Audit/ Inspection/ Vetting

Shipping companies have, during the past 15 years, been confronted with an increasing number and variety of requirements in ship management and ship operations.
Audits and inspections are performed to ensure and measure the degree of implementation and effectiveness of arrangements in place. This is in fact a periodical verification of the effectiveness of the Safety Management System and the compliance with rules.
We have a monitoring tool that allows us to analyse outcomes of audits/inspection and vettings and can show trend lines of observed deficiencies.
Audits / Inspections / Vettings are performed by either authorities, recognised bodies like Class or representatives of 3rd parties like oil majors.

Examples of various types of audits and inspections:

Internal SMS & ISPS Audit

The objective of a company SMS & ISPS audit is to seek information about the Safety Management System and to determine (by objective evidence) the degree of compliance with the applicable rules, regulation and standards (ISM, ISO etc), and the documented company procedures.
The audit should identify strengths and weaknesses, verify that procedures are controlled properly and that they are being followed. The system audit should also establish corrective action and improvement plans and ensure that personnel understand the requirements and that management commitment is evident.
Internal audits are carried out on board and in the office with intervals not exceeding 12 months. A yearly Audit Plan shows the planning of internal and external audits.
The Quality & Safety Manager is responsible for the internal audit process.

External SMS & ISPS Audit (3rd party audit)

The flag state performance a yearly audit of the management in Lauranne Shipping Office and twice every 5 years on board to verify compliance with national and international maritime laws and effectiveness of the SMS. The flag state may delegate this task to a recognised body (Class). Results of an audit by flag state are between flag state, Class and the owner/manager of the vessel.

ISO 3rd party audits

Bureau Veritas yearly performs a combined quality & environmental audit of Lauranne's management system, on board and in the office.

2nd Party Audits

Our Clients sometimes request to carry out audits in Lauranne Shipping Office to witness how our operations are organised. E.g. The last two 2nd party audits were done by SHELL and Exxon.
We also carry out 2nd party audits in the office of our Crewing Manager Triton in Constanta on a yearly basis.

Flag State Inspection

A flag state inspection is a rigorous technical inspection focussed on compliance with national and international maritime safety and environmental rules. Results of flag state inspection are between flag state and the owner/manager.

ILO Inspection

The flag state periodically checks the working and living conditions of the crew on board.

Port State Control

This is a technical inspection focussed on compliance with international maritime safety and environmental rules for ships in port of a foreign country. In case of serious observed deficiencies ships can be detained in a Port. Ship older than 10 years of age, are submitted to an annual extended PSC inspection.
The results of PSC inspections are generally made public in international databases like: http://www.equasis.org/

Marpol Inspections

Local authorities check the vessel compliance with environmental rules/requirements when coming in the port.

Sanitation Inspections

Local authorities check the hygienic situation on board every 6 months.

Class Inspections

The work of the classification society is focussed on the need to provide defined standards to which a ship should firstly be built, and then maintained. Class inspections / surveys / certificates are related to the technical condition and status on board the vessel and may generally have yearly intervals.

SIRE / CDI Vettings

The industry for which we carry the cargo, employs inspectors who screen every vessel before it is allowed to perform a voyage for them. The screener evaluate the vessel and it's management on basis of:

• SIRE / CDI vettings
• Public databases
• Their own files with historic data
• Terminal Feed-back reports
• etcetera

Oil Majors have implemented a Ship Inspection Report (SIRE) programme and established a Vessel Inspection Questionnaire (VIQ) that sums up all items to be checked in a SIRE vetting.
SIRE vettings are performed by professional inspectors with experience in the maritime world. The interval between SIRE vettings may not exceed 6 months.
The chemical industry uses a similar system, established by the Chemical Distribution Institute (CDI). The chemical industry may require a CDI vetting every year.

Company Inspections

Vessels shall be inspected at least every 6 months by company shore personnel (superintendents, managers etc.). Vessels are usually visited more frequent. Depending on the time available and the reason of the visits/inspection the inspection can cover more or less items to be inspected.
The Visits/Inspections shall be reported in the forum “Company Visit/Inspection Report” in LS intra and shall be signed by Inspector, Master and Chief Engineer.

TMSA Self Assessments

TMSA self assessments are carried out at least every 12 months to be able to monitor changes The results are submitted to the OCIMF TMSA database.
Since 2008 we have systematically improved our management systems resulting in higher TMSA ratings in 2009 and 2010.
Sometimes the submitted TMSA status is verified by Oil Majors during 2nd party audits. Last verification was done by Exxon in 2009.

 

Quality & Safety