Internal ISM Audit Report Vessel

• Document No.

• Internal ISM audit for m.v.

• Conducted on

  Date

• Name Auditor

• Number of General reports

• Distribution

• Location
  Address

• Remarks

Introduction

• INTERNAL AUDITS
  Internal audits are carried out in order to determine if the Health, Safety, Environmental and Quality (HSEQ) management system is well implemented and/or if the system can be improved. Every single ship will be visited for an internal audit annually.
  
  The master on board receives a copy of the internal audit report. If applicable, General Reports, used for the registration of non-conformities and observations/suggestions for improvement are attached. The HSEQ manager Fleet takes care of distribution of other copies. The master is responsible for the follow-up of the outstanding General Reports. If necessary, the HSEQ manager Fleet will assist.
  
  As soon as ship related General Reports are solved, the master on board sends copies of the report back to the HSEQ manager Fleet, including possible evidence of the solution. The HSEQ manager Fleet keeps a register of all General Reports and controls the follow-up.
  
  EXTERNAL AUDITS
  External audits can be carried out in order to establish whether:
  - the safety management system (HSEQ system) is implemented properly.
  - the applicable certificates can be issued or endorsed.
  The HSEQ department always contacts the master on board well in advance about the date of an external audit.
  ON BOARD
  The master receives the original external audit report. He takes care of sending a copy to the HSEQ manager Fleet. The master is responsible for the follow-up of possible non-conformities and/or observations. If necessary the HSEQ manager Fleet will assist. As soon as non-conformities are solved, the master completes the part “corrective action carried out” on the non-conformity notes, attaches possible evidence and sends them back the HSEQ manager Fleet. If applicable, he will brings the solutions to the attention of the LRQA who will close out the non-conformities. As soon as a non-conformity is closed, the HSEQ manager Fleet sends the original back to the vessel.
  

Method

• CHECKLIST
  In order to check if working methods come up to the requirements of our HSEQ management system, a checklists is made. The overall audit checklist is based on the requirements in ISO 9001, ISO 14001, MLC and the ISM code.
  
  The following is covered by means of this checklist:
  • Policy, organisation and management
  • Management system including review
  • Document control, certificates
  • Procedures and instructions
  • Handing-over, familiarisation of new personnel
  • Maintenance machinery and safety equipment
  • Critical equipment
  • Incidents and accidents, corrective actions
  • Internal/external audits, corrective actions
  • Performance management, evaluating personnel
  • Emergency preparedness/drills and training
  • Environmental issues
  • Occupational health, safe working methods
  • Customer requirements
  
  NON-CONFORMITIES
  Only in case of hard evidence (must be documented), non-conformities are issued by means of a General Report. In case of doubt or non-structural errors (an “observation”), a General Report will be issued as well, stating a suggestion for improvement. The number of General Reports is stated on the cover sheet. Not all findings lead to separate General Reports: if applicable, more findings are summarised in one.
  

Opening meeting:

• During the opening with the Master and crew members on board the Company policies & goals of Wagenborg Shipping were explained.

• Special attention was given to:

1.0 Appearance of outside hull:

• 1.1 Condition of the draught marks?

  Good

  Fair

  Bad

• 1.2 Condition of the outside hull painting?

  Good

  Fair

  Bad

• 1.3 Condition of steel plates at hull?

  Good

  Fair

  Bad

2.0 Gangway & moorings:

• 2.1 In good condition?

  Yes

  No

  N/A

• 2.2 Rigged as required (eg wires, steps, gangway net, bottom stanchions, man ropes)?

  Yes

  No

  N/A

• 2.3 Clean ( eg no grease from fall wires on steps, handrails, man ropes )?

  Yes

  No

  N/A

3.0 Appearance of accommodation:

• 3.1 Condition of the outside accommodation painting?

  Good

  Fair

  Bad

• 3.1 Clean & tidy?

  Yes

  No

  N/A

• 3.2 Well illuminated?

  Yes

  No

  N/A

4.0 External ISM audit:

• Date of last external ISM audit?

  Date

• NCN(s)

• OBS Raised

• SMSC Expiry date

  Date

• External SMC audit to be arranged on or before

  Date

• 4.1 Have all ncn's & OBS from external audit been reported in Walfis?

  Yes

  No

  N/A

• 4.2 Has corrective & preventive actions for the ncn's & OBS been entered in Walfis?

  Yes

  No

  N/A

5.0 Internal ISM audit:

• Date of last internal audit?

  Date

• 5.1 Have all ncn's & OBS from internal audit been reported in Walfis?

  Yes

  No

  N/A

• 5.2 Has corrective & preventive actions for the ncn's & OBS been entered in Walfis?

  Yes

  No

  N/A

6.0 MLC 2006 audit:

• Date of last external MLC audit?

  Date

• NCN(s)

• OBS Raised

• Expiry date

  Date

• External MLC audit to be arranged on or before

  Date

• 6.1 Have all ncn's & OBS from external MLC audit been reported in Walfis & corrective actions entered?

  Yes

  No

  N/A

7.0 External ISO 14001 audit

• Last external ISO 14001 audit?

  Yes

  No

  N/A

• Date of last external ISO 14001 audit?

  Date

8.0 Port state control:

• The last port state control inspections were held at?

• 8.1 Have the last port state inspection been reported in Walfis & corrective actions entered?

  Yes

  No

  N/A

9.0 Certificates:

• 9.1 Are all required classification, statutory & other trading certificates readily available?

  Yes

  No

  N/A

• 9.2 A copy of the company's DOC with the endorsements for annual verifications available?

  Yes

  No

  N/A

• 9.3 The safety management certificate (SMC) available?

  Yes

  No

  N/A

10.0 Documents:

• 10.1 Are all ISM manuals, procedures & instructions available in the latest revisions?

  Yes

  No

  N/A

• 10.2 Is a copy of the company's Safety & Environmental Protection Policy available and posted?

  Yes

  No

  N/A

• 10.3 Are all records required by the ISM procedures available & completed as required?

  Yes

  No

  N/A

• 10.4 Ship's library, documentation & manuals are valid, complete & available as applicable & as required by the procedures and flag administration?

  Yes

  No

  N/A

• 10.5 Is the bridge nautical administration up to standard (logbooks / chart corrections / voyage planning / etc)?

  Yes

  No

  N/A

• Deck logbook

• Chart corrections

• Voyage planning (from Berth to Berth)

• Pre-departure, -arrival check regstrated

• NTM's updated up to week #

• ENC's updated up to week #

• ADP software updated up to week #

• Weekly check of GMDSS carried out

• 10.6 Is the engine room administration up to standard (logbook / oil record book / etc)?

  Yes

  No

  N/A

• ER logbook

• CFC logbook

• ECA enty changed over procedure folwed

• FORB

• Oil transfer checklist for bunkering and discharging sludge are available

• ORB completed with the correct recording (dd-month-yyyy) IMO regulations followed.

• Sampling procedures and analaysing procedure in place

• Legionella management plan is available and records are kept

11.0 System management:

• 11.1 Are the Master's reviews carried out as required & identified action items are addressed?

  Yes

  No

  N/A

• Date of last Master's review on ISM

  Date

• Remark to the Master's review on ISM

• 11.2 Are procedures for reporting ncn's, accidents & near misses, analysis & follow up implemented?

  Yes

  No

  N/A

• What is the last accident/incident on board this vessel reported

• What is the last near miss reported on board this vessel

• 11.3 Are required corrective & preventive actions carried out for satisfactory implementation on item 11.2?

  Yes

  No

  N/A

• 11.4 Is evidence of recent risk assessments available on board?

  Yes

  No

  N/A

• 11.5 Is evidence of work permits available on board?

  Yes

  No

  N/A

12.0 Resources & personnel:

• 12.1 Does the number of personnel meets the requirements of minimum safe manning doc?

  Yes

  No

  N/A

• 12.2 Is an up to date crew list available?

  Yes

  No

  N/A

• 12.3 Is standards of training, certification & watch keeping certification available for all personnel?

  Yes

  No

  N/A

• 12.4 Are medical fitness certificates available for all personnel?

  Yes

  No

  N/A

• 12.5 Do crew members have received familiarization & other required training?

  Yes

  No

  N/A

• 12.6 Are crew members familiar with company's safety & environmental protection policy?

  Yes

  No

  N/A

• 12.7 Are officers familiar with the identity, duties & contact details of the DPA?

  Yes

  No

  N/A

• 12.8 Can all personnel communicate effectively in the working language of the ship & is same understood ?

  Yes

  No

  N/A

• 12.9 Are work & rest hours as required & accurate records available?

  Yes

  No

  N/A

• 12.10 Is the Master's responsibility & authority + overriding authority clearly defined, documented & understood?

  Yes

  No

  N/A

13.0 Inspection & maintenance:

• 13.1 Is the inspection & maintenance of all equipment, machinery & structures carried out as required by the SMS?

  Yes

  No

  N/A

• 13.2 Are all life saving appliances & fire fighting equipment in good working condition & ready for immediate use?

  Yes

  No

  N/A

• 13.3 Are records of inspection, maintenance, testing & calibration readily available?

  Yes

  No

  N/A

• The CO is familair with the cargo operations procedure and the IMSBC code when loading dangerous cargo

• Last calibration of IMSBC cargo meassuring device

  Date

• Working of the stability calculation program is clear to the CO

• Last anual check of the stability program done on

  Date

• Last ballast mannagemnt exchanged carried out

  Date

• Garbage (MARPOL Annex V) record book enrties made. Garbage is segregated and stored

• Last garbage delivery ashore

  Date

• Last check mediciens

  Date

• 13.4 Are identified defects & deficiencies acted on promptly & their status controlled, including the appropriate follow up?

  Yes

  No

  N/A

• 13.5 Are defects & deficiencies been reported to the company, class society, flag administration, RO as necessary?

  Yes

  No

  N/A

• 13.6 Are sufficient spare parts available on board for the safe operation of the ship in accordance with the SMS?

  Yes

  No

  N/A

• 13.7 Is the status of requisitions controlled?

  Yes

  No

  N/A

• 13.8 Is the housekeeping, cleanliness & hygiene satisfactory in all areas?

  Yes

  No

  N/A

• 13.9 Is cook's administration up to standard?

  Yes

  No

  N/A

• 13.9 Has critical equipment been identified?

  Yes

  No

  N/A

14.0 Emergency preparedness:

• 14.1 Are procedures available for potential emergency situations?

  Yes

  No

  N/A

• 14.2 Are fire control plans up to date & are they identical in all locations?

  Yes

  No

  N/A

• 14.3 Is personnel familiar with alarm signals, their muster station, their duties in an emergency?

  Yes

  No

  N/A

• 14.4 Are the drills & exercises in place and correctly documented?

  Yes

  No

  N/A

• Last SC meeting

  Date

• Last abendon ship dril

  Date

• Last recovery of person from the water

  Date

• Last fire drill

  Date

• Last emergency steering dril

  Date

• 3-monthly Lifeboat-lowering SB

  Yes

  No

  N/A

• Date of last 3-monthly Lifeboat-lowering SB

  Date

• 3-monthly Lifeboat-lowering SB

  Yes

  No

  N/A

• Date of last 3-monthly Lifeboat-lowering PS

  Date

• Last 3-monthly FFB-lowering in the water

  Date

• Lats monthly rescue the boat lowering in water

  Yes

  No

  N/A

• Date of Lats monthly rescue the boat lowering in water

  Date

• Last SOPEP drill

  Date

• Last entry enclosed space and recovery drill

  Date

• Rafts - Demonstration lowering of crane launched rafts

  Date

• 14.5 Is all emergency equipment well maintained & ready for use?

  Yes

  No

  N/A

• 14.6 Are emergency escape free from any obstruction?

  Yes

  No

  N/A

• 14.7 Are emergency contact details for company readily available?

  Yes

  No

  N/A

• 14.8 Are emergency contact details for the port, agent, P&I, etc readily available?

  Yes

  No

  N/A

15.0 Shipboard operations:

• 15.1 Are procedures available for all key shipboard operations?

  Yes

  No

  N/A

• 15.2 Are responsibilities & duties clearly assigned to qualified personnel?

  Yes

  No

  N/A

• 15.3 Is all personnel familiar with their duties & responsibilities?

  Yes

  No

  N/A

• 15.4 Are procedures implemented effectively & records maintained required?

  Yes

  No

  N/A

16.0 NCN's and/or OBS of previous internal audit:

17.0 Newly raised NCN's and/ or OBS :

• The internal audit followed a sampling process & it is possible that non conformities may exist even in areas that have been covered by the audit.
  
  All non conformities & observations reported must be entered in the Walfis HSEQ General report module by the master.
  
  Furthermore, the master in cooperation with the responsible officer of the department has to take timely corrective action on all non conformities & observations and add this in the Walfis.

Completion of audit:

• Tour completed on deck with?

  Select Master Chief officer 2nd officer 3rd officer Chief engineer 2nd engineer 3rd engineer

  • Master
  • Chief officer
  • 2nd officer
  • 3rd officer
  • Chief engineer
  • 2nd engineer
  • 3rd engineer

• Tour completed in engine room with?

  Select Master Chief officer 2nd officer 3rd officer Chief engineer 2nd engineer 3rd engineer

  • Master
  • Chief officer
  • 2nd officer
  • 3rd officer
  • Chief engineer
  • 2nd engineer
  • 3rd engineer

• The internal audit has been completed. The audit participants can be found as per attached crew list.

• Add media

  Media

• Date of completion of audit:

  Date

• Name & signature master:

  Sign

• Name & signature auditor:

  Sign