Were vessel personnel
knowledgeable of the PPE
Joining Check List
Crew briefings
CAPA file
Monthly reports file of each vessel
Displayed on bridge
Maintained by ISM coordinator
Communicated to the vessel in
case of any change of location
of operation or information
Vessel wise file
By ISM Coordinator
Follow up actions maintained
and signed off when completed
Technical superintendent's report
Logistics & Documentation
coordinator
By ISM Coordinator
Drawings maintenance &
update by Documentation room
Periodically arranged & verified
Maintenance of manuals by
documentation room
Carried out during monthly visit
& audit of ship
Crew Briefings
Crew Briefings
Documentation Room
Training Room
Policy Corner
Emergency Team
Circulars
Directives
Emails
Sat Mails
Data Cards
Received & Distributed from
single source
Analysis and required actions assigned
PMS software implemented on Gerimal
For rest customized excel file being used
Safety Committee Meetings
Master's monthly report
Collation of incidents &
accidents
Circulars & directives
MRM
Internal Safety Meetings
Discussions and briefings of
reports with Director
Joining check list
Authorized Medic of Company
Medical Certificate of Crew
Last near miss report
Verification of crew documents
Joining check list
Maintaining of crew file
Interview by Fleet manager,
DPA, Crew Manager and
Technical Superintendent
Crew Briefings
List of Officers having GMDSS
ISM Initial DOC Preparation.mmap - 16/02/2010 -
policies and requirements and
where / how these are
documented?
Does the Supdt / DPA have
records indicating corrective
action taken and verified for
findings from previous audits?
Monthly reports including
number of patient visits,
medical referrals, type of
injury/illness, SIEs, sick leave,
health inspections, training
sessions and the reports of
Ship staff.
Where is the IMO Coastal
Contact List maintained /
updated ?
Is a Survey Report File
maintained in Office ?
Are deficiencies /follow-up
actions, resultant from tests,
drills and inspections added to
the appropriate SUPDT
department work list and
signed off when completed ?
Log maintained of Prov
Supplies / food shipments to
vessel and reasons for product
rejections
Is there a list of quality
records? Verify list and
revision dates.
By random sample verification,
are the vessel's drawings
up-to-date and properly
identified by number and
revision? Dated?
Is the necessary technical
information available IN
OFFICE for safe operation of
all key equipment of vessel
How does the Supdt. ensure
that documents on board are
the latest authorized version?
What procedures/systems are
in place to indoctrinate and
familiarize new Officers and
crew to the vessel safety
requirements?
Does the company
demonstrate visible
commitment to the risk
assessment process?
How is the company's SMS
discussed with personnel new
to the ship?
Are valid documents and
Manuals available at locations
where operations essential to
the effective functioning of the
management system are
performed?
Adequate means of
communications from Office to
Vessel .
Vessel DPR n Monitoring same as
per SMS daily?
Vessel PMS n Monitoring by Staff n
there report if any ?
Are there formalized reporting,
investigating, analyzing and
documenting procedures for
safety, health, environmental
and regulatory compliance
incidents? Significant near
misses? Are they being
effectively implemented?
Are the Safety Management
Program Internal assessment
findings communicated with the
DIRECTOR and his response
reviewed with vessel Audit /
Flag State Inspection / Root
cause analysis ?
Standard operating procedures
(for medical check up of sea
Staff by the Physician n report
monitoring by Office staff for
supporting operation, and
maintaining supplies .
Is near miss reporting
effectively encouraged? What
was the last near miss
reported? (if information is
available)
Does the Crew manager / DPA
/ Supdt verifies that each Sr
officer and crew member has a
current license and
documentation with the
appropriate endorsements
required for that trade and
vessel with them when they
join and sign on?
Are the Officers and Crew
suitably qualified, and is their
training and experience
adequate?
Which Officers are licensed in
radio/GMDSS operations?
Does the Operator have a drug
and alcohol policy meeting
EMDC guidelines? keep ready a copy of plan
Is there an evacuation /
medical emergency plan? keep ready a copy of plan
Have the quality and safety Monthly visit by Technical
management systems been Superintendent
effectively implemented on the Safety Committee meetings
vessel
DPA comments & follow up
Master's Monthly report
HSPL emergency response
plans clearly communicated
and understood by Staff ? keep ready copy of the plan
Is there a requirement to notify
the Director of all illnesses,
injuries, pollution incidents,
vessel casualties and near
misses? yes and show communication plan
Does the Company / Vessel
have a formal documented
incident investigation policy ? Keep ready the format
Records
Is there a process which
ensures lessons learned are
shared with other vessels
within the company? Our MRM & Safety committee meetings
Changes are incorporated by
Is there a Management of Change getting inputs from Master and
office Staff
(MOC) Procedure?
Plan & Policies
IN case of any Emergency - Is
the consulting physician or
medical team accessible 24 hrs
/ day and are emergency
numbers posted. keep ready copy of plan
Professional standing orders or
Procedures
established written protocols
available and updates Organogram
Roles & responsibilities
Does the HSPL emergency
response Manual include roles
/ responsibilities, procedures,
equipment, resources, and
contacts. Keep ready a copy of plan
Does the HSPL office have a
Garbage Management Plan in
accordance with ICS guidelines Keep ready a copy of plan
Does the vessel have a current ISPS plan? Keep ready a copy of plan
Do HSPL have a documented
Show format and also brief
policy to control hours worked
everyone about it
and to minimize fatigue?
Is the Company's Oil Spill /
Emergency Response Plan in
place, current, complete and
properly maintained? Keep ready a copy of plan
Confirm valid certificates
including Class certificates,
ISM Preparation DOC, etc. against vessel's list
of certificates. List outstanding
"Conditions of Class" ISM coordinator's records
Separately list certification
Certificates which will become due during Prepare one for showing
the coming period. evidence and brief every one
Does the HSPL display
Company's Safety, Health
and/or Environmental policy? Office notice board
Does the HSPL maintain an
indexed library of procedures
and publications? Verify ISM coordinator's record
location.
Confirm the publication location
is mentioned and verified
Does management take an
active role in vessel visits and Technical Superintendents
System dissemination of Company visits & audits
Policies and practices?
Internal Audit reports
Does the HSPL Staff aware on
SOPEP or Emergency
Response Plan include a
description of the equipment on
board , plans to meet with
Emergency duties for handling
small oil spills ? List of contacts
to be Informed .Are the List of
contact in above case easily Brief everyone on SOPEP
available n Handy ?
Notice board
Is the HSPL Office familiar with
responsibilities for Hazardous Information circulated and
Waste Management everyone briefed
Is there a process in use that
ensures the HSPL office Staff
are aware of any recent DG circular file
Head Office regulatory changes? Explain.
Internal forwarding of mail
Is the Sudpt / DPA / ADPA
knowledgeable in the audit
requirements of the Company,
and are they aware of the
IQA courses
current year's audit schedule
for their vessel? Lead auditor courses
Internal Training
From Interview, are HSPL
employees knowledgeable
about the Company's Safety,
Health, Environmental and
Quality Policies as outlined in Brief everyone by handing over
the Policy Manual? a copy of these policies
In HSPL / office Staff or Supdt /
knowledgeable in the means Internal Training
available to them to mitigate
Screening of DVDs
risks, and the format used
relevant Formats to be shown
to concern personnel
Can HSPL office Produce an MSDS
(Material Safety Data Sheet) on request
and find information on the MSDS such
as:- 1) health hazards; 2) PPE We have manufacturer's
recommended; 3) First Aid - indicating guidelines on the subject and
the vessel's Hazard Communication those sheets are avilable for
program is effectively implemented ready reference
Personnel