HLB Ism SMM Rev2

Hermann Lohmann Schiffsverwaltungs GmbH
Company IMO Number:

1820118
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SMM ISM Code Title

Chapter Ref.
0.1 Cover Page
0.2 Index Manual
0.2.1 Revision History
0.3 Abbreviations
0.4 Definitions
1.0 1 Company Information

1.1 4 Company Information / DPA
1.2 Key Operations
1.3 The Fleet
1.4 Structure of the Documentation
2.0 2 Company Policies & Objectives

2.1 Quality, Safety & Pollution Prevention Policy
2.2 Drug & Alcohol Policy
3.0 3 Responsibilities and Authorities

3.1 Organisation Chart, Shore
3.2 Job description and function description shore based personnel and process
3.2.1 Managing Director
3.2.2 Superintendent – Technical Department
3.2.3 Designated Person Ashore
3.2.4 Internal Auditor
3.2.5 Purchase
3.2.6 Contractor
3.3 Information Flow Ship / Shore Internal
3.4 Information Flow Ship / Shore External
3.5 Organisation Chart Ship
3.6 Job Descriptions and Descriptions of function of Shipboard personnel
3.6.1 Master
3.6.2 Chief Engineer
3.6.3 Chief Officer
3.6.4 Second Officer
3.6.5 N/A
3.6.6 Engine Room Rating
3.6.7 Deck Rating
3.6.9 Chief Cook
3.7 Watchkeeping in port
4.0 5 Master’s Responsibilities and Authority

4.1 Statement of Master’s overriding authority
4.2 Implementation and Maintenance of SMS
4.3 Master’s Verification
Master’s Verification List
4.4 Bridge Operation
4.5 Records of Navigational Activities and Daily Reporting
4.5.1 General
4.5.1.1 Daily Report
Rev. 2 Page: 2
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5.0 6 Resources and Personnel

5.1 Qualification Requirements for Master and Chief Engineer
5.2 Qualification Requirements for seagoing personnel and verification
5.3 Recruitment of seagoing personnel
5.4 Familiarisation of new crew
5.5 Master’s and Officer’s Handover and Handover Note
5.6 Introduction to applicable rules, regulations, code and guidelines
5.7 Identification of training needs
5.8 Language requirement
5.9 Safety Committee Meeting
5.10 Resource Planning
6.0 8 Emergency Preparedness
7.0 9 Reports and Analysis of Non-Conformities, Accidents and

hazardous occurrences
7.1 General
7.2 Scope
7.2.1 Reporting – Recording
7.2.2 Investigation
7.2.3 Cause Analysis
7.2.4 Responsibilities
7.3 Process
7.4 Risk Assessment
7.4.1 Purpose
7.4.2 Reference
7.4.4 Procedure
7.4.4.1 General
7.4.4.2 What should be assessed?
7.4.4.3 Examples
7.4.4.4 Elements of a Risk Assessment
7.4.5 Supporting Documents
7.5 Implementation of Corrective Actions
8.0 10 Maintenance of Ship and Equipment

8.1 Description of the Maintenance System
8.1.1 Critical and Standby Equipment
8.2 Shore Based Inspection
8.2.1 General
8.2.2 Reporting and Documentation
8.2.3 Forms and Plans to be used
8.2.4 Repairs and Reports
8.3 Main Engine
8.3.1 Scope
8.3.3 Plans and Forms to be used for Main Engine Maintenance
8.3.4 Maintenance Process of Main Engine
8.4 Engine Equipment
8.5 Maintenance of Auxiliary and Emergency Engines
Rev. 2 Page: 3
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8.6 Maintenance of Steering Gear and Equipment

8.7 Lubricating System of the Vessel
8.7.1 General
8.7.2 Maintenance
8.7.3 Oil Samples
8.8 Centrifugal Separators
8.9 Cooling System
8.10 Fuel Oil System
8.10.1 Fuel
8.10.2 Fuel Oil System
8.11 Standby Pumps and Equipment Engine Room
8.12 Boiler
8.12.1 Condition
8.13 Air Filters for Ventilating Systems
8.14 Main Engine Emergency Valves
8.15 Fuel, Fresh Water and Deep Tanks
8.16 Electrical Equipment
8.16.1 Maintenance
8.17 Garbage and Environment Prevention (ISO 4.9)
8.17.1 Pollution Prevention
8.17.1.1 Disposal of garbage at sea
8.17.1.2 Special Areas
8.17.1.3 Summary of sea garbage disposal regulations
8.17.1.4 Disposal of garbage ashore
8.17.2 Bilge and Ballast Water
8.17.3 Garbage and Waste Disposal
8.17.3.1 Garbage Disposal Record Book
8.17.4 Oil Record Book and Control
8.17.5 Emission of Exhaust Gases to the atmosphere
8.17.6 Fuel Change Over
8.18 Deck Equipment
8.18.1 Hull
8.18.2 Cargo Gear and Hatch Cranes
8.18.3 Deck
8.19 Bow Thruster(s)
8.20 Fire Detection and Fire Fighting Equipment
8.21 Fire Flaps
8.22 Safety and Life Saving Equipment
8.23 Hydraulic System for Anchor Winch and Hatch Cover
8.24 Maintenance of Cargo Equipment
8.24.1 Cargo Securing- und Lashing Equipment
8.25 Bridge Equipment
8.25.1 Radar
8.25.2 Magnetic Compass and Gyro
8.25.3 Radio and GMDSS Equipment
9.0 11 Documentation
9.1 General
9.1.1 Authorisation of Change of Documents
9.1.2 Validity of Documents
9.1.3 Revision status of documents
9.1.4 Removal of Documents
Rev. 2 Page: 4
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9.1.5 Providing Procedures

9.1.6 Control
9.2 Forms and Documentation
9.2.1 Filing System
9.3 Procedure for the providing of procedures
9.3.1 Scope
9.3.3 Description
9.3.3.1 Structure
9.3.4 Providing
9.3.5 Release
9.3.6 Control
9.3.7 Changes of Procedure
9.4 Forms and Documentation
9.5 Vessels current trading name
10.0 12 Company Verification, Review and Evaluation

10.1 Internal Audits
10.1.1 Scope
10.1.2 Process
10.1.2.1 Planning and Preparing the Audit
10.1.2.2 Performing the Audit
10.1.2.3 Reporting
10.1.2.4 Follow Up of Audits / Closing of Non Conformities
10.1.3 Forms and Checklists
10.2 Management Review
10.2.1 Scope
10.2.2 Process
10.2.2.1 Schedule for Management Reviews
10.2.2.2 Planning and preparing the Review
10.2.2.3 Contents of the Management Review and Agenda
10.2.2.4 Finishing Action
10.3 Master’s Review
10.3.1 Scope
10.3.2 Process
10.3.2.1 Planning
10.3.2.2 Subjects
10.3.2.3 Master’s Review Meeting
10.3.2.4 Reporting
11.0 Appendix
A – Forms
B – Checklists
C – Procedures
Rev. 2 Page: 5
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New Rev. Implementation

Chapter (Sub-) Title
No. Date
2.1 Safety & Pollution Prevention Policy Statement 1 2011-06-08
10.1.1 Internal Audits – Scope 1 2011-06-08
9.1.3 Revision Status of documents 1 2011-06-08
4.6 Procedure for the Navigation with ECDIS 1 2012-03-30
4.6 Deleted 01.03.2013
ISM Basic & Shipboard Manual changed to ISM 1 01.03.2013
Safety Management Manual
Safety Management Manual 2 26.08.2013
Rev. 2 Page: 6
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Abbreviations used in the company:
COSHH Control of Substances Hazardous to Health

DP(A) Designated Person (Ashore)
EU European Union
GL Germanischer Lloyd
HLS Hermann Lohmann Schiffsverwaltungs GmbH
IMO International Maritime Organisation
IMSRS International Maritime Safety Rating System
ISM International Safety Management
ISO International Standard Organisation
MD Managing Director
MOU Mobile Offshore Unit
MSDS Material Safety Data Sheet
MT Motor Tanker
MV Motor Vessel
NCR Non Conformity Report
PPE Personal Protective Equipment
PTW Permit to Work
RA Risk Assessment
SMC Safety Management Certificate (Shipboard ISM Certificate)
SMM Safety Management Manual
SMS Safety Management System
SMT Ships Management Team
TBM Tool Box Meeting
SCM Safety Committee Meeting
NC Non-Conformity
STCW Standard for Training and Certification for Watch Keeping Personnel
Rev. 2 Page: 7
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The definitions which are relevant to the Hermann Lohmann Schiffahrtsverwaltungs

GmbH and all subsidiary companies:
Accident An undesired event resulting in loss to people, property, process and/or the
Environment
Audit Team Member(s) of an Audit group, who are qualified to perform a Safety Audit
Company Company means the Hermann Lohmann Schiffahrtsverwaltungs GmbH and all
subsidiary companies
Corrective Actions Actions taken to eliminate the causes of an existing Non Conformity or other
undesirable situation in order to prevent recurrence
Incident An incident is an undesired event which could or does result in loss. Incident
includes accidents, Non-Conformities, near-misses, recommendations,
conditions of class and hazardous occurrences
Auditor Person who is authorised and qualified and designated to manage and
perform a Safety Audit
Near Miss An undesired event which could result in loss to people, property, process
and/or the environment
Non-Conformity Non-Conformity means a non-fulfilment of a specified requirement
Objective evidence Information which be proved true, based on facts obtained through
observation, measurements or test and which can be verified
Observation A comment on an existing condition which according to the auditor’s

judgement warrants clarification, investigation or improvement in respect of
the overall effort of the Safety Management System
Safety Audit Systematic and independent examination to determine whether safety

activities and related results comply with planned arrangements are
implemented effectively and are suitable to achieve objectives
Quality The totality of features and characteristics of a product or service that bear on
its ability to satisfy stated or implied needs
Quality Policy The organizational structure, responsibilities, procedures, processes and

resources for implementing quality management
DPA This is the manager representative regarding the Q/S system

The DPA is responsible for
- fulfil all contract commitments related to the Q/S system
- supervise the functioning of the Q/S system of Hermann Lohmann
Schiffahrtsverwaltungs GmbH and its subsidiary companies in accordance
with the ISO 9002 standard, the ISM Code, the policy and the related
procedures
Q/S system The organizational structure, responsibilities, procedures, processes and

resources for implementing Quality and Safety Management
Rev. 2 Page: 8
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Q/S system review A formal evaluation by top management of the status and adequacy of the
Q/S system in relation to the Q/S policy and new objectives resulting from
changing circumstances
Inspection Activities such as measuring, examining, testing, gauging one or more

characteristics of the service and comparing these with specified requirements
to determine conformity
Rev. 2 Page: 9
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Chapter 1 – Company Information

1.1.1 Location
The Company of Hermann Lohmann Schiffahrtsverwaltungs GmbH is located as follows:
Fleetwinkel 06, D – 49733 Haren (Ems) / Germany
The DPA is: Capt. Jörg Wellbrock

His alternate is: Capt. Hermann Lohmann
The emergency number is:
0049 59 32 73 56 0
THIS TELEPHONE IS MANNED 24/7
1.1.2 Responsibility
The Company owns ships but also has ships under management from other Owners.
The Company has accepted the full responsibility for operation of vessels and has agreed to take over
all duties and responsibilities including those related to Quality, Safety and Maritime Pollution
Prevention.
1.2 Key Operations
The Company has identified key operations on previously gained experiences within the various fields
of operation as follows:
 The ship in port

 The ship at sea
 General operations
 Preparing for sea
 Preparing for arrival in port
The company has encountered shipboard operations, which have the potential to affect the safety of
the ship and environment if not handled correctly and professionally.
These procedures will be reviewed permanently and be changed as necessary in controlled manner.
Therefore procedures are established to safeguard these operations
Additional key operations are:
 Shift of trade and area

 Constructional changes
 Dry docking / Repair
These operations have to be performed to plans and arrangements.
Rev. 2 Page: 10
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Chapter 2 – Company Policies & Objectives

2.1 Safety & Pollution Prevention Policy Statement
It is the Companies policy to:
- provide healthy and safe working conditions

- Maintain a safe pollution-free operating practice
- Take into account applicable codes, guidelines and standards recommended by the
International Maritime Organisation (IMO), Administration, classification societies and
maritime industry organisations
- Mandatory rules and regulations are complied with
Company objectives are to:
- provide for safe practices in ship operation and safe working environment
- assess all identified risks to this ship, personnel and the environment and to establish
appropriate safeguards
- continuously improve the quality and Safety Management skills of personnel ashore and
aboard the vessels
- be prepared for emergencies, related to both safety and environment protection
- establish a quality system that can find and eliminate all errors of the company’s products
These objectives will be achieved by:
- regular inspections and maintenance of equipment and reviews of procedures to ensure their
compliance with experience gained, new technology and alteration in public demands
- maintaining high standards of safety consciousness, personal discipline and individual
accountability by adherence to a comprehensive and documented system of training
- actively promoting employee participation in measures aimed at improving safety and
protecting the environment
- to keep all personnel fully informed of any known or potential hazards that may affect
themselves; INFORMATION IS THE KEY TO SUCCESS!
- their colleagues, the ship or the environment by transmittal or pertinent documentation
- ensuring adherence at all times to the documented operating procedures by a system of
internal verification of procedures and activities
- continuously reviewing all mandatory rules, regulations, industry codes and guidelines that are
relevant to specific ship types and trades
All employees are expected to comply with Quality, Safety and Pollution Prevention Regulations and
Procedures at all times and to take the necessary precautions to protect themselves, their colleagues,
the ship, its cargo and/or the environment.
Signed:
The Managing Director
Capt. Hermann Lohmann
Rev. 2 Page: 11
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2.2 Drug and Alcohol Policy
On board the ships of this Company no illegal drugs are allowed!
Alcohol and legal drugs are dangerous to the people’s health and can lead to severe illness. On the
one hand nobody can permit people using alcohol and legal drugs. On the other hand people working
aboard of seagoing vessels have to give their best at any time when they are on board. Crew
members and Officers being not able to work due to the influence of alcohol or drugs are a danger to
the ship and to the life of others.
The Company does appeal to all persons on board not to drink any alcohol and will not tolerate any
mistake due to the influence of alcohol or (il-) legal drugs.
SEAFAERERS ON BOARD BEING ADDICTED TO DRUGS OR ALCOHOL HAVE TO BE SEND HOME

IMMEDIATELY!
Signed:
The Managing Director
Rev. 2 Page: 12
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Chapter 3 Responsibilities & Authorities
3.1 Organisation Chart Ashore
Management:

(Managing Director)
Lisa Einhaus
Nautical & Technical Department:

ISM & ISPS:
Pieter Uitermark
Capt. Jörg Wellbrock
(Superintendent)
(DPA & CSO)

(DPA & CSO Deputy)
Rev. 2 Page: 13
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3.2 Job Descriptions and Description of Function of Shore based Personnel
3.2.1 Managing Director

3.2.1.1 General
The Managing Director has the overall responsibility for the Company and the vessels taken under
Management.
He has the ultimate responsibility to implement and follow-up the Quality, Safety and Pollution
Prevention Policy for the Company.
3.2.1.2 Responsibilities
The Managing Director is responsible for:
- Implementing the Quality, Safety and Pollution Prevention Policy of the Company
- Motivation of all personnel of the Company in observation of the policy
- Having a Management Review at least once a year or earlier as deemed necessary (Form
REP01)
- Providing resources for proper functioning of the Safety Management System (SMS)
- Approving of the Company’s Audit Plan ensuring that sufficient resources are provided
allowing the Audits and Corrective Actions to be professionally conducted and followed up
- Reviewing annually the Company’s Safety and Pollution Prevention Policy
3.2.1.3 Authorities
The Managing Director has the overall authority concerning quality safety and prevention of
pollution. He has the right to request information from every employee and manager in the
Company in order to update his knowledge about the status and operation of the Safety
Management System (SMS).
3.2.1.4 Reporting
Reports to the shareholder(s) to be submitted at least once a year.
3.2.1.5 Substitute
In the case the Managing Director is not reachable or in another way is not available his alternate
can take over most of his duties.
Rev. 2 Page: 14
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3.2.2 Superintendent
3.2.2.1 General
The Superintendent is responsible for the techniques on the ships of the Company. He is also
responsible for updating the documentation (except for the ISM Documentation).
The Superintendent is responsible for
- documentation on board
- the whole technique of the ships
- inspection and supervising if one ship will stay in a shipyard
- Class Surveys (time schedule, requirements, inspections)
- Shore based calculation for cargo operation if requested
3.2.2.3 Authorities
The Superintendent has the authority to:
- Have access to all documentation aboard

- Have access to the ship related documentation ashore
- Give advices to shipboard crew
3.2.2.4 Reporting
Reports to be drawn up to the Managing Director and DPA. Occasionally, copies of such report to
be forwarded to the vessel’s head, too.
3.2.2.5 Competence
- a nautical and/or technical license

- basic knowledge about the technical data of all ships of the company
Rev. 2 Page: 15
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3.2.3 The Designated Person Ashore (DPA)

3.2.3.1 General
The DPA ensures safe operation of each ship and provides a link between the Company and those
aboard. He is assigned as staff member in the organisation, is part of the Management Team
ashore and reports directly to the Managing Director. The DPA ensures that adequate resources
and shore based support are applied by the DPA and thus he is in charge of all relevant
documents and forms of the company.
The DPA is
- ensuring that the requirements described in the ISM Code are introduced and maintained at
the correct level
- monitoring the safety and pollution prevention aspects of the operation of each ship
- ensuring that adequate resources are applied
- ensuring that shore based support is applied
- maintaining the Safety Management System
- evaluating the (Incident) Reports
- assisting the Management in analysing the causes of incidents
- keeping himself updated in rules, regulations and guidelines in shipping as far as relevant for
the Company and keeps the Management and/or the vessel’s head duly informed accordingly
- verifying that, to correct unwanted situations, actions selected are implemented
- planning and monitoring internal and 3rd parties Audits
- assigning Internal Auditors
- planning Management Review meetings and keeping minutes of such
- responsible for Non Conformities in the Company but also for Non Conformities of Flag and
Port State Controls
- taking care of the Non Conformity Reports and has to analyse necessary corrective actions
- analysing changes to procedures and the ISM-Manual
3.2.3.3 Authorities
The DPA has direct access to the Managing Director of the Company.
He has the right to request information from every employee and Manager in the Company in
order to collect information on status and operation of the Safety Management System.
3.2.3.4 Reporting
He reports directly to the Managing Director.
Rev. 2 Page: 16
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3.5 Organisation Chart Ship
MASTER
Chief Officer Second Officer Chief Engineer
Ratings Cook Engine Rating
Rev. 2 Page: 17
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3.6 Job Descriptions and Descriptions of Function of Shipboard Personnel
3.6.1 Master
3.6.1.1 General
The Master is responsible for the ship under his command according to national legislation,
international conventions and regulations and according to the Companies’ specific instructions.
He is the head of the Shipboard Management Team (SMT).
The Master has the overriding authority and the responsibility to take any action he considers to
be in the best interest of the safety of the Crew, passengers, vessel, cargo and the marine
environment.
The Master is responsible for:
- implementation of the Safety and Pollution Prevention Policy of the Company

- motivation of the Crew in the observation of that policy
- issuing orders and instructions in a clear and simple manner
- reviewing Safety and Pollution prevention activities
- regular verifying delegated and required activities
- regular review of the SMS and recommendation of improvement to the Company
- reporting defects to the Company and other matters with the implications for safe operations
or pollution risk and which require the assistance of the Company
- execution of the On Board Training Programme as directed by the Company
- investigation and reporting of Non-Conformities, accidents, Near-Misses and hazardous
situations (incidents) to the Company
- ensuring that all “controlled” documents on board are up to date and issued as per Company
procedures
- requiring assistance from the Company as may be deemed necessary to ensure safe and
pollution free operation of the ship
- ensuring that Statutory and Class Surveys are carried out in time
3.6.1.3 Authority
The Master has the authority to
- request assistance from the Company as he deems necessary

- assign special duties to the Crew
- issue instructions and orders to the crew
3.6.1.4 Reporting
The Master reports to the Company.
Rev. 2 Page: 18
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3.6.2 Chief Engineer

3.6.2.1 General
He is the head of the Engine Department and Member of the Shipboard Management Team
(SMT).
The Chief Engineer is responsible for:
- efficient and safe operation and maintenance of all engine and powered equipment in the
Engine Room and on Deck
- ensuring that the engine crew follows safe working practices as defined in Company
procedures
- ensuring that all technical department officers and ratings are familiar with relevant
procedures
- maintenance and records of all planned and un-scheduled maintenance in accordance with
requirements and Company procedures
- ensuring Statutory and Class Surveys are carried out on all engines and equipment covered by
such requirement
- maintenance of stand-by equipment and systems in a completed state of readiness to meet
any emergency requirement
- testing stand-by systems on a regular basis and in accordance with Company procedure
- notifying the Master immediately of any defects which may affect ships safety or put a risk to
the Marine environment
- investigating incidents and applying corrective action as agreed with the ship’s Master
- regular inspections of all plant and equipment aboard
- ensuring that Oil Record Book and Engine Log Book are accurate and up to date
- identification of potential ship hazards associated with engine operations and advising the
Master accordingly
- instruction to cadets, junior officers, rating on relevant procedures
- ensuring that sufficient spare parts for his area are available
- maintenance and filing of all documents and reports related to the Engine Department
3.6.2.3 Authority
The Chief Engineer has the authority to
- assign engineer officers or ratings specific roles with respect to the engineering department’s
responsibilities und the SMS
- order, in consultation with the Master, spareparts and consumables for his department
3.6.2.4 Reporting
He reports to the Master and/or the Superintendent (see 3.2.2).
Rev. 2 Page: 19
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3.6.3 Chief Officer

3.6.3.1 General
He is the head of the Deck Department, replaces the Master in his absence and is member of the
Shipboard Management Team (SMT).
The Chief Officer is responsible for:
- keeping safe navigational watch

- assisting the Master during manoeuvring
- cargo operations and related safety
- liaisons with related shore authorities and ensuring awareness of SMS
- ensuring that Deck Crew follows safe working practices as defined in Company procedures
- identifying potential ship hazards associated with deck operations and advising the Master
accordingly
- instructing cadets, junior officers, rating on relevant procedures
- notifying the Master immediately of any defects which may affect ship safety or put at risk the
Marine environment
- investigating incidents and applying corrective action as agreed with the Master
- maintenance of the deck equipment, safety, lifesaving, fire fighting, pollution prevention
equipment and hull
- ensuring that sufficient spareparts for his area are available
- maintenance and filling of all documents and reports related to the deck department and
cargo
- issuing permits related to hot/cold work, confined space and working aloft
- training and familiarization of all new Crew Members joining the ship on the safety aspects of
ship and cargo
- programming all safety and anti-pollution exercises in accordance with statutory regulations
and Company procedures
- posting and instructing the Crew in all relevant data regarding dangerous cargo
- maintenance of charts and nautical publications
- maintaining all “controlled” publications and guidelines according to the controlled publication
list
3.6.3.3 Authority
The Chief Officer has the authority to
- assign duty officers and rating specific duties

- request for training, if required for his competence for his next level
- order, in consultation with the Master, spare parts and consumables for his department
- propose any changes with respect to the SMS
3.6.3.4 Reporting
He reports to the Master and, occasionally, directly to the Company.
Rev. 2 Page: 20
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3.6.4 Second Officer
3.6.4.1 General
The Second Officer is in addition to his duties as Navigation Officer also responsible in co-
ordination with the Chief Officer (see 3.6.3) for the correct working and availability of all safety
and life saving equipment and that the crew is prepared for all possible emergencies.
The Second Officer is responsible for:
- maintaining safety- and protection equipment in such way that they are sufficient and ready
for use
- reporting deficiencies to the Master
- keeping a record of all safety and protection equipment
- training and familiarization of all new Crew Members joining the ship on the safety aspects of
ship and cargo
- reporting all defects on protection, safety and life saving equipment and equipment that need
replacement or repair to the Chief Officer
- programming all safety exercises as defined by statutory instruments and ship procedures
- recording all safety and anti-pollution exercises in accordance with statutory regulations and
Company procedures
- identify and communication of language problems among Crew Members and advise the Chief
Officer accordingly
- identify any deficiencies in Crew Members training and advise the Chief Officer accordingly
- posting and instructing the Crew in all relevant data regarding dangerous cargo
3.6.4.3 Authority
- request for training if required for his competence

- request for advise on matters of safety and pollution prevention to the DPA if not properly
addressed through the normal channels
- ordering, in co-operation with the Chief Officer, protective, safety and life saving equipment
- reporting all disputes to the Master and/or the Chief Officer
3.6.4.4 Reporting
He reports to the Chief Officer and the Master.
3.6.4.5 Additional
If required by the Master the Second Officer can be engaged in addition to his duties as second
Officer for the following works:
1. ISPS Watch keeping in port.

2. General deck maintenance works.
3. Preparation of cargo hold.
Rev. 2 Page: 21
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3.6.6 Engine Room Rating

3.6.6.1 General
The Rating assists in all maintenance, cleaning and watch keeping duties as assigned by the
Master or the Chief Officer/Chief Engineer respectively 2nd Engineer.
The Engine Room Rating is responsible for
- reporting damages and irregularities immediately to the 2nd Engineer respectively the Chief
Engineer
- using the personal safety equipment needed for the job
- when executing hazardous work he follows the work procedures advised by the Company
respectively his supervisor
- familiarizing with the safety procedures in the Engineers area
- preparing himself in the duties assigned in the Fire and Muster Roll
3.6.6.3 Authority

3.6.6.4 Reporting
He reports to the Chief Engineer.
Rev. 2 Page: 22
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3.6.7 Deck Rating

3.6.7.1 General
Assist in all maintenance, cleaning and watch keeping duties as assigned by the Chief Officer
The Deck Rating is responsible for:
- reporting damages and irregularities immediately to the Chief Officer

- using the personal safety equipment needed for the job
- when executing hazardous work he follows the work procedures advised by the Company
respectively his supervisor
- familiarizing himself and the Deck Ratings with the safety procedures
- preparing himself in the duties assigned in the Fire and Muster Roll
- he is a member of the Safety Committee
3.6.7.3 Authority

- assigning of duties to the deck ratings
3.6.7.4 Reporting
He reports to the Chief Officer.
Rev. 2 Page: 23
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3.6.9 Cook
3.6.9.1 General
The Cook is responsible for matters related to healthy preparations of meals, hygiene in the
accommodation and sufficient amount of food and beverage for the voyage.
He advises the SMT on matters related to the above.
The Cook is responsible for:
- weekly preparation of the menu for Officers and Crew

- cleaning of all areas under his responsibility
- maintenance of the accommodation in co-operation with the Chief-Engineer
- the control of the refrigeration areas and temperatures
- keeping stock of stores and provisions on an acceptable level
- fulfil jobs as assigned in the Fire and Muster Roll (e. g. assistance during mooring operations)
- familiarize people reporting to him in safety and job related matters
3.6.9.3 Authority
- request for stock and provisions in co-operation with the Master

- propose any changes with respect to the SMS
- request for advise on matters or safety and pollution prevention to the DPA if not properly
3.6.9.4 Reporting
He reports to the Master.
Rev. 2 Page: 24
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3.7 Watchkeeping in port

3.7.1 General
It is the Master’s decision to arrange Port watch according the circumstances and in
compliance with ISPS.
On any ship safely moored or safely at anchor under normal circumstances in port, the Master
shall arrange for an appropriate and effective watch to be maintained for the purpose of safety
and security.
Watch arrangements:
Arrangements for keeping a deck watch when the ship is in port shall at all times be adequate to:
 Ensure the safety of live, of the ship, the port and the environment and the safe
Operation of all machinery related to cargo operation;
 Observe international / national and local rules; and
 Maintain order and the normal routine of the ship.
The Master shall decide the composition and duration of the deck watch, depending on the
conditions of mooring, type of the ship and character of duties. If the Master considers it
necessary, a qualified officer shall be in charge of the deck watch. The necessary equipment shall
be so arranged as to provide for efficient watchkeeping.
3.7.2 Prior taking over the deck watch
The crew member in charge of the deck watch shall inform the relieving officer of the following:
 The depth of the water at the berth, the ship's draught, the level and time of high and low
waters; the securing of the moorings, the arrangement of anchors and the scope of the
anchor chain, and other mooring features important to the safety of the ship, the state of
main engines and their availability for emergency use.
 All work to be performed on board the ship , the nature, amount and disposition of cargo
loaded or remaining , and any residue on board after unloading the ship;
 the level of water in bilges and ballast tanks;
 the signals or lights being exhibited or sounded
 the number of crew members required to be on board and the presence of any other person
on board
 the state of fire-fighting appliances;
 any special port regulations
 the Master's standing and special orders;
 the lines of communication available between the ship and shore personnel, including port
authorities in the event of an emergency arising or assistance being required
 Any other circumstances of importance to the safety of the ship, it's crew, cargo or
protection of the environment from pollution
 The procedures for notifying the appropriate authority of any environmental pollution
resulting from ship's activities.
Relieving crew member, before assuming charge of the deck watch, shall verify that
Rev. 2 Page: 25
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 the securing of moorings and anchor chain is adequate;

 the appropriate signals or lights are properly exhibited or sounded
 safety measures and fire protection regulations are being maintained;
 they are aware of the nature of any hazardous or dangerous cargo being loaded or
discharged and the appropriate action to be taken in the event of any spillage or fire
 No external conditions or circumstances imperil the ship and that it does not imperil others.
3.7.3 Taking over the deck watch
Crew member in charge of the deck watch shall not hand over the watch to their relieving crew
member if they have any reason to believe that the latter is obviously not capable of carrying out
watchkeeping duties effectively, in which case the Master shall be notified accordingly. Relieving
crew member of the deck watch shall ensure that all members of their watch are apparently fully
capable of performing their duties effectively.
If, at the moment of handing over the deck watch, an important operation is being performed, it
shall be concluded by the crew member being relieved, except when ordered otherwise by the
Master.
3.7.4 Performing the deck watch
The crew member in charge of the deck watch shall:
 Make rounds to inspect the ship at appropriate intervals
and pay particular attention to:
 The condition and securing of the gangway

 Anchor chains and moorings, especially at the turn of the tide and in berths with large rise
and fall, if necessary, taking measures to ensure that they are in normal working condition.
 The draught , under- keel clearance and
 The general state of the ship, to avoid dangerous listing or trim during cargo handling or
ballasting;
 The weather and the sea state
 The observance of all regulations concerning safety and fire protection
 The water levels in bilges and tanks,
 All persons on board and their location, especially those in remote or enclosed spaces,
 The exhibition and sounding, where appropriate, of lights and signals.
 In bad weather or on receiving a storm warning, take the necessary measures to protect the
ship, persons on board and cargo.
 Take every precaution to prevent pollution of environment by the ship.
 In an emergency threatening the safety of the ship, raise the alarm, inform the master, take
all possible measures to prevent damage to the ship, it’s cargo and persons on board, and, if
necessary, request assistance from the shore authorities or neighbouring ships;
 Be aware of the ship's stability condition so that, in the event of fire, the shore fire-fighting
authority may be advised of the approximate quantity of water that can be pumped on
board without endangering the ship
 Offer assistance to ship's or persons in distress.
Rev. 2 Page: 26
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Chapter 4 Master’s Responsibilities & Authorities

4.1 Statement of Master’s Overriding Authority
In this Company the Master has the overriding authority and the responsibility to make
decisions with respect to quality, safety and pollution prevention and to request the Company’s
assistance as may be necessary.
This includes:
1. The Master gives orders and instructions in a clear and simple way and language, so that he
can be understood by everyone independent of his knowledge’s.
2. He has to take care that all Class’, Flag States’, Port States’, Charterers’ and Owners’
requirements will be fulfilled. He has to keep in mind that authority requirements are of
highest priority.
3. Master has to ensure that all Officers and Crew members have their valid and original
Certificates with them due to the Flag State requirements. All Crew members and especially
the officers have to be able to fulfil their job.
4.2 Implementation and maintenance of SMS
The Master aboard the ship is responsible for the implementation and maintenance of the SMS but he
can request the Company’s assistance as may be necessary.
The SMS has to become a guideline for every Crew member.
To ensure that the SMS is followed by every Crew member the Captain has to
1. Motivating the Crew in being an example in following up the SMS. The Master has to monitor
the enthusiasm of the Crew concerning fulfilling the SMS related requirements. Deviations
should be noticed, analysed and removed.
2. issue appropriate orders and instructions in a clear and simple manner.
4.3 Master’s verification
On board the Master has to verify that
1. specific requirements are observed

2. specific actions are taken
3. that reviews are done and reported to the shore-based management (Master’s Review)
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Master’s Verification List

Including, but not limiting to following ISM related topics:
- new joining Crew inductions

- Chief Mates and Chief Engineers Handover Notes
- Emergency Drills and Exercises
- List of Medicinces
- Safe Working / Permit to Work
- Maintenance of Safety Equipment
- Conduct of Safety and Fire Fighting Equipment tests
- Bunker / Lub oil reserves
- Cargo Records
- stowage plans
- stability calculation
- dangerous goods and treatment
- damage reports
- Oil Records
- Garbage Disposal Records
- Class Surveys (Certificates and List with date of expiry)
- Maintenance of ship structure / equipment
- Officers and engineers familiarity with SMM Manuals (acknowledgement sheets)
- Implementing the safety and environmental protection policy of The Company
- Motivating the Crew in observation of that policy
- Reviewing the SMS and reporting its deficiencies to the shore based management
- Overriding authority and responsibility of the Master is defined including decisions
with respect to safety and pollution prevention and requesting the Company’s
assistance as may be necessary
Rev. 2 Page: 28
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4.4 Bridge Operation
The competence and vigilance of the officer of the watch provide the most direct means of avoiding
dangerous situations. To ensure this, the vessel must have on board the Bridge Procedures and
personnel make themselves familiar with this. Procedures have to follow the relevant checklists as a
guideline. The Master ensures that the procedures are known to all concerned personnel and are in
use during respective operation.
Following Tasks-/Checklists are available:
 Arrival Bridge CL01

 Preparation for Sea –Outbound- CL03
 Preparation for Port Arrival CL04
 Changing Over the Watch CL05
 Anchoring and Anchor Watch CL06
 Restricted Visibility CL07
 Departure Bridge CL02
Nautical officers have to report completion of checklist and remarks,

if any, into the logbook.
Following procedures will be issued as standing orders by the Master:

 Navigation, Deep Sea
 Navigation, Coastal Waters
 Navigating in Heavy Weather or in Tropical Storm Areas
 Navigating in Ice
 Navigating under restricted Visibility
 Navigating in shallow waters
All nautical officers have to sign these orders when sign on.
Rev. 2 Page: 29
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4.5 Records of navigational activities and daily reporting
4.5.1 Daily Report
The daily report, as E-Mail, Fax or Telex, except in port shall contain following, unless otherwise
instructed by operator/charterer:
a ships name and voyage number (load/disch)

b date/ lt /utc
c course
d average speed
e actual speed
f lat/lon
g hfo/mgo/lubs/sludge r.o.b in mts
h cons/24 hrs in mts
i pitch in %
j weather (wind, direction, speed and seastate)
k eta next port (in local time)
l remarks, if any (e. g. details of any external or internal conditions that are affecting the ship’s
voyage or the normal safe operation of the ship)
Rev. 2 Page: 30
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Chapter 5 Resources & Personnel

5.1 Qualification Requirements for Master and Chief Engineers
Master
The Company appoints only Masters with full qualifications for the trade they will sail in as stated in
the STCW-95 and Flag State requirements.
If practicable, the appointed and new Master will do one trip for familiarisation together with the
Master he is going to relief.
Masters will be recruited from servicing Chief Officers in the fleet to ensure that they are qualified for
this job. If no qualified Chief Engineer is able or willing to become a Captain the MD will try to hire an
external Master.
The qualification of the Company’s Masters is being checked by:
- control of their certificates

- control of records of former employers
New assigning Masters who are joining the Company have to receive an introduction/update of the
existing SMS. After having received this information Master is to sign Form Sheet to evidence that he
has received training.
Chief Engineer
The Company appoints Chief Engineers only with full qualifications for the trade and engine they will
sail with as stated in the STCW-95 and Flag State requirements.
If practicable, the appointed and new Chief Engineer will do one trip for familiarisation together with
the Chief Engineer he is going to relief.
5.2 Qualification Requirements for seagoing personnel
The Company will only recruit seagoing personnel with full qualification for the duties they will have to
fulfil on board. Seagoing personnel must have all requirements and certificates stated in the STCW-95
and Flag State requirements.
5.3 Recruitment of seagoing personnel
5.3.1 Scope
Defining the controls and activities required to ensure that
- new crewmembers have all their certificates according to STCW-95
- new crewmembers are able to speak and understand English fluently
- new crewmembers are fully qualified for their duties
Responsible for the recruitment of personnel is the Managing Director and he has to ensure that
- only crewmembers with valid certificates according to STCW-95 are recruited
- all crewmembers are qualified for their duties
- recruitment of crewing agents is monitored
Rev. 2 Page: 31
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5.3.3 Recruitment
A personal record is needed for recruitment together with all components and relevant licenses.
The Managing Director respectively his employed Crewing Agency will decide if the applicant is
fully qualified or not.
5.3.4 Recruitment by a Crewing agency
If crewing is done by a Crewing Agency the monitoring of the recruitment is done by this Crewing
Agency.
The Crewing Agency should be audited regularly every two years.
If auditing of the Crewing Agency is impossible the monitoring will be done in checking up the
following items:
1. recruitment is done by the Crewing Agency

2. to ensure that only qualified crewmembers will work on ships of the Company the
Crewing Agency will send a copy of all relevant certificates and documents of the new
crewmember to the Company
3. the Managing Director will check this documents
4. If a non-conformity can be investigated by the Managing Director he will contact the
Crewing Agency
5. In case a computer assisted information system can be used to get all available data of
the crewmember this system will be implemented to and used in the Company
5.3.5 Captain’s verification

To ensure that all information is correct the Captain will check the licenses and documentation of
each/the new crewmember.
The Crewing Agency is offering a computer assisted information system, and thus it is not
necessary to send a Crew List from Ship to Shore at any time.
5.4 Familiarisation for new Crew
Following rules to a personnel who is new, or is transferred to new assignments, it has been defined
when and how proper familiarisation with their duties related to safety and protection of the
environment are given. These familiarisation instructions are identified and documented, and are
given PRIOR to sailing, such as:
- Providing introduction familiarisation on the ship, its equipment and the SMS upon
joining, under the direction of the Safety Officer
- The familiarisation form REP18 has to be used
- Verification of knowledge by Master by means of interviewing in the working language
“English”, checking the Certificates and the validity of health Certificates and that they
stay valid throughout the seafarers contract
to ensure that all personnel involved in The Company’s SMS have an adequate understanding of
relevant rules, regulations, codes and guidelines.
5.5 Masters and Officers handover notes
The following Handover Notes have to be used:
- Handover Note Master MR 06

- Handover Note Chief Engineer MR 07
Rev. 2 Page: 32
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5.6 Introduction to applicable Safety Rules & Regulations
Ship’s Personnel
All operational personnel involved in the SMS shall have an adequate understanding of relevant
rules, regulations, codes ad guidelines. All the relevant rules and regulations have to be in English
language onboard the ship.
The relevant rules and regulations which personnel shall have an adequate understanding of, are
(but not limited to):
- International Convention for the Safety of Life at Sea, 1974

- International Convention for the Prevention of Pollution from Ships, 1973, as modified by
the Protocol of 1978, relating thereto
- Convention of the International Regulations for Preventing Collisions at Sea, 1972
- International Convention on Load Lines, 1966
Shore Personnel
The qualification and certification of shore personnel have been defined on the basis of specialize
regarding trade and technical vessel features.
Additional requirements are defined during the Management Review when Training Needs are
investigated. Following is considered:
- additionally required skills

- newly required or wanted certificates
- necessity for additional training
5.7 Identification of Training Needs
Training Needs will be identified by means of regular Safety Committee Meetings, where all safety
relevant matters, non-conformities and near misses depending to the specific ship will be discussed
and analysed.
The Captain too should be used to identify relevant Training Needs.
Management Reviews are a fortunate instrument to identify Training Needs, when overviews and
analyses of a whole year is discussed. Management Reviews can be used to find tendencies of
Training Needs even for the whole Company.
5.8 Language Requirements
The working language aboard is English. Every working and Safety Instruction has to be given in
English language. So every Crew Member has to be able to speak fluently and understand the English
language.
Information on the SMS to the vessels are given in the working language (English) or any other
language (even German) understood by the individual Crew Member.
Rev. 2 Page: 33
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5.8.1 Verification
- Requirements in contracts with the Crewing Agency

- Verification: Interview with the MD/Master when joining
5.9 Safety Committee Meeting
5.9.1 Scope
Defining the controls and activities required to ensure that:
- Safety Committee Meeting are planned and carried out fortnightly

- All Non-Conformities, Near Misses, Critical Shipboard Operations found out by several crew
members are documented
- The SMS is working effectively
- Corrective actions are discussed and implemented
- The Drills are planned and realized in accordance with the Annual Drill plan
with the objective to control activities to Quality, Safety and Pollution Prevention on board and
improve activities.
5.9.2 Process
5.9.2.1 Planning and preparing the Safety Committee Meeting
The Master is responsible that at the end of each month a Safety Committee Meeting is held. The
Meeting will be prepared by the Safety Officer on board. He has to ensure that all Officers and
one applied member of the Crew will attend this Meeting. He will prepare the content of the
Meeting.
5.9.2.2 Performing the Meeting
The Safety Officer or his substitute will prepare the content and a schedule for the Meeting. In the
meeting the following items should be discussed (but not limited to):
- all relevant Safety Matters

- maintenance
- drills, training needs
- identification of: - critical shipboard operation
- critical equipment
- emergency situations
- Non-Conformities
- Near misses
- Incidents
- Crew related matters
- Corrective actions
All important matters will be documented in Form REP02.
Rev. 2 Page: 34
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5.9.2.3 Reporting and Documentation
A routine Safety Committee Meeting (SCM) will be documented in Form MR 01 and signed by both
the Safety Officer and the Master. A copy of the SCM shall be sent together with other monthly
mail to the Company. The filed of ‘Safety Committee Meetings’ to be filed together with other
ISM-related reports in the folder “ISM Reports”. In case a Non-Conformity-Report has to be
opened or other incidents respectively important matters are investigated, the Master will send a
report to the office for verification.
5.10 Resource Planning
5.10.1 Personnel
The Company is making sure that ships and departments of the Company do have enough
personnel resources at any time in order to fulfil the requirements of the Quality and Security
System and to accomplish the tasks of the Company.
5.10.2 Resources and Infrastructure
The Management is taking care that the Company and the personnel is being furnished with
sufficient resources to keep the daily operation of the Company running.
The Infrastructure shall correlate present standards.
Responsible for resource planning is the Master aboard or the head of a department.
He/The person has to ensure that
- the use of resources is planned effectively

- resources are ordered in an adequate time
- no process ashore and on board the ships has to be stopped in default of resources
Rev. 2 Page: 35
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Chapter 6 Emergency Prepardness

6.0 General
Safety of Life is of highest priority.

The Company Organisation maintains a comprehensive EMERGENCY RESPONSE PLAN to control
and handle emergencies.
Office Managers and Masters have to ensure that
- regular training exercises and drills are conducted to ensure readiness for emergencies in
accordance with the training matrix MR 08 and the Emergency Response Plan
- internal and external channels of communication should be tested and deputies for key
personnel to be identified
- also ship/shore-training will be conducted regularly and in line with Flag State requirements.
Rev. 2 Page: 36
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Chapter 7 Reports and Analysis of Non-Conformities,

Accidents and hazardous occurrences
7.1 General
Procedures are established

1.) ensuring that Non-Conformities, accidents and hazardous situations are reported to The
Company, investigated and analysed with the objective of improving safety and pollution
prevention
2.) for the implementation of corrective action.
An incident is an undesired event which could or does result in total loss. Incidents include accidents,
Non-Conformities, Near-Misses, recommendations, condition of Class and hazardous occurrences.
When despite all precautions an incident occurs there should be an investigation of the circumstances
and causes. Reporting, recording and analysis are an important part of the Company’s policy, safety
and pollution prevention programme. Investigations of incidents on shore, is the responsibility of the
Managing Director, aboard of the Master.
7.2 Scope
Defining the controls and activities required to ensure that
- Non-Conformities, accidents and incidents are reported to the Company

- Appropriate corrective action is carried out, verified and analysed with the objective of
improving safety and pollution prevention
7.2.1 Reporting – Recording
Procedures are in place for reporting all Non-Conformities including those involving injury,
occupational illness, explosion, fires, loss of containment, near misses property damage, pollution and
Non-Conformities.
Incident reports and Non-Conformity Reports are suitable for systematic recording and analysis of
causes and trends. The reports shall be completed by the Managing Director / Master respectively his
nominated substitute.
The quality of the reporting shall be monitored by the DPA respectively his nominated substitute.
Incident records and Non-Conformity Reports shall be kept in file by the DPA.
7.2.2 Investigation
Those who are given the responsibility for conducting the investigation into the incident shall be
competent for this task and be familiar with the operation involved in the accident. These are normally
the Officers and Masters on board, because they do have the best knowledge of the immediate
circumstances. The degree of thoroughness of the investigation should be determined not only by the
significance of the actual loss but also by that potential loss.
As a near miss is much easier to overlook, or even conceal then an accident, staff should be
encouraged to report the apparently unimportant near-miss just as conscientiously as serious
accident, being assured that no blame or ridicule will follow. If fewer Near Misses than accidents are
being reported, the system is clearly failing to capture useful information!
Rev. 2 Page: 37
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7.2.3 Cause Analysis
Investigation should always include thorough analysis of the cause. This involves the identification of
all immediate causes or symptoms of the incident that are considered to be sub-standard practices or
conditions. The investigation should then consider the basic causes that lie behind the immediate
causes, and which are related to personal and job factors. Experience shows that accidents are
seldom, if ever, the result of a single cause.
It is the Managing Director for the shore departments and the Master for ship, who are responsible to
- Near Misses that can be analysed directly on board if they are not serious
- ensure that standard Non-Conformity Report forms are being used and properly completed,
allowing underlying causes to be identified, statistical information to be collected and potential
loss to be evaluated
- perform the first review of both reported cause and recommended actions. At this level
reports, which inadequately analysis underlying causes and/or failed to make effective
recommendations, shall be returned to the originator for completion
7.3 Process
1. Any employee that is involved in or witnesses an accident, hazardous occurrence or Non-

Conformity (further mentioned as ‘incident’) in or involving the ship, or any person on board,
shall verbally report this to his/her head department (e. g. Chief Officer, Chief Engineer or
Chief Cook). These may also be recognised from the review of Non-Conformity Reports. The
relevant head of a department shall use all available information to complete an Master
Report (Form MR 13). This form shall be submitted to the Master for onward transmission to
the Company. A copy shall be retained aboard.
2. The head of the department shall take whatever action is necessary or possible to correct the
situation, at lest in the short term. This action shall be entered into the Incident Report Form.
3. After Review of the Report the DPA shall determine which department is required to discuss
corrective actions.
4. As a result of this discussion the DPA shall advise such corrective action. Such corrective
action shall be recorded on the Master Report form.
5. The departmental head or the Master concerned shall implement the corrective action. The
effectiveness of this corrective action is verified after a suitable period of time by a
superintendent who reports to the DPA.
6. If upon receipt of a report or at the office review it is decided that a particular incident may
have relevance aboard other ships within the fleet. The DP shall ensure that a copy of the
corresponding Incident Report, results of analysis and any other applicable information is
forwarded to those ships at the earliest opportunity.
7. A record of which ships have received what information shall be kept.
Rev. 2 Page: 38
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7.4 Risk Assessment
7.4.1 Purpose
The company has encountered shipboard operations and procedures, which have the potential to
affect the safety of personnel, passengers, ship and the environment if not handled correctly and
professionally. These procedures will be reviewed permanently and be changed as necessary in
controlled manner.
The purpose of this procedure is to identify risks, perform and demonstrate a systematic examination
of identified risks to the ship, her crew and her passengers as well as to the environment with the aim
to eliminate or reduce them to an acceptable level.
7.4.2 Reference
ISM Code latest vers., Maritime Labour Convention (MLC 2006).
The department heads are responsible that risk assessments will be carried out and recorded in their
departments.
Service technicians may also perform some kind of risk assessments.
7.4.4 Procedure
7.4.4.1 General
First of all, the potential risk must be identified.
If it has been identified already and is covered by an existing procedure (Bunkering, Voyage Planning,
Disease prevention, Working aloft, Entry into enclosed spaces, etc) it is required to include the
existing measures in the risk assessment procedure.
As a result, records of already identified risks may take many forms including below mentioned
forms/checklists, minutes of meetings, safety meeting/committee reports, observation notes, hazard
registers, notes in log books, etc.
Risk assessments shall also be carried out to identify potentially dangerous or hazardous shipboard
operations, which are not yet laid down in written form. The detailed description how to conduct a risk
assessment can be found in “The Code of Safe Working Practices for Merchant Seamen”, which is
available on board.
The Formal Risk Assessment is to be used to record the evaluation process.
7.4.4.2 What should be assessed?
The assessment should cover the risks arising from the work activities of workers on the ship. The
assessment is not expected to cover risks, which are not reasonably foreseeable.
Department heads are advised to record the significant findings of their risk assessment. Risks, which
are found to be trivial, and where no further precautions are required, need not be recorded.
All other extra-ordinary jobs shall be identified and assessed.
Rev. 2 Page: 39
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7.4.4.3 Examples
 Anchoring (Hazard: Rust, Slipping, …)
 Running gear (turning by starting air, turning gear, …)
 Drill & Grinding Machine (hit of clothes in rotating parts, ...)
 Working in Mast (Falling down, radar radiation, …)
 Hot Work (electric burn, thermal burn, ...)
 Repair of electrical Equipment under Voltage (electrical shock, …)
 Portable Ladders (Fall down, …)
 Receive of Provision (Falling down of provision, slip on deck, …)
 Work with Chemicals (chemical burn, corrosive, …)
 Turning works (hit of clothes in rotating parts, ...)
 Greasing of Wires (falling down, radar radiation, ...)
 Washing decks (Falling down, electrical shock, slip on deck,…)
 Welding Works (hit of eyes, skin burning,…)
 Fresh Water Disinfection (chemical burn,…)
7.4.4.4 Elements of a Risk Assessment
Identify Risk
Ensure
Existing Controls?
effectiveness
Review adequacy Estimate Risk
Implement
Preventive Tolerability?
Measures
Rev. 2 Page: 40
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7.4.5 Supporting Documents

 Formal Risk Assessment.
 COSWP Chapter I (MCA Code of Safe Working Practice for Merchant Seamen)
 Existing Checklists and Procedures for:
 Fuel Transfer/Bunkering
 Voyage Planning
 Food hygiene / Sanitation / Disinfection
 Arrival/Departure/Anchoring
 Hot/Cold Work
 Working Aloft
 Working Overside
 Entry Into Enclosed Spaces
 Etc.
 Guidelines for port State control officers under the MLC, 2006
 IACS Unified Interpretation of ISM 1.2.2.2
7.5 Implementation of Corrective Actions
Competent analysis of all causes leads to the development of proper and effective remedial actions.
Remedial actions identified at site level shall be implemented immediately.
The Company will ensure that:
- all mechanism is in place which ensures that further remedial actions are taken following
significant incidents if considered necessary
- responsibility for implementing each recommended follow-up actions is clearly assigned and
understood
- lessons are communicated to strengthen the SMS, and to help others to prevent similar
incidents
- all information should be communicated to other department and ships
Any necessary remedial steps identified during the investigation should be reviewed periodically to
ensure that they are satisfactorily followed up.
Rev. 2 Page: 41
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Chapter 8 Maintenance of Ship & Equipment

8.1 Description of Maintenance System
To ensure that The Company’s maintenance demands are fulfilled and inspections are held at
appropriate intervals, the Annual Audit Plan is being developed. Non-Conformities and deficiencies to
be reported immediately from the ship to The Company and vice versa. Appropriate corrective actions
can be traced in the NCR .
In order to assist the Management and Masters to keep their ship in good and safe condition the
below rules should be checked to be fulfilled on board the ships and ashore.
The maintenance system should include the following:
All Certificates, documents, condition of hull and machinery, equipment and the living conditions as
well as adherence to operation requirements and the manning of ships should be checked to fulfil the
following rules:
- International Convention for Safety of Life at Sea (SOLAS) 1974 with its protocol as amended
- International Convention of Load Lines (LLC) 1966
- International Convention for the Prevention of Pollution from Ships (MARPOL) 1973 with its
protocols
- International Convention on Standard Training, Certification and Watch Keeping of Seafarers
(STCW) 1995
- Convention of the International Regulation for Preventing Collisions at Sea (COLREG) 1972
- Merchant Shipping (Minimum Standard) Convention 1971 (ILO Convention N°. 147)
- Manufacturers requirements
- Classification requirements
The checklist should be used at regular intervals. The list does not claim to be complete!
To be sure that the ship is in good condition, the Captain, the Officers and Engineers have to:
- check the hull, the accommodations, the equipment and the engine as described in the
maintenance procedures
- Non-Conformities have to be reported
- Corrective actions have to be carried out, reported and to be checked after implementation
There are procedures ensuring, that
- the ship is always in good and safe condition

- the stand by equipment and safety relevant equipment that exists only once on board is
working at any time needed (generators, rudder, emergency generator, fire alarm system,
crankshaft oil detector, emergency stop, main engine etc)
8.1.1 Critical and Standby equipment
General and Identification of Critical Equipment
Critical and Standby Equipment and systems on board are to be identified, tested and
maintained to ensure functional reliability in accordance with the nomination displayed in from
MR 01 With this form procedures are established to identify equipment and technical systems
the sudden operational failure of which may result in hazardous situations. The measures
mentioned include the regular testing of stand-by arrangements and equipment or technical
systems that are not in continuous use.
Rev. 2 Page: 42
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Critical Equipment and systems are functions where sudden loss of functional capability or
where failure to respond when activated, manually or automatically, may create hazardous
situations or accidents.
Standby Equipment and systems is critical equipment that is not regularly used and is used as
an emergency and auxiliary unit when a failure occurs to the main unit.
Regular testing of stand-by arrangements are to be provided to ensure that a single failure
does not lead to a hazardous situation.
Items and functions that are not continuously active or that have been inactive for some time
are to be tested regularly and prior to entering into operational phase where these functions
become critical.
8.2 Shore Based Inspection
8.2.1 General
All ships under the management of the Company will be inspected regularly, but minimum
once a year by the DP Designated Person or the superintendent respectively their nominated
substitutes. During the inspection the Shipboard Management Team will discuss problems,
incidents, necessary amendments to the system, and Non-Conformities that have occurred
between the present and the last inspection and are not finally solved. The DP or the
superintendent respectively their nominated substitutes will also make a general inspection of
the ship and equipment to ensure that ship and equipment are in good and safe working
condition.

To verify that inspection is done properly and for documentation purposes an Inspection
Report will be drawn up. Both the Inspection Report and the Audit Plan will be kept in the
head office.
8.2.3 Repairs and Reports

To ensure that the DP and the superintendent respectively their nominated substitutes are
informed about ships and ships equipment status, the Master to make sure, that the
respective regular reports are being sent to the Company.
8.3 Main Engine
8.3.1 Scope
- the main engine is always in good and safe condition

- maintenance is done regularly
Rev. 2 Page: 43
_____________________________________________________________________
Responsible for the maintenance of the Main Engine is the Chief Engineer. He has to ensure
that all
- inspections are held at intervals stated by the Company/Main Engine Producer

- any non-conformity is reported with its possible cause, if known
- appropriate corrective action is taken, and
- records of these activities are maintained
8.3.3 Plans and Forms to be used for Main Engine Maintenance
- MR 01 Monthly Report reg. Engine Maintenance.

- MR 03 Air tightness test
- MR 07 Eng. Hand over
8.3.4 Maintenance Process of Main Engine
The Main Engine will be inspected and maintained as stated in the Maintenance Reports
respectively in accordance with the Manufacturers instructions. All running hours mentioned in
the Maintenance Plans are about. The Chief Engineer can extent the running hours if he is of
the opinion to do so but he should put a remark into his monthly record. To assist the Engine
Crew during inspection, maintenance and repair the Manual of the Main Engine can be found
in the Engine Control Room (ECR). This Manual gives a detailed working instruction for each
work to be carried out due to the Maintenance Plan.
The Copies always to be forwarded together with other monthly mail to The Company and the
Originals to be filed in a folder supplied by the Company lead consecutively. The folder is to
be kept aboard the ship in accordance with Chapter 9.2.1 of this Manual.
8.4 Engine Equipment
The overall Responsibility for the maintenance of all engine equipment lies with the Engineer
Department.
The Chief Engineer must report every operational difficulties that will effect the safety of Crew and
ship to the Master.
8.5 Maintenance of Auxiliary and Emergency Engines
Auxiliary and Emergency Engines are maintained by the Chief Engineer in accordance with the
Maintenance Reports issued by The Company and corresponding MR-Forms to be lead consecutively.
8.6 Maintenance of Steering Gear and Equipment
The Chief Engineer is solely responsible for the reliable operation and maintenance of every part of
the controlling gear from the navigation bridge to the steering gear.
The Chief Engineer and the Master should be personally satisfied by testing that the steering gear is
working satisfactory BEFORE the ship leaves port.
Rev. 2 Page: 44
_____________________________________________________________________
8.7 Lubrication System of the vessel
8.7.1 General
For the lubrication on board of the ship only oil should be used stated in the lubrication chart
respectively what is being advised by the superintendent ashore.
8.7.2 Maintenance
The Chief Engineer solely is responsible that lubrication of all engines and equipment on board
is done regularly. Oil used by the Main Engine and Auxiliary Engines has to be purified to
avoid damages.
8.7.3 Oil Samples
The Company effects a contract with the general lubrication oil supplier and same will furnish
each vessel of the Company with necessary equipment to take regular oil samples.
Corresponding instructions will be given by the Company respectively by the service company.
Each oil sample will be tested by an independent laboratory and the superintendent ashore
will confirm the results of each sample to the ship in written. Each test result to be kept in a
separate folder in the ECR.
8.8 Centrifugal Separators
Separators are an essential part of the enforced lubricating system. It is important to keep and use
them in efficient working condition according to the Manufacturer’s instruction.
8.9 Cooling System
Chemical compounds and soluble oils are employed as anti-corrosive agent in the fresh water system
of engines. The concentration should be kept within the recommended limits indicated in the water
treatment pamphlet.
Regular tests of cooling water in circulation are to be carried and recorded in the log sheet. The
required maintenance
can be found in the corresponding maintenance forms.
8.10 Fuel Oil System
8.10.1 Fuel
All fuel supplied has to be within the specifications provided for this ship. Fuel oil samples, as
stated in 8.7.3, to be sent to independent laboratories regularly.
8.10.2 Fuel Oil System
The Fuel Oil System should be controlled and maintained regularly.
Rev. 2 Page: 45
_____________________________________________________________________
8.11 Standby Pumps and Equipment Engine Room
The Chief Engineer is responsible for the maintenance of the standby pumps and other standby
equipment in the engine room. This equipment has to be maintained as stated in the Maintenance
Reports issued by The Company respectively the booklets of the Manufacturer.
8.12 Boiler
The Chief Engineer is responsible for the maintenance of the boiler in the engine room. This
equipment has to be maintained as stated in the booklets of the Manufacturer.
8.13 Air Filters for Ventilating Systems
The responsibility for cleaning the air filters for ventilation and air conditioning lies by the Engineering
Department.
8.14 Main Engine Emergency Valves
The Emergency Stop Valves should be operated regularly when the vessel is in port.
8.15 Fuel, Fresh Water and Deep Tanks
The Chief Engineer is in charge of the pumps, pipes and valves to all tanks on board the ship.
8.16 Electrical Equipment
8.16.1 Maintenance
The Chief Engineer is responsible for the maintenance of every part of the ship’s electrical installation,
with the exception of electronic navigation instruments, stability and bridge computers and the radio
installation.
The electrical equipment throughout the vessel must always be maintained in a safe and reliable
condition.
8.17.4 Oil Record Book and Control
When one of the following operations takes place, details have to be recorded in the Oil Record Book:
- disposal of oil residues (sludge) from bunker, fuel, bilge tanks or other sources
- transferring the residues to another tank or burning the residues
- when residues are delivered to shore facilities, a receipt should always be obtained from
the receiving company for the quantity delivered and kept in a separate file
- accidental or other exceptional discharge or escape of oil etc
- cleaning of bunker fuel tanks during a voyage
- bunkering of fuel and lubricating oil
Rev. 2 Page: 46
_____________________________________________________________________
8.17.6 Fuel Change Over
8.17.6.1 Purpose
Prevention of air pollution and prevention of Mein Engine start problems on DO.
8.17.6.2 Reference/ Regulation
MARPOL Annex VI
A 0,1 % sulphur limit starts to apply to all types of marine fuels used by ships at berth in EU ports.
This applies to any use of the fuel with the following exceptions:
- Ships, which spend less than 2 hours at berth according to published time-tables.
- Ships, which switch off all engines and use shore-side electricity.
Chief Engineer
8.17.6.4 Procedure
General
Fuel shall be changed over in due time prior passing the i.e. SECA boundaries.
When changing from high to low sulfur, several conditions must be taken into account in order to
determine the time needed until low sulfur fuel will be burned by the ME:
1. Revolution/load of ME
2. Temperature of fuel
3. Content of service tank(s)
4. Diameter of fuel piping
5. Condition of fuel filters
Only low sulfur fuel may be burned when entering the SECA, therefore proper pre-planning is
necessary:
8.17.6.5 Proper Pre-Planning
Time for change over from HFO to DO 1h 15 min (DO temp afterwards at around 60°C). Additional
time to cool down system to <= 50°C 3 to 4 hrs. Minimum change over time before engine can be
used for maneuvering (start/ stop maneuvers): 4 - 5 hrs.
MAIN TERMS to be watched and maintained at all times Fuel change over shall be done at the lowest
possible ME revolutions. DO Viscosity never to drop below 2 cSt.
8.17.6.6 Change Over during Main Engine running – HFO to MDO/MGO
Fuel change over shall be done at the lowest possible ME revolutions. DO Viscosity never to drop
below 2 cSt.
Rev. 2 Page: 47
_____________________________________________________________________
1.) Set correct Temperatures

*** Rapid temperature changes in fuel oil system have to be avoided ***
 Ensure HFO oil in service tank is at normal temperature (lower or equal 90°C)
 Cut off steam supply to fuel oil pre-heater and heat tracing.
2.) Fuel change over

 When temperature in HFO Pre-heater has dropped about 35°C but not less than 75°C, turn
the change-over-cock to MDO.
 When temperature suddenly drops during change over – supply a little steam/HFO to the pre-
heater this will ease the temperature drop
 DO Viscosity not to drop below 2 cSt as this might cause fuel pump and fuel valve scuffing
3.) After successful change over

Cylinder Oil Feed Rate to be reduced to a minimum of HMI 55 over-additivation may result in liner
polishing and deposit formation on the piston, both phenomenons may increase the risk of scuffing
significantly.
 Pior to arrival to pilot in safe distance to shore and other ships, after engine is running for 4 to
5 hrs on DO/MGO an engine start (ahead/stop/astern/stop) test should be carried out, to
ensure safe starting of the engine (To be documented in Log Books).
8.17.6.7 Change Over during Main Engine Running – MDO/MGO to HFO
Fuel change over shall be done at the lowest possible me revolutions

1.) Set correct Temperatures
*** Rapid temperature changes in fuel oil system have to be avoided ***
 Ensure hfo oil in service tank is at normal temperature
 The temperature difference between HFO STk and MDO in Fuel System to be not
more than 40°C
 DO Viscosity not to drop below 2 cSt as this might cause fuel pump and fuel valve
scuffing
 Adjust viscosity controller manually in Fuel Unit that will allow Temperature of DO to
rise of about 2°C/min
2.) Fuel change over

 When temperature requirements are fulfilled turn the change-over-cock to HFO
(supply and return line)
 Adjust temperature rise to 2°C / min until required HFO viscosity is reached.
After successful change over:

 Cylinder Oil Feed Rate to be adjusted according to the HFO Sulphur Level.
8.17.6.8 Supporting Documents
 REP20 ME Fuel Change-Over Log

 CL19 ME Fuel Change-Over Checklist
 Low Sulphur Guideline (by Wartsila)
 Operation SECA’s and how to comply (by DNV)
 SECA Guideline (by VDR)
Rev. 2 Page: 48
_____________________________________________________________________
8.18 Deck Equipment
8.18.1 Hull
The Chief Engineer is responsible for the structural maintenance of the ship; the Master has to check
the status of the ship’s structure regularly.
Thus, the Master has to check the double bottom tanks, cofferdams, pipe ducts, deep tanks and
refrigerated spaces and he should become familiar with the ventilation and drainage of all
compartments throughout the ship.
If a double bottom tank or pipe conduct is opened for survey the Chief Engineer should check tank
and fitting internally.
Double bottom tanks in way of all cargo spaces should be pressure tested as instructed by the
corresponding Classification Society. The Chief Engineer to check the tank top, manhole covers, air
and sounding pipes on each occasion the tank is tested.
8.18.2 Cargo Gear and Hatch Cranes
The Chief Mate is responsible for the structural maintenance of the cargo gear, if any, the hatch
cranes respectively the hydraulic system of hatch covers.
8.18.3 Deck
The Chief Mate is responsible for the structural maintenance of the deck. Doors and closing
appliances, windlass, mooring winches and –arrangements and the lashing material have to checked
regularly.
8.19 Bow Thruster(s)
Prior entering or leaving port, the electric or hydraulic motor for driving the bow thrusters(s) unit is to
be started up and tested through to ensure that everything is in good working condition. Responsible
is the Master.
8.20 Fire Detection and Fire Fighting Equipment
The Master has the responsibility for a good working condition of all Fire Fighting Equipment.
The Fire Fighting Equipment is to be checked and tested frequently.
8.21 Fire Flaps
Fire Flaps should be in good working condition at any time!
8.22 Safety and Life Saving Equipment
The Master mutually are responsible for the good working condition of all Safety and Life Saving
Equipment aboard the ship.
Rev. 2 Page: 49
_____________________________________________________________________
8.23 Hydraulic System for Anchor Winch and Hatch Cover
The Chief Mate is responsible for the good working condition of the hydraulic system. He has
to check the oil level and the hydraulic generators regularly. If any error occurs, he and the
Chief Engineer are responsible for the proper repair of the system. REP24 is to be considered.
Should the assistance by a shore service company deemed necessary, same to be liaised
together with the superintendent respectively the technical department of The Company.
8.24 Maintenance of Cargo Equipment
8.24.1 Cargo Securing- and Lashing Equipment
The Chief Mate is responsible for the Cargo Securing and Lashing Equipment aboard the ship.
8.25 Bridge Equipment
8.25.1 Radar
The radars are maintained according to the Classification Society’s regulations. Anyway, all
radars on board the ship are to be checked before departure. If any failures are observed the
Company is to be consulted in due course.
8.25.2 Magnetic Compass and Gyro
The Magnetic Compass and the Gyro are to be checked according to the regulations of
Manufacturer and the Classification Society. However, they are being tested before each
departure.
8.25.3 Radio and GMDSS Equipment
Shore based maintenance is being carried out as stated in the Shore Based Maintenance
Agreement of which a copy is to be displayed on vessel’s bridge. The Master is to ensure that
Radio and GMDSS Equipment is always in good working condition.
Emergency Communication Equipment (e.g. SSAS) will additionally be checked and
maintained as per prescriptions of the Classification Society or the Flag State.
Rev. 2 Page: 50
_____________________________________________________________________
Chapter 9 Documentation
9.1 General
All documents on board and ashore are controlled and updated when needed. Updates and changes
will only be carried out by authorized persons.
9.1.1 Authorisation of change of documents
All changes to documents which are controlled will be performed by the authorised persons
only. This person is the Master of the vessel and the DPA ashore. ISM related documents should
only be changed after the permission of the DPA.
9.1.2 Validity of documents
All documents that are included in the SMS will be identified valid by means of reference in the
list of valid documents. This list describing all relevant documentation will be held on board of
each vessel.
9.1.3 Revision status of documents
Documents that are changed will be identified by a consecutive revision status. The Revision
History shall additionally contain the date of implementation.
9.1.4 Removal of documents
When changes of documents have to be done and carried out, the authorised person will ensure
that all non valid documentation is promptly removed. This applies to all documentation that is
been replaced.
9.1.5 Providing of Procedures
New procedures are provided by the Master or the DPA in accordance with chapter 9.3 of this
Manual.
9.1.6 Control
The DPA has to ensure that changes to the documentation are done regularly.
Rev. 2 Page: 51
_____________________________________________________________________
9.2.1 Filing System
Responsibilities
Publications
(for filing / correction / Location
(Documents/Certificates/Manuals)
update / care)
01 Safety Management Manual including Master Office, Bridge
Forms, Checklists & Procedures
02 Emergency Response Plan Master Office, Mess Room
03 SOPEP Manual Master Office
04 Training Manual Officer Office, Mess Room
05 Cargo Securing Manual Master Office
06 Company Instructions Deck Master Office
07 Company Instructions Engine Chief Engineer Office
08 Company Circulars Master Office
09 Flag State Circulars Chief Officer Office
10 Charter Circulars Chief Officer Bridge
11 Crewing Circulars Chief Officer Office
12 Ship Certificates (Classification and Flag Master Office
State)
13 Ship Documents Master Office
14 Cargo Gear Certificates Chief Officer Office
15 Cargo Documents Chief Officer Office
16 Port Documents Chief Officer Office
17 Chart Administration Chief Officer Bridge
18 Correspondence Master / Chief Officer Bridge
19 Radio Traffic / Radio Account Master / Chief Officer Captain’s Cabin
20 Handing Over Reports Master Captain’s Cabin
21 ISM and ISPS Reports Master / ChOff / ChEng Office
22 Other Company Reports Master / ChOff / ChEng Office
23 Oil Sample Reports Chief Engineer ECR
24 Bunker Certificates Chief Engineer ECR
25 Disposal Certificates (sludge, lub oil Chief Engineer ECR
etc)
26 IMDG-Code Chief Officer Office
27 MARPOL Chief Officer Office
28 MFAG/IMDG-Code Chief Officer Office
29 International Code of Signals Chief Officer Office
30 International Medical Guide Chief Officer Office
31 Bridge Procedure Guide Chief Officer Office
32 Code of Safe Working Practices Chief Officer Office
33 Nautical Publications Chief Officer Bridge/Office
34 All other Nautical Publications Chief Officer Bridge/Office
35 Technical Publications Chief Engineer ECR
Rev. 2 Page: 52
_____________________________________________________________________
Chapter 10 Company Verification, Review and Evaluation

10.1 Internal Audits
10.1.1 Scope

- Internal Audits of Departments and ships involved in the SMS are carried out at intervals
not exceeding twelve months; exceptionally, this interval may be exceeded by not more
than three months;
- Results of the Audit are properly reported
- Follow-up on Non-Conformities is taken within the time stipulated;
with the objective to control activities related to Quality, Safety and Pollution prevention and to
improve activities.
10.1.2 Process
10.1.2.1 Planning and Preparing the Audit
Each year the Managing Director and DPA shall prepare an Audit Plan covering all activities.
No later than two weeks before the scheduled Audit the Designated Person shall:
- inform the Auditor of the date and schedule for the Audit
- forward Audit Programme and schedule to the selected vessel or Department
10.1.2.2 Performing the Audit
The Auditor will prepare a schedule for the Audit.
The Audit will include but is not limited to:
- an opening meeting with at least the persons involved in the Audit

- interviews with persons from all levels in the Department / ship
- document and file review for verification
- a general tour through the Department / ship for verification
During the Audit Non-Conformities shall be identified and documented in terms of the
specific requirements of the Company’s Safety and Quality Management System or other
relevant documents against which the Audit has been conducted.
The Auditor shall present the Non-Conformities, if any, to the Director and Master in such a
way that no misunderstandings or disagreements can occur at a later stage.
Each Non-Conformity shall be signed by the Head of Department ashore or the Master
aboard. Corrective action and time-frame for the implementation of corrective actions to be
agreed upon.
Rev. 2 Page: 53
_____________________________________________________________________
10.1.2.3 Reporting
The Audit Report shall be submitted to the DPA and/or the Managing Director of The
Company for information and/or further action in time.
10.1.2.4 Follow Up of Audits / Closing of Non-Conformities
The Head of a Department or the Master shall ensure that all Non-Conformities are noted
promptly and appropriately.
When receiving copies of the completed Non-Conformity Notes the DPA shall review the
action taken by the Auditee and close the Non-Conformity if action taken is to his
satisfaction.
If the required action is beyond the field of the Auditee the Managing Director shall decide
on that suitable resources are provided to solve the Non-Conformity.
The designated person shall keep a log of Non-Conformities in the head office.
The implementation of corrective actions on board the ships will be controlled during the
regular inspections. The efficiency of Corrective Actions will be controlled and proved in the
daily operation.
Where the Follow Up verifies that satisfactory Corrective action has not been implemented
the DPA shall issue a new Non-Conformity detailing the evidence of the unresolved Non-
Conformity and to report this to the Managing Director.
The Audit and Non Conformity Reports are used as a part of the Management/Master
Review.
10.2 Management Review
10.2.1 Scope
During the controls and activities it is to ensure that:

- Management Reviews are conducted at least annually
- Management Reviews are covering relevant aspects of the SMS and Quality System
- Results of the Review are covering the basic aspects of improvement
- Recommendations and decisions are followed up
- Relevant information is reported to involved employees
- The efficiency of the Management System is suitable
- Overview and analysis of Non-Conformities and internal Audit Results
10.2.2 Process
10.2.2.1 Schedule for Management Reviews
At least once a year, the Management will carry out a Management Review Meeting to
discuss the effectiveness, maintenance and correct implementation of the Safety System.
The date of such meeting fortunately is in month December.
10.2.2.2 Planning and Preparing the Review
The Management Review is chaired by the Managing Director, DPA and all other persons
appointed by the DPA.
Rev. 2 Page: 54
_____________________________________________________________________
Before the Review meeting commences the DPA shall:
- inform the persons he would like to attend the Management Review Meeting
- prepare overviews and analyses of the last year
- prepare a plan of action for the next year
10.2.2.3 Contents of the Management Review and Agenda
An agenda is drawn up in advance, covering at least the following subjects:
- overview and analysis of internal audit results

- overview and analysis of complaints from clients
- review of suppliers and subcontractors
- efficiency of the Quality and Safety System
- review and analysis of the operational process
- corrective action following noted Non-Conformities
- new quality objectives
- new safety objectives
- adequacy of preventive measures taken
- complains
10.2.2.4 Finishing Action
The Meeting Report has a fixed layout, and can also operate as a plan of action, i.e. for
each subject a note will be made of what actions are to be taken and by whom. The date
limiting the time of implementation shall be included.
The DPA monitors the implementation of the plan and action.

The DPA keeps the original report, and retains it for at least five 05 years.
10.3 Master’s Review
10.3.1 Scope
- Master’s Review will be conducted annually before the month of December;

- The SMS is reviewed with respect to efficiency and effectivity;
- To consider the needs for improvement;
- Training in respect of the understanding, needs knowledge of the SMS;
- To give practical input to the Management Review;
- Deficiencies in the system are reported to the shore based Management;
in order to improve the SMS to a practical and operable system.
Rev. 2 Page: 55
_____________________________________________________________________
10.3.2 Process
10.3.2.1 Planning
It is the responsibility of the Master to assign review activities of the SMS to Officers and/or
crew members. The results of the review activities will be discussed in a meeting with the
SMT to be held at least annually before the month of December.
10.3.2.2 Subjects
Review activities will include at least the following subjects related to the SMS:
- The total efficiency of the SMS
- NCS
- Port State Controls
- Reporting processes and formats
- Result of drills
- Status of training programmes for all crew members
and will be carried out by the most knowledgeable persons.
10.3.2.3 Master’s Review Meeting
In a meeting consisting of at least the SMT the results of the above mentioned subjects
together with:
- Non-Conformity Reports of the internal and 3rd party audits;
- Analysis of incident reports (including accidents, near misses, etc.)
- Internal and external surveys and inspections;
- Recommendations/conditions of class and memos, following class and statutory
surveys
- The timely closure of all Non-Conformity Reports and control of improvement actions
- Any other subject related to Safety and Pollution Prevention brought in by the
participant
will be analysed on status and effectiveness. Results will be discussed and minutes will be
drawn up.
10.3.2.4 Reporting
Minutes of meetings will be made and forwarded together with the list “Suggestions for
Improvement” to the Managing Director. The Managing Director will note his decisions on
the list and forward a copy to the vessel and the DPA.
The suggestion list will be discussed during the Management Review Meeting.
The DPA will monitor the progress on decided activities and reports the status to the
Managing Director.
Rev. 2 Page: 56
_____________________________________________________________________
Chapter 11 Appendix (Forms, Checklists & Proceedures)
Rev. 2 Page: 57

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Hermann Lohmann Schiffsverwaltungs GmbH

Company IMO Number:

SMM ISM Code Title

1.0 1 Company Information

2.0 2 Company Policies & Objectives

3.0 3 Responsibilities and Authorities

4.0 5 Master’s Responsibilities and Authority

5.0 6 Resources and Personnel

6.0 8 Emergency Preparedness

7.0 9 Reports and Analysis of Non-Conformities, Accidents and

8.0 10 Maintenance of Ship and Equipment

8.6 Maintenance of Steering Gear and Equipment

9.1.5 Providing Procedures

10.0 12 Company Verification, Review and Evaluation

New Rev. Implementation

Abbreviations used in the company:

COSHH Control of Substances Hazardous to Health

The definitions which are relevant to the Hermann Lohmann Schiffahrtsverwaltungs

Non-Conformity Non-Conformity means a non-fulfilment of a specified requirement

Observation A comment on an existing condition which according to the auditor’s

Safety Audit Systematic and independent examination to determine whether safety

Quality Policy The organizational structure, responsibilities, procedures, processes and

DPA This is the manager representative regarding the Q/S system

Q/S system The organizational structure, responsibilities, procedures, processes and

Inspection Activities such as measuring, examining, testing, gauging one or more

Chapter 1 – Company Information

The Company of Hermann Lohmann Schiffahrtsverwaltungs GmbH is located as follows:

Fleetwinkel 06, D – 49733 Haren (Ems) / Germany

The DPA is: Capt. Jörg Wellbrock

The emergency number is:

1.2 Key Operations

 The ship in port

Additional key operations are:

 Shift of trade and area

These operations have to be performed to plans and arrangements.

Chapter 2 – Company Policies & Objectives

It is the Companies policy to:

- provide healthy and safe working conditions

Company objectives are to:

These objectives will be achieved by:

The Managing Director

Capt. Hermann Lohmann

2.2 Drug and Alcohol Policy

On board the ships of this Company no illegal drugs are allowed!

SEAFAERERS ON BOARD BEING ADDICTED TO DRUGS OR ALCOHOL HAVE TO BE SEND HOME

The Managing Director

Capt. Hermann Lohmann

Chapter 3 Responsibilities & Authorities

3.1 Organisation Chart Ashore

Capt. Hermann Lohmann

Nautical & Technical Department:

Capt. Hermann Lohmann

3.2 Job Descriptions and Description of Function of Shore based Personnel

3.2.1 Managing Director

The Managing Director is responsible for:

Reports to the shareholder(s) to be submitted at least once a year.

The Superintendent is responsible for

The Superintendent has the authority to:

- Have access to all documentation aboard

- a nautical and/or technical license

3.2.3 The Designated Person Ashore (DPA)

He reports directly to the Managing Director.

3.5 Organisation Chart Ship