The client(s) then come back and request that further product is loaded into the tank(s) and additional samples taken and analysed once an extra metre is loaded. This kind of delay should be recorded as follows: o Vessel ceased loading for first foot sampling and analysis
o Time when SGS were notified to attend an operation, time when the Inspector departed the office, time of arrival and departure from a site, terminal, or refinery (unless an Inspector is based on the same site for the full duration of their shift), time the inspector boarded and departed the vessel. o Start and completion time of all main parts of the Inspection, for instance:
where necessary, to justify a rate increase.
16.2 Recording Times The best advice that can be given to an Inspector is to record all significant times, all delays (be very specific, as a single delay could have multi parts to it, and multiple reasons for the delay), and all specific tasks performed by us. Attempting to list all required times in this handbook would be difficult, as every job is different, but we can set the framework. • SAT (SGS’ Global NR OGC Commodities Inspection Reporting Software) provides a list of default times in the time log when the “operation” is selected. SAT cannot list all of the required times as the list would be endless, but it provides a list of the most standard times which should be recorded (when appropriate). Additionally, certain defined times such as NOR Accepted, All Fast, Hoses Connected etc. have a special significance because they are legally binding for contractual purposes. In this context, note, that many contracts stipulate that the Inspectors time sheet is the one that is legally binding, and that the Inspector must act independently of the other parties. • All delays must be recorded. Some delays may have multiple causes and broken down into different steps. For example, we test a first foot sample and find it off spec. We then contact the client(s) and wait for a decision on how to proceed.
o First foot sampling commenced
o First foot sampling completed
▪ Gauging of vessel or shore tank commenced
o Samples delivered to the laboratory
▪ Gauging of vessel or shore tank completed
o Analysis completed – off spec results communicated to the client(s)
▪ Sampling of vessel or shore tank commenced
o Awaiting further instruction from the client
▪ Sampling of vessel or shore tank completed
o Client(s) instruction received – further product to be loaded into the tank(s)
▪ Cargo calculation commenced
▪ Cargo calculation completed
o Awaiting ship/shore readiness
Documents issued etc.
▪
o Vessel recommenced loading
Keep in mind that there may be activities occurring at the same time on the ship and the shore. For example, the shore tanks may be being gauged before discharge at the same time that ship samples are being drawn by two different members of staff. The time log will thus quite correctly show overlapping times. Similarly, multiple parcels may be loaded or discharged simultaneously.
If we record a delay of this nature as above, there will be no ambiguity once the ship completes loading and sails. We will have produced a time log of events which clearly details the delay, which can be referenced days, weeks, or even months later when people’s memories of the event have become clouded. All data related to an individual stage / task of the Inspection should be recorded distinctly. For example:
Wherever possible try to show the time sheet
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