ISM Commercial Yachts

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ISM - Commercial Yachts

• Isle of Man Marine Administration

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ISM

• Why do we need to give a Seminar on ISM for IOM
  yachts.
• What do we want to see on IOM yachts during the
  External Audit.
• What can be done to help IOM yachts meet and
  maintain an acceptable standard.

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WHY (a Seminar on ISM)

• During External audits of some IOM yachts we have
  found a considerable number of areas where there
  is little or no EVIDENCE to show that the Safety
  Management System onboard meets the ISM Code or
  that the procedures of the SMS are being
  followed.

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Problem Areas

• Document Control
• Masters Review
• Passage Planning
• Safety Officer - Responsibility and Duties
• Drills not done - especially when on Charter
• Critical equipment not identified
• No planned maintenance system in place
• Lack of ISM knowledge or formal training
• High turn around of staff

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What (do we want)

• We want to be proactive and help the Industry
  raise the standards.
• We want to encourage an effective Safety Culture
  where following the SMS system is second nature.
• We want to encourage the use of Simple and
  effective SMS Systems.
• We want the co-operation of the Industry to
  effectively manage and implement their SMS
  systems onboard and in the office.

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Internal Audits

• A tool used to monitor how well the SMS system is
  implemented onboard.
• Internal Audit should be carried out at least 4
  weeks prior to External Audit.
• This allows some corrective actions to be carried
  out from the findings of that audit on NCs and
  Observations.
• Shows EVIDENCE of the SMS working and that the
  procedures are being followed.
• DPA Involvement in corrective action and feedback
  to the ship.
• Possible changes to SMS System ?

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External Audits

• Audit against what is required in the
  International Safety Management Code.
• Audit against the Safety Management Procedures in
  the SMS onboard.
• Looking for EVIDENCE onboard to show that it
  meets both ISM Code and SMS Procedures.

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EVIDENCE

• Written EVIDENCE
• Physical EVIDENCE
• Oral EVIDENCE

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EVIDENCE

• Written in the form of completed SMS forms,
  checklists, logbook entries, minutes, emails,
  Internal Audit reports, non-conformances and
  corrective actions.
• Physical in the form of the Yacht Inspection and
  a Drill by the crew.
• Oral confirmation from the crew during the audit.

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External Audits (format)

• Opening Meeting
• Document Review
• Audit
• Audit Review
• Discussion of Audit Findings
• Closing Meeting

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Opening Meeting

• Held onboard with as many of the crew available
  to attend.
• Explanation as to what the ISM Audit is for and
  that we are looking for EVIDENCE that shows the
  SMS is being used onboard.
• Sampling Process.
• Confidential.

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Document Review

• Normally with the Master.
• Last Internal Audit, External Audits and
  findings.
• Masters Duties and Responsibilities.
• Yachts Certificates, Crews Certification, IOM
  Endorsements, Medicals checked at same time.
• Safety Management System any changes or
  revisions, how document control is handled.
• Policy Statements.
• DPA Function and who she/he is with contact
  details.
• Safety Committee Meetings, minutes of the
  meetings, safety issues raised, reporting
  feedback with DPA.
• Masters Review.
• Any problem areas.

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Audit

• To include as many of the crew as possible, will
  include all officers.
• Responsibilities and duties onboard and how they
  carry them out.
• EVIDENCE that the crew know and are using the SMS
  onboard.
• Accident and/or near miss reporting.
• Garbage Management Plans.
• Familiarisation Training.
• Safety Drills.

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Audit Areas of particular Interest

• Safety Officer Duties.
• Planned Maintenance System.
• Passage Planning.
• Permit to Work System.
• ISM Training.
• Emergency Procedures and Critical Equipment.

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Audit Review

• Auditor will review the EVIDENCE he/she has found
  onboard.
• Consider EVIDENCE against what is stated and
  required in the Safety Management System.
• Raise findings in the form of Non Conformances
  and/or Observations.

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Discussion of Audit Findings

• Discuss the findings of the audit, normally with
  the Master.
• Review the findings if further EVIDENCE is put
  forward.
• Agree on what will be raised as Non Conformances
  and/or Observations.
• Consider any corrective actions proposed at that
  time and comment on them.
• Agree on the timescale to complete any corrective
  actions.

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Closing Meeting

• Held with as many of the crew available to
  attend.
• Summarise the findings giving brief details of
  the good areas and the bad areas (if any).
• Thank them for their help and answer any
  questions they have on the Audit or ISM matters.

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WHAT (can be done to help)

• What can be done to help IOM yachts meet and
  maintain an acceptable standard.
• DPA Involvement
• ISM Training / ISM Seminars
• Masters Review
• Simple procedures
• Crew assistance

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DPA Involvement

• DPA should be easily contactable.
• Willing and able to help on any safety issues
  affecting the ship.
• Willing to approach the Owner or act on his
  behalf in resolving safety issues.
• Take the responsibility for ensuring the SMS is
  implemented and used on the yacht.

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ISM Training / Seminars

• All crew should read the Safety Management System
  and understand their duties and the procedures
  used.
• DPA and Captain should go through it with them.
• Where possible external training should be done
  by Master and Chief Engineer and others where
  possible.
• Attendance at Seminars etc. help to improve
  understanding of what is required by ISM Code.

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Masters Review

• This is probably the most important part of ISM
  that never gets done properly.
• Master should review the Safety Management System
  procedures used onboard.
• Review process allows for free reporting and not
  too restrictive.
• If parts of the SMS system doesnt work then tell
  the DPA and get it changed to what does work.
• The simpler the system the easier it is to
  understand and use.
• Frequency of Review ?

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Crew Assistance

• Highly motivated and intelligent.
• Have come along way in a short space of time with
  regard to ISM.
• Willing to learn and share experiences.
• Best way to get feedback on the SMS.
• Are there to discuss and assist with areas that
  dont work or could be improved.

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Simple Procedures

• Drill Matrix
• Portfolio for Passage Planning
• Plasticised checklists
• Pre-Departure / Pre-Arrival / Musters Bunkering /
  Drills
• Guest Safety Brief
• Entries in Logbook

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Drills

• A simple matrix of intended drills giving details
  of when they were carried out and when the next
  one is going to be carried out.
• Typical drills to include -
• Fire Drills
• Musters Boat Drills (Liferafts)
• Man Overboard
• Abandon Ship
• Oil Spill (SOPEP Drill)

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Familiarisation

• All crew should be given some form of
  familiarisation when they come onboard.
• They should be shown where life-saving and fire
  fighting equipment is stowed.
• They should also be shown the basics in how to
  use and operate specific safety and/or critical
  equipment.

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Familiarisation

• Alarms and Signals used onboard
• Basic Communications
• Bilge pumping
• Emergency Fire Pump
• Emergency Lighting
• Emergency Steering Gear
• Launching liferafts
• Man overboard and recovering a person from the
  water
• PA System
• Watertight Door operations

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ISM - Commercial Yachts

• Isle of Man Marine Administration
• Cartoons Courtesy of Alert! - The International
  Maritime Human Element Bulletin

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Non Conformances / Observations

• Major Non Conformance Issues where corrective
  action must be carried out immediately to meet
  the ISM Code, failure to do so would result in
  the withdrawal of the Safety Management
  Certificate and/or the Company Document of
  Compliance.

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Non Conformances / Observations

• Non Conformances Issues where corrective action
  must be made to meet the ISM Code and/or ensure
  that the Procedures in the Safety Management
  System onboard are being followed correctly.
• Time limited.

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Non Conformances / Observations

• Observations Issues where improvements in the
  Safety Management System and procedures are
  recommended.
• These do not have to be complied with, however
  they should be considered.