:
- One annual MIRE inspection carried out by MTTO, either by a FSS (Fleet Safety Superintendent), a Technical
or Nautical Superintendent representing the Fleet Group or by a Vetting Superintendent.
- One annual MIRE / ISM inspection audit carried out by a FSS/FQM (Fleet Quality Manager) representing the
ship owning entity i.e. CPH (MTTO), UK or SIN.
The purpose of MIRE inspections is to verify that all the systems on board i.e. RDRM, procedures and I-Forms
checklists have been implemented and are being followed and to verify the effect of the Vessel Self Assessment which
will be described later in this article.
At the same time should MIRE inspections be seen as a means to assist the vessels in their preparations and equally
important should the MIRE inspectors train /support the crews and act as a shore/ship, ship/shore, safety ambassadors.
At the end of the day it is our clear aim that MIRE inspections should raise the standards while providing maximum
value to all the stakeholders.
How is the process managed?

2. The process for conducting vessel inspections and monitor the condition of vessels in the fleet is managed by means of
VIMS (Vessel Inspection Management System) used in collaboration with the CAP system (Corrective Action Process).
The process includes identification of trends and provisions for promptly closing of any deficiencies that are identified.
VIMS is a comprehensive in-house vetting system which encompasses a range of features to plan inspections, manage
internal inspectors and document the inspections conducted on board Maersk tanker vessels. The results from both the
internal and external inspections are regularly analysed to identify trends and common problems. The VIMS software
has a build in report generator which can collate and present the results in a manner that facilitates analysis.
The output from VIMS enables the Maersk Tankers Management to verify the adequacy of the management system or
improve its effectiveness.
The MIRE inspection format
The MIRE format is equivalent to the SIRE Vessel Inspection Questionnaire issued by OCIMF. This enables MTTO
Vetting Department to regularly compare the internal inspection results with the results of inspections carried out by
third parties in order to identify and deal with consistent anomalies. Likewise are inspections within own fleet and
inspectors compared. These comparisons are used to monitor/improve fleet inspection standards.
Recently we have made decision to introduce a so called ‘200-series’ of questions to the MIRE questionnaire to be used
for company specific questions. Initially we have added fifteen company specific questions to MIRE chapter 4 –
Navigation (Questions 4.200 to 4.214) but the 200-series questions could potentially be utilised for all chapters in the
MIRE questionnaire. The reason for deploying these additional questions was a discovery that introducing for example
a specific Navigational Audit Checklist would duplicate a great number of questions which were already asked during
the MIRE inspection. The 200-series questions should build on top of the existing questions and include checks with
reference to company specific procedures and checklists.
The prospects are that the MIRE ‘200-series’ questions could potentially render other checklists superfluous e.g. ISM /
ISPS / ISO14001 and by doing that avoid duplication and minimise workload for the vessel crews and inspectors in the
future.
MIRE observations Vs. CAPs?
Firstly to make the point clear that observations are recorded without prejudice and you will realise that this is the same
concept used in SIRE inspections where there are no ‘deficiencies’ but rather ‘observations’ which are then graded by
high, medium and low risk.
In order to drive the continuous improvement process we need quality data from the MIRE inspections. This means that
in general all observations from a MIRE inspection should be recorded. Even though an observation has been rectified
onboard in presence of the MIRE inspector it should still be marked in the MIRE questionnaire as an observation. This
should be done for the purpose of statistics which enables the Vetting Department to monitor trends and consistent
anomalies (Consistent Anomaly is an observation that routinely turns up both in MIRE and SIRE).
The danger of not recording observations is that the cause for the observation will never surface and this could
potentially develop to a larger issue.
It is also important to understand that at a micro level, the vessel may not see the trends however with a large fleet like
ours; certainly a trend begins to develop. We must be able to use that information as an early warning system in order to
focus energy in that direction and drive the changes through allocating proper resources.
NOTE: It is important to distinguish between observations and CAPs (Corrective Action Processes). Observations from
a MIRE inspection which cannot be rectified immediately on board and which require corrective action by a shore
department should be raised as CAPs by the vessel. In fact Master should use the opportunity to record the CAP as a
means of empowerment so that the issue becomes official and the company is obliged to respond.
Vetting Benchmarking System
What can’t be MEASURED, can’t be MANAGED !!
With the deployment of VIMS we have commenced grading each SIRE inspection in a way our customers grade them
by assigning cause, risk and responsibility to each observation.
The benchmarking system supports a sound comparison and healthy competition within the fleet.

3. For more information please refer to the document ‘Vetting Benchmarking System.doc’ which have been shared with the
fleet and all shore departments or contact the MTTO Vetting Department.
The challenges & the solutions
The above processes has helped improve the vetting performance, however we have over the last couple of years
witnessed increasing demands from the customers which have guided the way to more inspections of the vessels. These
inspections are now resulting in more detailed reviews of the condition and assessment of the tanker vessels and this has
given rise to increase in number of observations.
This is the challenge we are facing as well ashore and afloat where self regulation has become a keyword ‘If not able
sort out the issues yourself, it will be imposed upon you’.

4. It is the Masters responsibility to ensure that his vessel is ready for an inspection at all times. To facilitate this process a
Vessel Self Assessment programme is being introduced on board. Vessel Self Assessment is a means to document the
preparations which are already carried out on board the tanker vessels and will essentially be a breakdown of the SIRE
VIQ into individual responsibilities on board. For example, the Navigation Officer should at regular intervals ensure
compliance with the requirements laid down in SIRE Chapter 4 - Navigation, the GMDSS / Radio Officer Chapter 10 -
Communication, the Chief Officer Chapter 8 - Cargo and ballast system, the Engine Department Chapter 11 - The
engine and steering compartments, etc. This will inevitably raise the vetting awareness amongst all crew members and
eventually develop to an integrated part of the daily operation.
With the team’s synergy, Vessel Self Assessment will ensure preparedness of all vessels at all times and furthermore
raise the general level of vetting awareness amongst all crewmembers.
The Vetting Department, along with the Safety Departments of the various ship owning entities, arrange for a bi-annual
MIRE inspection. We strive for these inspections to be conducted approximately 2 months before a scheduled SIRE
inspection and by doing that granting the vessel a suitable window to rectify the observations prior to the external
inspection.
Observations which escape the four meshes / filters will be fed back into the management system through changes to
procedures, RDRM, ISM-checklists or through campaigns. Additionally taps throughout the process ensures that
corrective action is taken via CAPs and analysis of the inspection results.
It is the intention that the meshes should become finer year by year. The final objective is to reduce the number of
observations in SIRE inspections, strive for best industry practice and by that ensure customer satisfaction.
This process is the exactly the same as how our customers are evaluating us, Maersk Tankers, as a company which
finally decides the kind of business we can do.

5. Self Assessment – A continuous process whereby the vessel ensures preparedness for inspection at all times.
MIRE Inspection – A thorough internal inspection conducted by shore based personnel to verify the condition of the
vessel and compliance with rules and regulations.
SIRE Inspection – A ‘spot test’ conducted by accredited inspectors who make factual observations based on the SIRE
Vessel Inspection Questionnaire.