Title Page
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
1. General
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Company Policy, Drug & Alcohol policy and instructions are properly displayed and records maintained for all personnel on board?
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SMS manuals are available as indicated in the distribution list?<br>Updated hard copy of BDPM, ERPM, ECP, SOPEP/ SMPEP and CHM in relevant locations and acknowledged by relevant personnel?
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Current revision is available on board and on the ship's network?
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Are all on board familiarized with the company SMS and updates & Revisions?
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Emergency Organization/ ERS/ National operational contact details available?
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DPA/ CSO contact numbers available?
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Internal audits conducted on time and all observations/ NC's rectified and records available?<br><br>Date of last Internal Audit:
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External Audits conducted on time and all the observations/ NC's rectified and records available?<br>Date of last External Audit:
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Last PSC Inspection report available and have all the deficiencies been reported as Non Conformities and rectified?
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Tests and Drills Register: Last 2 Dates<br>a. Abandon ship drill<br>b. Fire Drill<br>c. Shipboard Oil Pollution Emergency Drill<br>d. Rescue Boat/ Lifeboat lowered in water and maneuvered<br>e. Emergency Steering Drill<br>f. Man Overboard Drill<br>g. Rescue from enclosed spaces Drill<br>h. ISPS Drill
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Company KPI for the present year available on board?
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Customer Complaints, if any are reported and adequately addressed?
2. Documentation
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Are Ship's certificates arranged and filed in accordance with SMM 7 App2?
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Are Ship's certificates valid & Current?
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List the certificates expiring in the next 3 months:<br>
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List of publications is maintained and latest publications available on board?
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Conventions, IMO publications, rules & regulations and technical guidance books, as listed in the SMS manuals are available?
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nautical Publications, code of signals, etc. as listed in the SMS manual are available?
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Technical Manuals and drawings, user manuals available?
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Manuals , documents and instructions required by compulsory requirements or by the Company as listed in the SMS manuals are available. Class approved manuals (as applicable): Loading & Stability, Damage Stability, SOPEP/ SMPEP, ODME, IGS and P&A Manual.
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SOLAS Training manuals available in the mess rooms and are specific to the equipment on board?
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Following Familiarizations carried out for personnel and records available?<br>a. Prior to sailing familiarization<br>b. Knowledge and operation of safety equipment (Within 14 days of joining)<br>c. Familiarization with Bridge Equipment (Prior taking over 1st Bridge Watch)<br>d. Engine Room Familiarization (Prior taking over 1st Watch)<br>e. Familiarization with Cargo Systems
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Following permits are used correctly and records available?<br>a. Hot work (Including Company correspondence/ Permissions/ RA's)<br>b. Enclosed Space entry (For Cargo, Ballast, Fuel Tanks, Cofferdams, Void spaces & Other spaces as applicable)<br>c. Working Aloft/ Outboard<br>d. Cold Work<br>e. Electrical Isolation<br>f. Work on High Voltage Systems (If Applicable)
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Quarterly Health & Safety Inspection checklists completed and records available?
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Master's Review and follow up available?<br>Date of last review:
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Filing key is updated and all files arranged accordingly?
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ESP File and attachments are in order?
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Latest Class Status Report available on board?
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Master's Handing over reports available?
3. Personnel Management
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Crew list verified to be in compliance with the Safe Manning Certificate?
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Certificate for all Officers & Crew are in compliance with STCW and the Flag State requirements including DC Endorsements (Management/ Operational/ Support)?
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Watch Arrangements are displayed at common locations?
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Rest Hour requirements are maintained and they are in compliance with the requirements?
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D&A Tests are conducted every month and records available?
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External D&A Tests are conducted and records available?
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D&A Policy is displayed at common location and signed copy available for all crew members?
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Contract of employment for all personnel available for inspection?
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Medical Reports for all personnel available on board?
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Complaint handling procedures are known to all and a copy of the form has been provided to each crew member?
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Seagull CBT training records available for all personnel on board?
4. Navigation, Bridge Procedures & Communications
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Deck Log books are completed after each watch with relevant information (Including fire rounds etc.)
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Master's standing orders in place and acknowledged by all?
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Maneuvering characteristics posted on the bridge?
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Compass error log book maintained correctly & errors being checked every watch?
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GMDSS Radio log book is completed and up to date (Including Daily, Weekly & Monthly tests)?
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Details of Officer responsible for handling communications in an emergency updated?
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Main transmitting aerials are grounded, when engaged in cargo/ bunkering/ tank cleaning/ venting operations?
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AIS/ VHF operating on appropriate power?
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Emergency batteries are in good condition?
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Charts & Publications are corrected & up to date (Including ENC, ADP & e-NP)?
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System in place to monitor navigational warnings and T&P corrections?
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ECDIS operational & familiarization routines in order?
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Position plotting frequency in accordance with BDPM 6.6?
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Records of Echo Sounder usage available?
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Pre Arrival/ Departure checks completed & logged down correctly?
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Bridge Manning Level being followed in accordance with BDPM 6.1.1 Attachment A and highlighted on the charts?
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Berth to Berth passage plan available and following points correctly marked on the charts/ ENC's?<br>Parallel indexing<br>Chart Changes<br>Method & Frequency of position fixing<br>Prominent navigation and radar marks<br>No-Go Areas <br>Landfall targets & Lights<br>Clearing lines & Bearings<br>Transit, heading & leading lines<br>Tides & Currents<br>Safe Speed& necessary speed changes<br>Changes of machinery status<br>UKC<br>Use of Echo Sounder<br>Traffic Density & Cross Traffic<br>Anchor Clearances<br>Contingency Plans<br>Abort Positions<br>VTS & Reporting Points
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Officers are aware of the procedures for VDR in the event of an accident?
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Records of Master's Navigational audits are available?
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All relevant checklists (daily, weekly etc.) are used and records available?
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Master Pilot information exchange checklists are used and filed accordingly?
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Contingency Plans available on the Bridge?
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Records of service and maintenance of Bridge/ Communication equipment are available (Including PMS)?
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Handing Over Reports for Junior Officers are available?
5. Safety Management
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Monthly SEP meetings are held in accordance with the SMS and records available including crew participation?
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A meeting is conducted by the auditor during the audit?
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Is the Master aware of his overriding authority as per the ISM Code?
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Drills & Trainings are being carried out regularly in accordance with ECP 7 App2 and records available?
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Lowering of lifeboats/ Rescue boats is in accordance with the requirements and records available?
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Fire detection and alarm system in good working order?
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Fixed Fire Fighting systems in good working order and records of periodic tests available?
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Portable fire extinguishers maintained correctly and records available?
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EEBD's in order, maintained accordingly and records available for periodic testing?
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Maintenance records of LSA & FFA are available and in order?
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Muster Lists/ Emergency instructions are updated including substitutes of key personnel?
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Test results for foam samples in place (Including the portable cans in E/R)?
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SCBA compressor air quality tests conducted according to the requirements and records available?
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Smoking regulations are being observed?
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Is PPE on board adequate & used correctly?
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Environmental targets and programs monitored and reviewed?
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Environmental equipment operational and maintained as per EMM?
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Is C/E aware (Environmental Officer) aware of his duties in accordance with EMM?
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SMART Reports are issued for accidents. Near Misses, Non Conformance and breakdowns that have occurred?
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Follow up of reports and adequate close out available?
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Risk Assessments are performed as required by the SMS and is the structured Risk Assessment methodology used to identify potential hazards?
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Is DPA known to the Master & Key Personnel?
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Is the role of DPA known to all personnel?
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Are Officers familiar with the operation of emergency equipment?
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List of critical Equipment (Identified) is maintained?
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Risk Assessments are conducted prior shutting down "Critical Systems" and records available?
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Adequate critical spares are maintained on board for critical equipment?
6. Cargo Operations & CCR
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Cargo/ Ballast plan has been prepared for current operations in accordance with the ship specific CHM, approved by the Master and agreed between Ship and Shore?
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Are static electricity precautions highlighted in the plan (For vessels without IG)?
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Is the plan understood by all the Officers?
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Stress and Stability calculations are performed before & during operations?
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Emergency Procedure agreed with the Shore and all responsible personnel aware of the same?
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Suitable pipeline diagrams and pump performance data are available in the CCR?
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Cargo Compatibility chart is available in the CCR?
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Tank Cleaning plans established & records available?
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Ship- Shore checklists completed including repetitive checks?
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The Cargo Oil Records Book Part II (Oil Tankers), Cargo record Book (Chemical Tankers) is complete and up to date?
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Products hazards (MSDS) and the first aid instructions are posted in the crew accommodation?
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Antidotes are available on board for specific cargoes (Chemical Tankers Only)?
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Pre Operation checklists (Including COW) are used and records available?
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Ballast Water Exchange carried out in accordance with the requirements and records available?
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Records are available for the testing of:<br>Pump Control, alarms and trips<br>P/V valves, Mast Riser, IG Non-Return valve, Deck Seal<br>Cargo Piping<br>Inert Gas system alarms, trips, calibration of fixed O2 analyzer<br>VECS system, calibration is sensors<br>Fixed gas detection system<br>Fixed and portable tank gauging system<br>Tank temperature and pressure sensors, where applicable<br>Portable cargo/ tank cleaning hoses<br>High Level alarms<br>Pump room Bilge High Level alarm
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Maintenance routines for cargo equipment are adhered to and records available?
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Are alarm settings of the pressure sensors in accordance with the requirements and personnel aware of the same?
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Safety & Protective equipment as required by IBC code available and maintained properly?
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Records available for periodic testing of the above safety equipment?
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Records available for the continuity tests of the cargo hoses and portable tank cleaning hoses?
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Manifold gauges and thermometers are in use and records available for routine calibrations?
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Records available for calibration of O2 sensors for the Vapor return line?
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VOCM Plan available and records maintained? (If applicable)
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ODMCS operational and records of tests available?
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Crane Operation permits are being used and records available?
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Garbage record book up to date and all entries are made correctly?
7. Deck & accommodation
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Are lifeboats including their equipment & launching mechanism in good working order? (Davis, limit switches, falls, sheaves, winches & brakes)
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Lifeboat/ life raft operating instructions displayed properly & under the emergency lights?
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Embarkation ladders in good condition?
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Lifeboat air support system in good order & test records available?
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Life rafts in order and HRU's connected correctly?
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Life buoys/ ropes & lights in order? (Including Ex lights on deck)
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Life jackets & immersion suits in order and service records available?
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Fire flaps & accommodation ventilation emergency stops clearly marked and operational?
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Fire mans outfits in good order & maintained accordingly?
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Breathing apparatus are ready for immediate use?
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A life buoy with SI light and is available at the gangway along with a line kept separately?
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IMO Safety precautions are displayed and in good condition?
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Fixed CO2/ Foam fighting system for Deck/ Pump room/ Engine Room are ready for use?
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Operating instructions are posted next to the fixed fire fighting systems?
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Vent trunk fire flaps and funnel dampers are clearly marked and operational?
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No cargo leakage visible on deck?
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Spill containers and gratings are fitted under cargo manifolds?
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Anti pollution scupper plugs are in use and scuppers are effectively plugged?
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Unused cargo line manifolds are blanked & fully bolted?
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Cargo/ Ballast pump room bilge high level alarm is working?
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P/V valves appear in good condition? (Check Flame screens)
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P/V breaker has the adequate amount of liquid? (Level should be clearly visible).
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Mast riser flame screens in good condition, and mast riser drain is clear?
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Exposed decks are free from garbage, oil/ oily material, toxic material?
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Means are readily available to to deal with small oil spills?
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Garbage stored as per garbage management plan?
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Paint locker stowage in order & sprinkler system operational?
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Visual inspection of the following items is satisfactory?<br>Fuels and ballast tank vent heads.<br>Hand rails<br>Hull markings<br>Forepeak store & chain lockers.<br>Weather tight and watertight openings<br>Safety walkways
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Electric and gas welding equipment are in good condition?
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Acetylene and oxygen bottles are stowed in separate compartments?
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Equipment in hazardous area is free from damage and bonding cables are in place?
Pump Rooms
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Clean & tidy, free of any visible traces of cargo, oily rags and debris?
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Warning notices posted?
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Entry policy displayed and entry permits being used?
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EEBD, Stretcher, Ear protection available?
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Bilge alarms checked and emergency bilge pumping arrangements in order?
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FFA available and operational, including lights interlock, fire dampers, visual and audible alarms.
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Guard railings, gratings, chains, and pump shaft guards in place?
Lifting/ Hoisting Equpment
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Is Safe Working Load (SWL) clearly marked on all lifting Equipment?
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Are maintenance records up to date? (Register of lifting appliances, PMS)
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Working aloft and loose lifting gear regularly inspected and records available (including harness, lifelines, stages, chain blocks, hoists).
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Marking of loose lifting gear in accordance with SMS?
Mooring and Anchoring Equipment
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Visible part of mooring ropes/ wires, fire wires, mooring tails, stoppers, mooring shackles, are in good condition? (Ref. BDPM 7.2.2)
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Records/ Certificates available for all mooring equipment identifying locations?
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Do winch and windlass brake linings and hinge pins appear in good condition?<br>
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Have rendering arrangements been set to 60% MBL and crew aware of the same?<br>Last BHC test date: ___________________
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Visible parts of anchor, chains & stoppers are in good condition?
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Decks in mooring area are painted with non- skid paint?
Accommodation
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Hospital/ First Aid kits, stretcher, Resuscitation equipment are maintained properly?
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No Expired medicines? (Including disposal of expired medicines).
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Crew accommodation, laundry, stores, public rooms, wash rooms are clean and tidy?
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Galley:<br>Clean and hygienic<br>No fire hazards<br>Vent uptake mesh cleaned regularly and no oil deposits<br>Securing arrangements are proper<br>FFA for galley operational, including fire blankets<br>No obvious slip/ trip hazards<br>Proper handling and disposal of food waste
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Fridge rooms (As applicable):<br>Maintained at appropriate temperatures<br>Leakage test records available for refrigerants<br>PPE available and used<br>Drains are clear with no build up of ice<br>Cold surfaces are adequately protected/ shielded?<br>Storage is clean and secured?
Emergency Equipment
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Following Emergency equipment to be tested:<br>Emergency Generator (Including alternative means of starting)<br>Emergency Fire pump<br>Quick Closing Valves<br>Lifeboat Engines<br>Rescue Boat Engines<br>Reefer Space alarms<br>Hospital alarms
Engine Room & PMS
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Chief Engineer's standing orders are in place and acknowledged by all?
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UMS Instructions are clearly posted?
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The Oil Record Book Part I (Machinery spaces) is completed and up to date?
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All entries in accordance with MEPC.1/ Circ. 736/ Rev 2?
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OWS Discharges in accordance with requirements?
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Sludge handling and records in accordance with requirements?
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Incinerator operations & recording in accordance with requirements?
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Checklists are used for routine operations and records available for the same?<br>(Arrival, departure, UMS, Hot Work, Cold Work, EMM etc.)
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Bunkering operations are carried out according to the plans and records available?
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Piping diagrams are properly displayed?
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Checklists are used for bunkering & Internal transfer and records available?
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Test and calibration records of OWS are available?
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Annex Vi record book is up to date and all changeovers have been recorded in accordance with the regulations?
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Ship Specific FO Changeover procedures available and all aware of the same?
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Enclosed space entry permits are used, correctly completed and records available?
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Procedures available to deal with emergencies:<br>Blackout<br>E/R flooding recovery<br>Dead Ship Start
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Electrical isolation permits are being used when required?
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E0 List and test records are up to date?
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Systematic testing of fire detectors is recorded?
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Records of test of batteries is available?
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Records of test of electrical equipment is available?
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Register of hazardous material is maintained and up to date?
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Chemicals are properly stowed in designated chemical lockers that have restricted access, MSDS & PPE available?
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Is PMS software operational and job lists created each month?
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Are the spare part inventories updated in the PMS w.r.t. Critical/ Essential spares?
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Status of overdue jobs?
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Spot check carried out for verification of completed jobs?
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Engine Room bilges are clean and free from oil and other materials?<br>Last test of bilge alarm date:____________________
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Escape routes are clearly marked and EEBD's are located as per plan?
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Rotating machinery is suitably guarded and warnings posted?
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Fire compartment boundaries maintained? (Doors not secured in OPEN position)
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Appropriate PPE available in E/R, workshop, and appropriate PPE worn by crew?
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Deadweight type and spring loaded sounding caps not permanently secured?
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Hot surfaces adequately shielded and protected?
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All overboard valves are effectively sealed and controlled as per the Seal Log?
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Controls in case of fire in E/R are clearly marked?
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Equipment in hazardous area is free from damage and bonding cables are in place?
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Adequate insulation protection provided near switchboards? (Including gloves of correct ratings).
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E/R ventilators and exhausts marked and operational?
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Boilers, Fans, and burners in satisfactory condition?
Steering Gear
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Emergency changeover procedure is displayed?
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Rudder angle indicator is clearly visible at the emergency steering position?
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Access is not obscured?
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Floor is slip proofed?
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Gyro repeater is synchronized?
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Two- Way communication is available?
Emergency Generator
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Starting/ Operating instructions are clearly posted and understood by all?
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Regularly tested?<br>Last test date:________________________
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Ventilation dampers are clearly marked?
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Fuel is maintained at an adequate level?
Security
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Current Security Level displayed and known to crew?
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Security arrangements as per security level effectively implemented?
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Security records, gangway register adequately maintained?
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Restricted areas marked and maintained according to the SSP?
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SSAS tested? <br>Last test:____________________
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Gangways are properly rigged and lighting is sufficient?
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SSP endorsed for internal audits?
Overall Assessment
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Are ship's personnel aware of their duties and responsibilities?
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Are adequate resources available to the Ship's Command?
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Is the level of maintenance in accordance with company policy and guidelines?
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No training needs identified during this audit?
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No improvement areas identified during this audit?
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No health/ crew welfare issues identified during this audit?
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Does the vessel's Management and Crew appear sufficiently motivated and conversant with the Company Values?