ISM - Commercial Yachts

1. ISM - Commercial Yachts Isle of Man Marine Administration

2. 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.

3. 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.

4. 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

5. 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.

6. 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 NC�s 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 ?

7. 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.

8. EVIDENCE Written EVIDENCE Physical EVIDENCE Oral EVIDENCE

9. 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.

10. External Audits (format) Opening Meeting Document Review Audit Audit Review Discussion of Audit Findings Closing Meeting

11. 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.

12. Document Review Normally with the Master. Last Internal Audit, External Audits and findings. Master�s 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.

13. 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.

14. Audit � Areas of particular Interest Safety Officer Duties. Planned Maintenance System. Passage Planning. Permit to Work System. ISM Training. Emergency Procedures and Critical Equipment.

15. 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.

16. 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.

17. 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.

18. 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 Master�s Review Simple procedures Crew assistance

19. 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.

20. 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.

21. Master�s 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 doesn�t 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 ?

22. 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 don�t work or could be improved.

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

24. 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)

25. 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.

26. 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

27. ISM - Commercial Yachts Isle of Man Marine Administration Cartoons Courtesy of Alert! - The International Maritime Human Element Bulletin

28. 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.

29. 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.

30. 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.