Products
Module
MAINTENANCE
PROCUREMENT
CREWING
Products
MAINTENANCE
PROCUREMENT
CREWING
MANAGEMENT
Products
MAINTENANCE
PROCUREMENT
CREWING
MANAGEMENT
PETROTANKERS SAC., a specialized Peruvian operator of chemical and product tankers, adhering to the highest standards of safety and environmental protection.
Manually tracking the timely completion of hundreds of scheduled, mandatory forms across their fleet was a massive administrative burden. The HSEQ team spent countless hours every week chasing vessels for routine reports like weekly safety checklists and monthly environmental logs.
PETROTANKERS implemented PRIME Marine's Forms Manager module, with a strategic focus on its scheduling, reminder, and automated alert capabilities.
Achieved a 99.8% on-time submission rate for all scheduled forms and checklists.
Reduced HSEQ administrative time spent on chasing reports by over 80%.
Created a real-time dashboard showing the compliance status of all scheduled reports across the fleet.
Provided a perfect, proactive audit trail demonstrating systematic procedural adherence.
For a tanker operator like PETROTANKERS, rigorous adherence to scheduled safety and environmental checks is non-negotiable. The challenge was not in the procedure, but in the process of verifying its completion.
"Every Friday, my team would begin the scramble," says Ms. Isabella Rossi, the HSEQ Manager. "We'd be going through our spreadsheets, checking which vessels had submitted their 'Weekly LSA/FFA Inspection' checklist, which ones hadn't, and then start sending reminder emails and making phone calls. It was a completely reactive and stressful process. We were spending more time confirming that the work was done than analyzing the valuable data within the reports."
This manual tracking system created significant issues:
“Our biggest risk was not a major incident, but the slow erosion of standards caused by a single missed routine check. We needed a system that could act as our automated watchkeeper, ensuring the small, important things were done, every single time.”
- Ms. Isabella Rossi,
HSEQ Manager, PETROTANKERS SAC.
PETROTANKERS chose PRIME Marine's Forms Manager to transform their process from manual follow-up to automated assurance.
1. A Central Library of Master Templates: First, they digitized all their recurring forms—from weekly safety rounds to monthly environmental compliance checklists—into a central library, ensuring 100% version control.
2. The Scheduling Engine: This was the core of the solution. For each form, they created a schedule. For example, the "Weekly LSA/FFA Checklist" was scheduled to be automatically assigned to every vessel's Chief Officer every Monday morning, with a due date of Friday afternoon.
3. Automated Alerts & Reminders: The system was configured to automatically send a reminder to the vessel 24 hours before the form was due. If the deadline passed and the form was not submitted, the system would automatically send an overdue alert to both the vessel's Master and the HSEQ Manager ashore.
4. Streamlined Approval Workflows: Once a form was submitted, it was automatically routed to the HSEQ department for review and digital sign-off, creating a seamless, end-to-end process.
“The change was immediate,” says Mr. Petrović. “The approval for a critical weld inspection, which used to take a full day of walking paper around the yard, now takes less than an hour. The entire process is transparent.”
The implementation of the automated system had a profound impact on efficiency and peace of mind.
1. Unprecedented On-Time Compliance The automated reminders and alerts proved incredibly effective. PETROTANKERS achieved a 99.8% on-time submission rate for all scheduled forms across their fleet within the first six months. The "Friday scramble" was completely eliminated.
2. A Strategic Shift for the HSEQ Team With the system handling the follow-up, the HSEQ team's administrative workload for chasing reports was reduced by over 80%. "My team now spends their time analyzing the data from the submitted forms, not chasing them," says Ms. Rossi. "We can spot trends and identify potential risks. We've moved from being administrators to being analysts.
3. Total Audit-Readiness During their next DOC audit, the process was simple and powerful. When the auditor asked how they ensure weekly checks are completed, Ms. Rossi didn't just show them a procedure; she showed them the live compliance dashboard. She could demonstrate, with real-time data, that every vessel was adhering to the schedule, providing an irrefutable, proactive audit trail.
“PRIME Marine gave us the one thing every HSEQ manager dreams of: proactive assurance. I no longer have to wonder if our procedures are being followed; the system tells me. It has fundamentally changed how we manage compliance and has given us an incredible sense of control.”
- Ms. Isabella Rossi,
HSEQ Manager, PETROTANKERS
