Answer
A – PR17
INTRODUCTION
The purpose of this Procedural Requirement is to ensure that the Org anizatn responsible for the SMS Audit of the ship and the flag Administration, as appropriate, are notified when deficiencies possibly affecting the implementation of the ISM Code on board are identified by a surveyor.
1. SCoPE AND APPLICATION
1.1 This Document describes the procedure for reporting on deficiencies possibly affecting the implementation of the ISM Code on board during class and statutory visits and the subsequent action to be taken.
1.2 This procedure applies to all Classification Societies certified to QSCS.
2. DEFINITIoNS
2.6 “Report” means the Documentation completed by the surveyor containing as a minimum the information shown in Annex 1. The report may be in any format decided by the Classification Society.
2.8 “Surveyor Definition” means, for the purpose of this PR, anybody attending on board for class or statutory purposes other than an ISM Audit.
PR 17- Reporting on deficiencies possibly affecting the implementation of the ISM Code on board
3. WHEN TO COMPLETE THE REPORT
3.1 When deficiencies possibly affecting the implementation of the ISM Code on board are identified by the surveyor during a periodical (Annual/Intermediate/Special) Class Survey or occasional Class Survey, Statutory Surveys, additional surveys relevant to Port state Control, Flag state Inspections or any other occasion, a Report is to be completed by the surveyor.
3.2 The Classification Society shall internally Document implementation of PR 17, regardless if deficiencies have been found (for example “Deficiencies reported under PR 17: Yes/No”).
4. WHAT TO REPORT
4.1 The following shall be reported by the surveyor:
i) deficiencies relating to technical conditions, combination of which indicate that the maintenance procedures specified in the SMS Documentation may not be effectively implemented (Technical deficiencies);
ii) deficiencies caused by Deviation from operational requirements (Operational deficiencies);
iii) deficiencies relating to Deviation from requirements for Documentation and reporting (Documentation deficiencies); iv) other deficiencies which may seriously affect the safety of ship, personnel or the environment (Other deficiencies).
See Annex 2 for examples.
4.2 The following shall not be reported by the surveyor:
i) technical deficiencies, which are considered normal wear and tear for the ship type and age;
ii) deficiencies which have already been identified by the Company or the crew, reported as appropriate, and are being dealt with adequately by the Company including the personnel working on board.
4.3 The report need not be issued when:
i) at surveys/attendance resulting from Port state or Flag state detentions there is evidence available that the organisation responsible for the SMS Audit of the ship has been notified and is also required to carry out an additional ISM Audit;
ii) an Auditor from the organisation, responsible for the SMS Audit of the ship is present on board performing an Audit and a surveyor has communiciated the deficiencies directly to the Auditor. This shall be Documented.
5. REPORTING AND FOLLOW UP
5.1 The surveyor shall make the report available to the master or Company representative and advise that it may be submitted to the organization responsible for the SMS Audit of the ship as specified in the Continuous Synopsis Record
5.2 The report shall be submitted to the responsible departmentwithin the surveyor’s Classification Societyfor review.
5.3 When the responsible department within the surveyor’s Classification Society assesses that the reported deficiencies are not affecting the implementation of the ISM Code on board, the report is to be filed.
5.4 When the responsible department within the surveyor’s Classification Society assesses that the reported deficiencies are possibly affecting the implementation of the ISM Code on board, the report shall be sent within 10 working days from the date when the report is received to either:
a. the Classification Society that acts as the RecognisedOrg anisation (Responsible Organisation)
b. the flag Administration,
If for any reason the report is not sent within 10 working days of receipt, the Classification Society shall Document reasons for the delay.
5.5 The Responsible Organisation shall review the report and finally judge whether the reported deficiencies are
possibly affecting the implementation of the ISM Code on board. When it is adjudged that the reported deficiencies are possibly affecting the ISM implementation, decision on what action, if any, should be taken.
5.6 If deemed appropriate the report may be forwarded by the Responsible Organisationto the Recognized Organisation that has Audited the Company for the issuance of DOC for their review and follow up.
5.7 The flag Administration shall be kept informed if specifically required and in accordance with flag Administration requirements.
5.8 Reports judged as possibly affecting the implementation of the ISM Code on board should be collected in a database which each Responsible Organisation should establish and maintain. The database may also include other data collected by the Responsible Organisation.
5.9 Following Responsible Organisation’s internal procedures, reports should be analysed with a view to derive leading indicators. The leading indicators identified by the Responsible Organisation may be used as target areas for Audits.
