Q:-Your vessel has been awarded 3 major non conformities during SMS audit. Frame a report in the format of an email addressing the engineer superintendent with suggested step to be taken for early sailing of the vessel.
ANSWER:-
We sometimes during an ISM audit get major NCs. As a chief engineer it becomes our duty to inform and suggest the remedial actions which can be done to downgrade the major NCs into NCs or correct them so that undue delay of vessel can be avoided and the vessel can sail smoothly. Below in an example of such an audit in which 3 major NCs are awarded and as a chief engineer you are framing the report to your superintendent suggesting the steps which should be taken as earliest as possible for early sailing of ship.
To,
Mr. ………..
The superintendent
……….. company
Subject:- Major NC awarded during SMC audit on 18 -04- 2015
Good day sir,
This is in reference to earlier report number ………….. in which you have received the list of major NCs awarded to this good vessel during SMC audit. I would like to suggest the steps which should be taken for early sailing of vessel.
Major Non-conformity –
1. Starboard side shell plate of Lifeboat (p-side) was holed at middle depth around half-length.
2. The brake pads of the Boat Davit Winches were heavily wasted, and the crew had overlooked this waste.
3. The damage listed above had not been reported to the company by the Master
For early release
This Major Non-conformity was downgraded by following countermeasure(s)
1. The fact of the holed shell plate of Lifeboat was reported to the Administration by the Company.
2. An additional Life raft (20 person) was provided on board according to the Administration’s Instructions.
3. The brake pads of the Boat Davit Winches were replaced with new ones by ship’s hands.
4. Repair of the damaged Lifeboat has been arranged at the next port by the Company.
Downgraded Non-conformity (Remaining Non-conformity)
1. Inspections have not been held at appropriate intervals as per the SMS.
2. The maintenance related deficiencies have not been reported to the company, with possible cause, if known, as per the SMS
As NCs are found, the auditor prepare Form NCN (Non-conformity Note for SMS)
and hand it over to the Master .
As The Company is requested to submit the Form CAP “Corrective Action Plan” to the auditor in charge within two weeks, after completing it,including a schedule not exceeding three months, for implementation of the necessary corrective actions shall be submitted to the Auditor within two weeks.
The Form CAP shall be submitted via the DPA.
Please note that if the same could not be submitted by the specified date, it may cause termination of ISM registration and invalidation of Certificates.
The effectiveness of corrective actions for Non-conformities above should be verified at the next Company Audit,including those raised at Shipboard Audits.
Suggested Corrective Action Plan (Indicate schedule for completion of necessary corrective actions within three months)
Please itemise actions to be taken together with scheduled date of each action.
- Investigation of root cause: Why the damage was overlooked. (Life boat & Brake pads); by 30-04-2015
- Tentative measures: How to enhance the Inspection activities.; by 01-05-15
- Reeducation of crew: Enhancement of the crew’s awareness.; by 10-05-15
- Confirmation by the Master: Review of the effectiveness of the overall activities.; by 30-05-15
- Repair of the Life boat: At port of XXXXXXX; on around 20-05-2015
- Extra Audit: By the shore staff; on around 10-06-15
An additional audit has to be carried out within a period not exceeding three (3) months after detecting the Major Non-Conformity to evaluate the effectiveness of the established corrective and preventive actions.
Please see the attached NCN Non-conformity Note for SMS
Thank you
Yours sincerely
…………………….
Chief engineer officer
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