FLEET MANAGEMENT LIMITED

M.V. / M.T.

ISM INTERNAL AUDIT REPORT - NAVIGATION

TYPE OF AUDIT :

INPORT / UNDERWAY

DATE : FROM ___________ TO __________

PLACE OF AUDIT : ____________________
AUDITORS NAME : ____________________
AUDITORS SIGN :_____________________

Original: Master

Copy: FML HKG

Rev 6 / Feb 2012

QMS 75A

1.

AUDIT TEAM

The audit team consisted of the following:

1
2
2.

CONTACTS

The following ships staff was interviewed during the course

of the audit:
No. Name

Rank

3.

ASSESSMENT STANDARDS

ISM-Code
ISO 9001:2008 (Quality Standard)
ISO 14001:2004 (Environmental Standard)
STCW
SOLAS
Companys QHSE System.

4.

RESULTS OF PREVIOUS AUDIT

No. of NC/OBS Notes Issued during last audit:____

No. of NCs/OBSs closed out as corrective action satis:____
No. of NCs/OBSs not closed out, new NCN issued in lieu:___
5.

OPENING MEETING

Prior to commencement of the audit a pre-audit meeting was

held between the Master, Navigating Officers and the
auditor.
The purpose and terms of the audit was
arrangements for the audit were reviewed
including the audit schedule.

Original: Master

Copy: FML HKG

defined and
and agreed,

Rev 6 / Feb 2012

QMS 75A

The following persons attended the opening meeting:

No. Name

6.

Rank

EXAMINATION AND EVALUATION

Activities and documentation were examined and evaluated

according to the audit schedule, against the Companys
Manuals and the audit trail. All relevant findings and
comments were recorded and identified.
The findings and comments were presented to the Master after
the audit.
7.

CLOSING MEETING

On completion of the audit a post audit meeting was held

which was attended by the Master, Navigating Officers and
the auditor.
The following persons attended the closing meeting:

No. Name

8.

Rank

AUDIT RESULT

Non-conformities: _______ Observations: ____________

9.

ENCLOSURES

The final audit report is to consist of the following sections:

A.
B.
C.
D.
E.

Audit Report (QMS 75A)

Audit Checklist (QMS 75)
Non-conformity Notes
Photographs
Copies of documents

Original: Master

Copy: FML HKG

Rev 6 / Feb 2012

QMS 75A

Notes:
I. Photographs - It is recommended that photos of the following
items are appended)
1)

Wheelhouse (General view showing layout and housekeeping)

2)

Display of posters

GMDSS STATION - (Multiple items can be covered under

one photo, if applicable)

CHART ROOM - (Multiple items can be covered under one

photo, if applicable)

UKC Policy
Chart service provider agreement
Standard symbols used for Position fixing
List of entries to be made in Deck log book

WHEELHOUSE (Multiple items can be covered under one

photo, if applicable)

3)

Distress transmission procedures - should be posted

near each equipment
Shore based maintenance agreement
Radio Station License
Copy of Safety Radio Certificate
Colour copy of "GMDSS operating guidance for Ship's
Master's in Distress situation"

Maneuvering characteristics and visibility diagram

IMO pyrotechnics and emergency signals
IMO guidelines for pilot boarding
Williamson and Scharnow turn
Company Policy poster
Open Reporting poster
DPA/CSO/CCM poster
Lifejacket/TPA/EEBD/Immersion Suit donning
instructions
Radars - Blind sector, Performance monitor, Speed
through water to be used for Collision avoidance
Steering Stand - Emergency steering procedures
Compass deviation card
List of equipments operating on 24V/ back up supply

From the last voyage charts - (As far as practicable,

multiple charts to be used)

Marking of Abort point, contingency anchorage

Parallel indexing
No go areas

Original: Master

Copy: FML HKG

Rev 6 / Feb 2012

QMS 75A

II. Documents - It is recommended that copies of following

documents should be attached along with the Internal Audit
Checklist as enclosures)
1)

Master's Night Order book for 1 pg when vessel was at Anchorage

1 pg when vessel was at Sea

2)

Last onboard alcohol tests

3)

Deck log book/ Bell book

Evidence of doubling up of watches for new joiners as

required by BPM sec 8.2 (Present staff)
handing over of con entries for last port
Entries showing testing of engines, CTCS, CFR tests (as
applicable) for last port.

4)

Recent page of Radar log book

5)

GMDSS log - last external test (MF/HF DSC) and monthly

test

6)

Deviation card and last page of Compass error log book

7)

Sight register - last observation

8)

D-41 register (summary sheet showing dated entries)

9)

NP 133A or equivalent showing Master's verification of

Chart Corrections

10. INSTRUCTIONS FOR THE AUDITOR

1.

Before commencing the audit please go through the previous

Audit Report and deal with Non-conformities (if any) that
were issued at that time. These non-conformities can be
closed out provided it is found that corrective action taken
has been effective. If corrective action is not effective,
issue a new Non-Conformity Note.

2.

The audit checklist is the main tool for ensuring compliance

with the Navigational Safety System as such it is to be
filled up completely and properly.

3.

All Non-conformities under a particular section of the audit

checklist should be listed in the same Non-conformity Note.
In the description of Non-conformity mention the section of
the audit checklist and the objective evidence should list
the items in the section which are in Non-compliance.

4.

A Non-conformity can be given for items other than those

mentioned in the checklist provided it can be clearly
referred to against a company procedure and/or Statutory
Regulation such as SOLAS, STCW 95 & Flag State Requirement
etc. The reference of relevant regulation / company procedure
must be clearly mentioned in the Non-Conformity Note.

Original: Master

Copy: FML HKG

Rev 6 / Feb 2012

QMS 75A

5.

Suggestions for improvement / best practices

recorded in audit summary report by the auditor.

should

be

6.

The Non-Conformity / Observation Note must be filled up

properly and completely. The Auditor and the Master shall
both sign in the appropriate places to confirm that the NonConformity / Observation has been discussed and accepted.

7.

Non-conformities once issued shall NOT be closed out

immediately. They can only be closed out by next auditor or
by the office after confirmation that corrective action is
satisfactory/ effective.

8.

Non-conformity notes should be numbered sequentially. For

example if 4 NCN notes are issued then they should be
numbered 1/4, 2/4 etc.

9.

Plan for corrective

and should include
corrective measures
same happening again

action should be discussed with Master

immediate corrective action as well as
to be taken by ship/office to prevent
on this / other vessels.

10. The Due Date for implementing corrective action can range
from immediate up to a max of 90 days. Nature of the NCN as
well as time required to implement effective corrective
measures should be taken into consideration when assigning
due date.
11. Originals of the audit report and NCN Notes should be given
to Master. Original audit checklist along with the copy of
audit report & NCN Notes to be submitted to head office. Full
set will be sent to vessel later by the office.
11. INSTRUCTIONS FOR THE MASTER
1.

The audit report and NCN Notes should be carefully retained

onboard in Masters filing system for a period of 3 years.

2.

Master shall bring the results of the audit and all Non
Conformities and observations that have been issued to the
attention of all relevant staff and document same in the
Minutes of Safety Committee Meeting.

3.

Corrective action for all Non Conformities should be taken as

agreed within the due date. Master to coordinate with Head
Office in this regard.

4.

Once the corrective action has been done / implemented Master

shall enter the date of completion and sign the NCN Note. A
copy of the NCN Note should then be sent to Head Office along
with evidence of corrective action.

Original: Master

Copy: FML HKG

Rev 6 / Feb 2012

QMS 75A

12. SUGGESTIONS FOR IMPROVEMENT

13. DETAILS OF BEST PRACTICES IDENTIFIED DURING THE COURSE OF

AUDIT

Note: Use additional Sheets if required for attaching supporting documents/ photographs.

Original: Master

Copy: FML HKG

Rev 6 / Feb 2012

QMS 75A