HLB ISM SMM rev2

SMM

ISM Code

Title

Chapter

Ref.

0.1

Cover Page

0.2

Index Manual

0.2.1

Revision History

0.3

Abbreviations

0.4

Definitions

1.0

1

Company Information

1.1

4

Company Information / DPA

1.2

Key Operations

1.3

The Fleet

1.4

Structure of the Documentation

2.0

2

Company Policies & Objectives

2.1

Quality, Safety & Pollution Prevention Policy

2.2

Drug & Alcohol Policy

3.0

3

Responsibilities and Authorities

3.1

Organisation Chart, Shore

3.2

Job description and function description shore based personnel and process

3.2.1

Managing Director

3.2.2

Superintendent – Technical Department

3.2.3

Designated Person Ashore

3.2.4

Internal Auditor

3.2.5

Purchase

3.2.6

Contractor

3.3

Information Flow Ship / Shore Internal

3.4

Information Flow Ship / Shore External

3.5

Organisation Chart Ship

3.6

Job Descriptions and Descriptions of function of Shipboard personnel

3.6.1

Master

3.6.2

Chief Engineer

3.6.3

Chief Officer

3.6.4

Second Officer

3.6.5

N/A

3.6.6

Engine Room Rating

3.6.7

Deck Rating

3.6.9

Chief Cook

3.7

Watchkeeping in port

4.0

5

Master’s Responsibilities and Authority

4.1

Statement of Master’s overriding authority

4.2

Implementation and Maintenance of SMS

4.3

Master’s Verification

Master’s Verification List

4.4

Bridge Operation

4.5

Records of Navigational Activities and Daily Reporting

4.5.1

General

4.5.1.1

Daily Report

Rev. 2

Page: 2

5.0

6

Resources and Personnel

5.1

Qualification Requirements for Master and Chief Engineer

5.2

Qualification Requirements for seagoing personnel and verification

5.3

Recruitment of seagoing personnel

5.4

Familiarisation of new crew

5.5

Master’s and Officer’s Handover and Handover Note

5.6

Introduction to applicable rules, regulations, code and guidelines

5.7

Identification of training needs

5.8

Language requirement

5.9

Safety Committee Meeting

5.10

Resource Planning

6.0

8

Emergency Preparedness

7.0

9

Reports and Analysis of Non-Conformities, Accidents and

hazardous occurrences

7.1

General

7.2

Scope

7.2.1

Reporting – Recording

7.2.2

Investigation

7.2.3

Cause Analysis

7.2.4

Responsibilities

7.3

Process

7.4

Risk Assessment

7.4.1

Purpose

7.4.2

Reference

7.4.3

Responsibilities

7.4.4

Procedure

7.4.4.1

General

7.4.4.2

What should be assessed?

7.4.4.3

Examples

7.4.4.4

Elements of a Risk Assessment

7.4.5

Supporting Documents

7.5

Implementation of Corrective Actions

8.0

10

Maintenance of Ship and Equipment

8.1

Description of the Maintenance System

8.1.1

Critical and Standby Equipment

8.2

Shore Based Inspection

8.2.1

General

8.2.2

Reporting and Documentation

8.2.3

Forms and Plans to be used

8.2.4

Repairs and Reports

8.3

Main Engine

8.3.1

Scope

8.3.2

Responsibilities

8.3.3

Plans and Forms to be used for Main Engine Maintenance

8.3.4

Maintenance Process of Main Engine

8.3.5

Reporting and Documentation

8.4

Engine Equipment

8.5

Maintenance of Auxiliary and Emergency Engines

Rev. 2

Page: 3

8.6

Maintenance of Steering Gear and Equipment

8.7

Lubricating System of the Vessel

8.7.1

General

8.7.2

Maintenance

8.7.3

Oil Samples

8.8

Centrifugal Separators

8.9

Cooling System

8.10

Fuel Oil System

8.10.1

Fuel

8.10.2

Fuel Oil System

8.11

Standby Pumps and Equipment Engine Room

8.12

Boiler

8.12.1

Condition

8.13

Air Filters for Ventilating Systems

8.14

Main Engine Emergency Valves

8.15

Fuel, Fresh Water and Deep Tanks

8.16

Electrical Equipment

8.16.1

Maintenance

8.17

Garbage and Environment Prevention (ISO 4.9)

8.17.1

Pollution Prevention

8.17.1.1

Disposal of garbage at sea

8.17.1.2

Special Areas

8.17.1.3

Summary of sea garbage disposal regulations

8.17.1.4

Disposal of garbage ashore

8.17.2

Bilge and Ballast Water

8.17.3

Garbage and Waste Disposal

8.17.3.1

Garbage Disposal Record Book

8.17.4

Oil Record Book and Control

8.17.5

Emission of Exhaust Gases to the atmosphere

8.17.6

Fuel Change Over

8.18

Deck Equipment

8.18.1

Hull

8.18.2

Cargo Gear and Hatch Cranes

8.18.3

Deck

8.19

Bow Thruster(s)

8.20

Fire Detection and Fire Fighting Equipment

8.21

Fire Flaps

8.22

Safety and Life Saving Equipment

8.23

Hydraulic System for Anchor Winch and Hatch Cover

8.24

Maintenance of Cargo Equipment

8.24.1

Cargo Securingund Lashing Equipment

8.25

Bridge Equipment

8.25.1

Radar

8.25.2

Magnetic Compass and Gyro

8.25.3

Radio and GMDSS Equipment

9.0

11

Documentation

9.1

General

9.1.1

Authorisation of Change of Documents

9.1.2

Validity of Documents

9.1.3

Revision status of documents

9.1.4

Removal of Documents

Rev. 2

Page: 4

9.1.5

Providing Procedures

9.1.6

Control

9.2

Forms and Documentation

9.2.1

Filing System

9.3

Procedure for the providing of procedures

9.3.1

Scope

9.3.2

Responsibilities

9.3.3

Description

9.3.3.1

Structure

9.3.4

Providing

9.3.5

Release

9.3.6

Control

9.3.7

Changes of Procedure

9.4

Forms and Documentation

9.5

Vessels current trading name

10.0

12

Company Verification, Review and Evaluation

10.1

Internal Audits

10.1.1

Scope

10.1.2

Process

10.1.2.1

Planning and Preparing the Audit

10.1.2.2

Performing the Audit

10.1.2.3

Reporting

10.1.2.4

Follow Up of Audits / Closing of Non Conformities

10.1.3

Forms and Checklists

10.2

Management Review

10.2.1

Scope

10.2.2

Process

10.2.2.1

Schedule for Management Reviews

10.2.2.2

Planning and preparing the Review

10.2.2.3

Contents of the Management Review and Agenda

10.2.2.4

Finishing Action

10.2.3

Forms and Checklists

10.3

Master’s Review

10.3.1

Scope

10.3.2

Process

10.3.2.1

Planning

10.3.2.2

Subjects

10.3.2.3

Master’s Review Meeting

10.3.2.4

Reporting

10.3.3

Forms and Checklists

11.0

Appendix

A – Forms

B – Checklists

C – Procedures

Rev. 2

Page: 5

Chapter

(Sub-) Title

New Rev.

Implementation

No.

Date

2.1

Safety & Pollution Prevention Policy Statement

1

2011-06-08

10.1.1

Internal Audits – Scope

1

2011-06-08

9.1.3

Revision Status of documents

1

2011-06-08

4.6

Procedure for the Navigation with ECDIS

1

2012-03-30

4.6

Deleted

01.03.2013

ISM Basic & Shipboard Manual changed to ISM

1

01.03.2013

Safety Management Manual

Safety Management Manual

2

26.08.2013

Rev. 2

Page: 6

COSHH

Control of Substances Hazardous to Health

DP(A)

Designated Person (Ashore)

EU

European Union

GL

Germanischer Lloyd

HLS

Hermann Lohmann Schiffsverwaltungs GmbH

IMO

International Maritime Organisation

IMSRS

International Maritime Safety Rating System

ISM

International Safety Management

ISO

International Standard Organisation

MD

Managing Director

MOU

Mobile Offshore Unit

MSDS

Material Safety Data Sheet

MT

Motor Tanker

MV

Motor Vessel

NCR

Non Conformity Report

PPE

Personal Protective Equipment

PTW

Permit to Work

RA

Risk Assessment

SMC

Safety Management Certificate (Shipboard ISM Certificate)

SMM

Safety Management Manual

SMS

Safety Management System

SMT

Ships Management Team

TBM

Tool Box Meeting

SCM

Safety Committee Meeting

NC

Non-Conformity

STCW

Standard for Training and Certification for Watch Keeping Personnel

Rev. 2

Page: 7

Accident

An undesired event resulting in loss to people, property, process and/or the

Environment

Audit Team

Member(s) of an Audit group, who are qualified to perform a Safety Audit

Company

Company means the Hermann Lohmann Schiffahrtsverwaltungs GmbH and all

subsidiary companies

Corrective Actions

Actions taken to eliminate the causes of an existing Non Conformity or other

undesirable situation in order to prevent recurrence

Incident

An incident is an undesired event which could or does result in loss. Incident

includes accidents, Non-Conformities, near-misses, recommendations,

conditions of class and hazardous occurrences

Auditor

Person who is authorised and qualified and designated to manage and

perform a Safety Audit

Near Miss

An undesired event which could result in loss to people, property, process

and/or the environment

Non-Conformity

Non-Conformity means a non-fulfilment of a specified requirement

Objective evidence

Information which be proved true, based on facts obtained through

observation, measurements or test and which can be verified

Observation

A comment on an existing condition which according to the auditor’s

judgement warrants clarification, investigation or improvement in respect of

the overall effort of the Safety Management System

Safety Audit

Systematic and independent examination to determine whether safety

activities and related results comply with planned arrangements are

implemented effectively and are suitable to achieve objectives

Quality

The totality of features and characteristics of a product or service that bear on

its ability to satisfy stated or implied needs

Quality Policy

The organizational structure, responsibilities, procedures, processes and

resources for implementing quality management

DPA

This is the manager representative regarding the Q/S system

The DPA is responsible for

- fulfil all contract commitments related to the Q/S system

- supervise the functioning of the Q/S system of Hermann Lohmann

Schiffahrtsverwaltungs GmbH and its subsidiary companies in accordance

with the ISO 9002 standard, the ISM Code, the policy and the related

procedures

Q/S system

The organizational structure, responsibilities, procedures, processes and

resources for implementing Quality and Safety Management

Rev. 2

Page: 8

Rev. 2

Page: 9

The DPA is:

Capt. Jörg Wellbrock

His alternate is:

Capt. Hermann Lohmann

Rev. 2

Page: 10