INTERNAL AUDIT OF DECK DEPARTMENT

Element 12.1 of Ism code says that internal safety audits have to be carried out on board and ashore at intervals not exceeding 1 year. As we all know internal audit can be carried by the auditor belonging to the department other than the department being audited. So, as a chief engineer I can audit the deck department provided I should have undergone the training required to be an auditor.
       For carrying out internal audit of deck department, first of all opening meeting with master and other deck officer should be carried out. In the meeting they should be briefed about the audit, so that Master and chief officer would be ready with their documents and personnel. Following is the way how I will carry out the audit:-
A) MASTER:- Audit will be started from Master’s cabin. Master is the overall in charge of the vessel and implementation of ISM code lies on his shoulders. He should clearly understand the policies of the company and should be fully conversant with company’s safety management system. So, following things should be checked with Master:-
1) He should know company’s responsibilities and authorities as per element 3 of Ism code
2) He should know how and when to contact DPA and the line of communication
3) He should be well aware of his responsibilities and authority especially his overriding authority as per element 5.2.  Under same element, it should be verified that master is evaluating the SMS periodically and sending its deficiencies to the shore based management.
4) Master’s standing order/ night order book is available and should be sighted.
5) On board training schedule/planner should be sighted
6) Records of emergency drills should be checked. If possible drills can be carried out.
7) It should be checked that debriefing is carried out after the drills.
8) Is change of command well documented or not
9) Does safety and management meetings being carried out or not.
10) Under element 9 of ISM code, near miss/ ACHO reports to be sighted.
11) All critical ship board operation and maintenance books should have been sighted by master
12) All certificates to be checked for validity
13) Verification of last audit report and deficiencies if any
14) Passage planning briefing and debriefing to be checked.
B) AT BRIDGE:-  Bridge audit to be carried out with second officer. As in almost all companies second officer is the navigational officer on board the ship. Following things to be checked on bridge:-
1) Check if navigational officers on watch understand function of ‘emergency stop’ and ‘override’ switches on main engine console on bridge.
2) Check whether maneuvering data is posted or not
3) Watch keeping schedule is posted or not
4) Emergency steering change over procedure posted on bridge. Also instruction for change over from auto pilot to manual should be posted.
5) Carry out lamp test on main engine and steering console
6) Check all navigational lights are in working  order from panel
7) Check both forward and aft horns are working
8) First aid kit to be available on the bridge
9) To check if any zone on fire panel is switched off or isolated and if duty officer is aware of same.
10) To check whether window wiper is working or not
11) To check all navigational equipments are in working order
12) Check for pyrotechniques
13) Check whether general emergency alarm is working
14) Ventilator plan should be always posted on bridge
15) Emergency batteries should be checked for good order. Protective equipment should be kept near the batteries.
C) AT DECK:- A complete round of deck should be taken and following items should be checked:-
1) Company policy to be displayed prominently
2) Name of DPA and DO to be displayed prominently
3) All LSA and FFA items to be in place and in good condition
4) Use of PPEs on deck
5) Guardrails/ chains to be rigged around open hatches and walkway
6) Sounding pipe should be secured shut and marked to indicate compartment
7) Cargo and bunker drip trays to be free of oil
8) Flame screens on vent heads to be intact and of correct mesh size
9) Paint and thinners to be kept covered and secured in paint locker and eye wash available
10) Paint locker to be fitted with a fixed fire fighting arrangement and should be marked
11) Garbage to be stored in covered, marked, leak proof, non combustible bins.
12) Greasing of open gears to be verified
13) Operation of accommodation vent flaps
14) Galley vents and drip trays to be oil free
15) Condition of windlass/ winch brake lining
16) All deck crane maintenance to be checked. Cut outs to be checked
17) Is the forepeak valve free
18) Is hospital and provision store alarm tested as per policy
19) Remote stops for accommodation and engine room blower to try out.
20) First aid kit available in galley
21) All lubricating points to be clearly marked
D) CHIEF OFFICER:-
1) Check for knowledge and operation of deck hydraulics, steam system fundamentals and emergency operation
2) Record of rest hour of crew
3) Operation and testing of gas detector
4) Garbage management record
5) Ballast management and record keeping
6) Inspection of deck PMS system and lubricating schedule
7) Inspection of permit to work file
8) Emergency stops for cargo pumps and tank level alarms to be tested
9) Record of continuity test of hoses and operation of P/V valves
10) Record of ODME and ORB part 2 on tankers
E) JUNIOR OFFICERS AND DECK CREW:-
1) Check medical log, resuscitator, medicine chest
2) Familiarity with cargo and MSDS
3) Maintenance on LSA/FFA
4) Lifeboat kits and SCBA bottles to be inspected
5) Flags to be sighted
6) Any person from crew can be called and could be interviewed regarding his knowledge about company's basic SMS, DPA's name etc.
A closing meeting to be taken after the audit. Any observation or nonconformity should be written in the report and to be told to the persons concerned. A copy of the audit will be sent to the company’s ISM cell.