YARD & STRUCTURAL MODULE 01 / 17

Pre-Arrival, Port Movements & Yard Entry

Preparing the yacht, documentation, personnel and operational controls required for safe and organised arrival into the shipyard.

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OVERVIEW

Before any yacht enters a shipyard, the Project Manager must confirm that the vessel’s arrival, manoeuvring, lifting and initial work activities are properly coordinated.

The objective of this module is to ensure that the yacht can enter the yard safely, that the necessary authorities and documentation are in place, and that no work begins before responsibilities, insurance, access and technical information have been confirmed.

KEY RESPONSIBILITIES

  • Confirm arrival and departure requirements with the Capitainerie.
  • Confirm whether a harbour pilot is required for the yacht’s size and local port regulations.
  • Confirm pilotage costs for both entry and departure.
  • Establish who holds the Power of Attorney or authority to act on behalf of the yacht.
  • Confirm valid yacht liability insurance before any work or lifting operation begins.
  • Obtain the approved docking plan.
  • Confirm the lift or travel-lift capacity is suitable for the vessel’s displacement and configuration.
  • Obtain the yacht’s GA plan and relevant technical drawings.
  • Confirm captain, owner’s representative or naval architect approval where required.
  • Prepare a pre-arrival coordination meeting with the captain and selected crew.
  • Identify known work, outstanding questions and possible unforeseen work before the yacht enters the yard.
  • Confirm availability of electrical, water, hull, tank, machinery and other relevant technical documentation.

PRE-ARRIVAL DOCUMENT CHECK

Before the vessel arrives, the Project Manager should verify that the following documentation is available where applicable:

  • General Arrangement (GA) plan
  • Docking plan
  • Tank plan
  • Hull structural drawings
  • Electrical single-line diagrams
  • Machinery arrangement drawings
  • Pipework and valve schematics
  • Stability information
  • Class and statutory certificates
  • Insurance documentation
  • Owner / Captain authority and POA
  • Yard work list or preliminary specification
  • Known defect list
  • Crew contact list
  • Emergency contact information

PROJECT MANAGER COMPETENCY TEST

Scenario 1 — Port Entry

A 58-metre motor yacht is due to enter the shipyard on Monday morning. The captain has confirmed the ETA, but no pilot booking has yet been made and the Project Manager has not confirmed the port authority requirements.

Question:
What should the Project Manager do before confirming the yacht’s final entry time?

A. Assume the captain will arrange the pilot
B. Contact the Capitainerie, confirm pilotage requirements, book the pilot if required, and confirm entry costs and timing
C. Wait until the yacht reaches the harbour entrance
D. Ask the shipyard security team to decide

Correct answer: B

Why:
The Project Manager must confirm the local port-entry requirements in advance. Pilotage requirements, timing, costs and coordination with the Capitainerie should be resolved before the vessel approaches the yard.

Scenario 2 — Lifting the Yacht

A yacht is scheduled to be lifted out of the water. The yard has a travel lift with sufficient nominal capacity, but no signed docking plan has been provided.

Question:
Should the lift proceed?

A. Yes, because the travel lift capacity is sufficient
B. Yes, if the captain verbally approves it
C. No. The docking plan and vessel support arrangement must be confirmed before lifting
D. Only if the owner is present

Correct answer: C

Why:
The lift capacity is only one part of the operation. The docking plan is required to establish the correct support positions and avoid structural damage.

Scenario 3 — Insurance and Authority

The yacht has arrived, but the Project Manager cannot confirm who has authority to approve additional work or whether the yacht’s liability insurance is valid for the yard period.

Question:
What is the correct action?

A. Begin work and resolve the paperwork later
B. Ask subcontractors to start only minor tasks
C. Confirm authority, POA where applicable, insurance and approval responsibilities before work begins
D. Leave the decision entirely to the captain

Correct answer: C

Why:
The Project Manager must establish who has authority to approve work and ensure that insurance and responsibility are properly defined before the yard begins operations.

Scenario 4 — Welcome Meeting

The yacht has entered the shipyard and the original work list is known, but several crew members have raised additional technical concerns.

Question:
What should the Project Manager organise?

A. Wait until the first weekly progress meeting
B. Hold a welcome / kick-off meeting with the captain and selected crew to confirm scope, questions, access, responsibilities and possible unforeseen work
C. Ask each crew member to contact subcontractors directly
D. Ignore additional concerns until they appear on the work list

Correct answer: B

MODULE COMPLETION

Before completing this module, the Project Manager should be able to:

  • identify the documents required before yacht arrival
  • explain when pilotage may be required
  • identify who has authority to approve work
  • confirm insurance responsibilities
  • verify docking and lifting information
  • organise the yacht / yard welcome meeting
  • identify the information required before refit work starts

 

 

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