Safety and Environmental Management Certification

IPSEM is a voluntary standard of practice and a certification scheme for the management of safety and environmental protection in ports. It has been developed by Alain-Michel Chauvel of Bureau Veritas since it was originally launched in 1991. The aim of the IPSEM code is to help managers improve port safety and environmental protection, with additional benefits of improving staff motivation, reducing insurance premiums and improving the image of the port. The Certificate is issued for a 5-year period, internally audited, while also externally audited by BV on an annual basis. However, the main emphasis and driving force of the code ensures a continual improvement by setting measurable targets and goals. The content of the IPSEM code is similar to the ISM Code for ships which was designed as a vehicle to enhance the management, safety and environmental protection through continuous improvement. Under IPSEM, management and designated persons responsibilities are clearly identified. Risk assessments were carried out, development plans assessed and maintenance for all port operations reviewed. Procedures for emergency response including pollution control and waste management were detailed and documented for verification, review and evaluation.

Case study: Port of Cork

One port which has successfully introduced the IPSEM Code is the Port of Cork, in Ireland. The project dates back to 2002, when the Port of Cork Company organised a workshop for Irish Ports on the implementation of the EU Directive for the “Safe Loading and Unloading of Bulk Carriers” at which Alain-Michel Chauvel was the main speaker. According to the Port of Cork’s Deputy Harbour Master Captain Michael McCarthy, during the “informal” evening part of the workshop, the IPSEM Code was discussed. “After a tour of the Port facilities the following morning,” Captain McCarthy explains, “Alain was satisfied that the diversification of our operations suited the development and implementation of the code. For the next two years we followed the IPSEM guidelines edited by Bureau Veritas, which is applicable to any port’s safety and environmental management system including the ISPS Code.” An initial assessment was required for the Port in order to start the planning process for its Port Safety & Environmental Management System (PSEMS), to assess the present situation in the port in comparison to national and international rules, regulations, standards and practices. This initial assessment thus enabled Cork to established facts and highlight areas where improvements were needed. This provided management with the necessary information with regard to the sectors requiring improvements, and to defi ne the objectives to be achieved by the PSEMS within realistic target dates and defined resources. The PSEMS of the port is now contained within the core key values of Cork’s company policy which includes “promoting a healthy, safe and secure workplace, promoting a continuous improvement ethic and respect for the principles of environmental sustainability.” Captain McCarthy continues: “To implement and maintain a successful PSEMS, it is important that every employee knows what is expected of them and the company. Responsibilities and authority are reviewed and updated for all personnel who manage, perform and verify work related to and affecting operations, maintenance, safety and pollution prevention. This ensures that functional links among the port authority and other operators/services including marine services are quite clear, and as simple and effective as possible.” A project team was established, consisting of the Deputy Chief Executive and Harbour Master Captain Pat Farnan, Captain Michael McCarthy, Deputy Harbour Master and Port Facility Security Officer, and Alain- Michel Chauvel, as author and advisor of the IPSEM code, to highlight its importance at the highest executive management level of the Company. The task of the project team was the development of detailed actions to be taken in accordance with Company policy, to initiate or directly undertake the actions required, to monitor the process, and to solve any problems which may have adverse consequences on the success of the project. The PSEMS is a “documented” system, which means that all activities which may have safety or environment implications or which may contribute to the maintenance of the safety and environmental protection policy of the port have to be described as clearly as possible. Policies, general procedures, specific procedures, and detailed work instructions, are described by “who is doing what, where, when, why and how” in one page. It also provides for appropriate records of all activities being readily available, such as audit reports, safety reports, accident reports, records of dangerous cargoes handled and stored, maintenance records, training records, certificates, and other statistical data. To develop and implement a well-functioning PSEMS system, training of all personnel involved was required. Initially the project team was trained in developing, implementing and maintaining the PSEMS. All personnel had to be informed about the system before its implementation. BV was requested to provide the necessary training to selected personnel to be able to conduct internal audits and understand the benefits of an internal audit. This was based on the philosophy that internal audits are for improvement, and not sanction, and to keep the system operational when changes occur to applicable rules, regulations, standards and work practices To verify that the developed PSEMS has been properly implemented and was achieving the objectives defined by management, the first internal audit was conducted in November 2004. The audit revealed certain areas that required further adjustments before the system could be certified. Once management was satisfied that all their operations having an impact on safety and environment protection complied with the requirements set out in the PSEMS, they requested official recognition of their achievements. During January 2005, Bureau Veritas sent two Auditors to Cork and it took five full days to carry out the complete audit of the system. With the exception of some “minor non-conformities” for which the port was given a definitive period to conform, the Auditors were satisfied that its system was in full compliance with the IPSEM code. On 21 February 2005, the Management and Staff of the Port of Cork Company, received the prestigious recognition from Bureau Veritas Classification Society, of the IPSEM Certificate, covering the safety and environmental management of its terminal operations and maintenance, pilotage operations, tugs and VTS system. During the presentation, the Harbour Master, Captain Pat Farnan stated that “as a progressive Port Company achieving a high level of performance that the time was right to validate our safety and environmental management practices against an independent standard. All commercial vessels entering our port operate within the ISM Code and we felt it appropriate that we should have a benchmark code against which a shipping company and master could relate to regarding operations, environment and safety requirements.” He continued: “Today, after two years of writing and coordinating procedures and practices, we feel very satisfied with the result, because every element of our operations, maintenance, safety and environmental management practices comply with the high standard of requirements contained within the IPSEM code”.

Learning from the experience

Recalling the experience, McCarthy reports: “During the two year project, there were times when we felt like we were on a roller coaster, as peaks and troughs were reached in analysing, writing, verifying and auditing every aspect of the ports operation. This obviously had to be done in parallel with “normal day-to-day” work which put an enormous strain on persons involved. However, it resulted in an in-depth knowledge of all port activities, adhesion of management and a huge sense of pride within the employees when they clearly understood the objectives of the code. It also sent a very strong message that management of the Port Company were investing time and money in a non mandatory code, and doing it in belief and commitment to the Key Values of our policy.” The Port of Cork also developed a Port Management Information System (PMIS) which incorporated the Code through an “intranet” network, aimed at simplifying the integration of both national and international legislation, other codes, standards or practices. McCarthy concludes: “I believe that we have developed, with the help of Bureau Veritas, the first complete Port Company, Safety, Environmental, Operational and Maintenance Management System”.