Circular letter No

Lampiran 2/Annex 2

YEAR 2000 QUESTIONNAIRE

From: Marine Department _______________________________________________

To: Ships' Master _______________________________________________

Please answer the following as fully as you can. Your response to this questionnaire will assist the Marine Department in deciding whether due care has been exercised in avoiding possible equipment failure caused by Year 2000 electronic date recognition problems, and in putting in place contingency plans to cope with unforeseen failures.

Company: __________________________________________________________

Ship's IMO Number: ________________ Flag: _____________________________________

Tonnage (gross): ________________ Ship Type (e.g. ro-ro, cargo): ____________________

Date/time of expected arrival/departure: __________________________________________

	Delete as appropriate
1) Does your company have a documented Year 2000 policy in place?	YES	NO
2) Has an inventory check to identify and categorize potentially non- compliant equipment been carried out?	YES	NO
3) Has equipment critical to the operational safety of the ship(s) been investigated, and have appropriate remedial actions been carried out with regard to
Navigational Systems?	YES	NO
Propulsion and Power Generation Systems?	YES	NO
Cargo Handling Equipment?	YES	NO
Other Safety Equipment?	YES	NO
4) Are records of Year 2000 compliance, and/or the results of equipment tests/investigations documented?	YES	NO
5) Are the above documents available onboard the ship for inspection by the port authority/terminal operator?	YES	NO
6) Does the ship have a documented Year 2000 specific contingency plan, including competent personnel to implement it?	YES	NO
7) Has the ship's Year 2000 contingency plan been tested and reviewed to confirm its effectiveness?	YES	NO
8) Has the ship's equipment not currently in use, but critical to safe operation of the ship, been checked to establish that its functionality has not been affected?	YES	NO
9) Has all necessary information been exchanged and agreed with the above named port/terminal on any additional Year 2000 specific requirements applicable to ship operations in the port?	YES	NO

Name of the Master: ________________________________

Signature of the Master: ________________________________

Date: ________________________________

APPENDIX 3

YEAR 2000 QUESTIONNAIRE 3

From: (Ship/Shipping Company) _______________________________________________

To: (Port Authority/Terminal Operator) _________________________________________

Date/time of expected arrival/departure: _________________________________________

It is anticipated that the above ship will/may require to navigate or handle cargo within your port on or around the above dates. Please complete the following questions concerning the Year 2000 preparations made by the Port Authority/Terminal Operator.

	Delete as appropriate
1) Does the Port Authority/Terminal Operator have a documented Year 2000 policy in place?	YES	NO
2) Has an inventory check to identify and categorize non-compliant equipment been carried out?	YES	NO
3) Has all equipment critical to the safety of navigation/ cargo handling been assessed for Year 2000 compliance?	YES	NO
4) Has the Port Authority/Terminal Operator investigated potential problems and solutions?	YES	NO
5) Where non-compliant equipment has not been replaced or upgraded have alternative systems or manual operations been established?	YES	NO
6) Has the Port Authority/Terminal Operator sought to establish whether its critical suppliers, utilities and external services are Year 2000 compliant?	YES	NO
7) Is there serious doubt as to the availability of any supply, utility or service which is critical to safety?	YES	NO
8) Does the Port Authority/Terminal Operator have operational contingency plans in place to cope with unforeseen Year 2000 equipment malfunctions?	YES	NO
9) Have these contingency plans been tested and reviewed to confirm their effectiveness?	YES	NO
10) Has all necessary information been exchanged and agreed with the ship/shipping company on any additional Year 2000 specific requirements applicable to port/terminal operations?	YES	NO

Name: ________________________________________

Position: ________________________________________

Contact Address: ________________________________________

________________________________________

Signature: ________________________________________

Date: ________________________________________

***

ANNEX 2

KEY ELEMENTS OF Y2K CONTINGENCY PLANS FOR

SHIPS, PORTS AND TERMINALS

1. Specific Y2K contingency plans for ships, ports and terminals are necessary, as the chance of successfully finding and fixing all "Year 2000" problems is small. Furthermore, others within the transportation infrastructure could let you down.

2. This is a short guide aimed at assisting those in the marine transportation industry to understand the elements of Year 2000 Contingency Planning which may supplement/complement existing emergency response plans.

3. The following are examples of some specific Year 2000 factors that could be taken into account when drawing up Year 2000 contingency plans:

‚ Year 2000 failures may result in multiple/simultaneous failures of ships and port systems;

‚ Year 2000 specific training should be integrated into existing incident training structures;

‚ familiarization with and check of all manual control operations should increase; and

‚ all user operations/ instruction manuals should be available and up to date.

4. The above are in addition to more general points that need to be considered when addressing contingency plans such as:

C Identification of equipment . Identify equipment, systems and systems integration which could be critically affected by Y2K (examples are attached in Appendices 1 and 2). The lists contained in the Appendices are not exhaustive and consideration should be given to the individual requirements of the specific ship, port or terminal.

C Description of "failure scenarios". For each critical system, a "failure scenario" should be described. "Failure scenarios" should include when a failure is most likely to occur and the duration of the possible failure period.

C An evaluation of risk. Within risk one should cover the PROBABILITY an event will occur and the IMPACT, in terms of safety and business continuity, it may have on the port/terminal or vessel. At a minimum, IMPACT should be delineated into three categories. Example definitions follow:

‚ High Risk - Failure of a high-risk item could cause loss of life, loss of ship, a collision or grounding, a major pollution incident, closure of port facilities or a serious threat to company survival.

‚ Medium Risk - Failure of a medium risk item could cause delays to operations, commercial penalties or fines.

‚ Low Risk - Failure of a low risk item could cause extra work and inconvenience.

C A listing of mitigation options. These are preventive actions that can be taken well in advance of the onset of a failure trigger date to offset or mitigate the effects of the failure. The chosen mitigation option should include the accepted risk that remains after it has been implemented.

C A listing of contingency options. Contingency options are strategies for responding to failure scenarios. It is anticipated that recovery procedures will already be in place for equipment, systems and system integration to address operational recovery from minor process failures up to complete critical system failure. However, these procedures should be reviewed and supplemented as required in light of the Year 2000 problem.

EXAMPLES OF POSSIBLE CRITICAL SYSTEMS

FOR PORTS AND TERMINALS

Cargo Management

C Loading/Unloading

C Inspection

C Cargo Storage

C Customs and Other Agencies

C Tracking

C Warehouses

Power Supply and Generation

C Supply

C Production

C Maintenance and Repair

Security
Health and Safety

C Fire Protection

C Pest Control/Quarantine

C Clean Water

Passenger and Crew Services

C People Embarkation/Disembarkation

C Vehicle Embarkation/Disembarkation

C Immigration Controls

C Ferry Services

Environment

C Pollution Prevention

C Bunkering

Site Access

C Rail

C Road

C Air

C Foot

Customs

Waste Disposal

Ship Repairs

Business Activities and Processes

C Office Functions

Waterway and Port Management

C Aids to Navigation

C Pilotage and Tug Service

C Port Management

C Waterways Management

C Bridges

C VTS

Asset Management

C Buildings

C Vehicles and Handling Equipment

C Maintenance

Financial Systems

Leisure

C Retail

C Marinas

Communications Systems

C External

C Internal

Navigation

C Position

C Steering

C Manoeuvring

Maintenance and Repair

Communications

C External

C Internal

Propulsion and Utilities

C Engine control and Monitoring

C Electrical Power Generation

C Emergency Power Generation

Environment

C Pollution Prevention

C Bunkering

Crew and Passenger Services

C Catering

C Domestic

C Leisure

C Hygiene

C Environment

C Medical

C Passenger Lifts

C Security

Safety

C Fire Protection

C Gas Detection

C Flooding Control

C Position Warning

C Lifesaving Appliances

Cargo Management

C Load/Unload

C Monitoring

C Client Services

Business Services

C Office Services

C Stores