Example Safety Management Manual Issue 0

Safety Mana geme nt Man ua l

1.0 The Company

2.0 Safety and Environmental Policy
3.0 Company Responsibilities and Authorities
4.0 Designated Person Ashore
5.0 Masters’ Responsibility & Authority
6.0 Resources & Personnel
7.0 Development of Plans for Shipboard Operations
8.0 Emergency Preparedness
9.0 Reports and Analysis of Non_Conformities,
10.0 Accidents & Hazardous Occurrences
11.0 Maintenance of the Ship & Equipment
12.0 Documentation
13.0 Company Verification, Review and Evaluation

Approved for Issue _______________

Date
Issue Number ___

T H E C O M P AN Y
Definitions
ORGANISATION --- International Maritime Organisation --- IMO ---
ADMINISTRATION --- Government of State whose flag the ship is entitled to fly.
COMPANY --- Owner of ship or any other organisation or person such as Manager or Bareboat Charterer
who has assumed responsibility for operation of the ship.
CODE --- International Safety Management --- ISM _ Code.
NON - CONFORMITY --- A deviation from requirements specified in the S.M.S or an error or any identified
lack of plan or instruction for key shipboard operation which could endanger the SAFETY of PEOPLE, SHIP,
its CARGO & ENVIRONMENT.
DEFECT - Technical fault with an item of equipment or machinery that cannot be repaired by ship staff.
HAZARDOUS OCCURRENCE --- A situation which could have led to an accident or pollution incident,
sometimes called a "Near Miss"
DESIGNATED PERSON ASHORE (D.P.A.) --- A person or persons ashore with direct access to highest level
of management and who has the Responsibility authority to MONITOR S.M.S. Safety Management System
-- POLICY, PROCEDURES & INSTRUCTIONS responsibilities & authorities, lines of communication between
ship and shore, and audit systems, all written down to ensure conformity with the Code.
DOCUMENT OF CONFORMITY --- Document issued to the Cie by, or on behalf of, the Administration
certifying conformity with the Code.
SAFETY MANAGEMENT CERTIFICATE SMC--- Certificate issued by or on behalf of Administration to a ship
certifying conformity with the Code.

S A F E T Y A N D EN V I R O N M EN T A L P O L I C Y
Policy Statement
It is policy of the Cie to provide healthy & safe working conditions & to maintain a safe & pollution - free
operating practice that complies with national & international regulations & relevant standards &
guidelines. Cie Safety Management Manual describes Cie’s Management System for safe operation of
ships & for pollution prevention. Its contents have been reviewed & indicate conformity with requirements
of I.M.O. Resolution A - 741_18 – International Safety Management Code.

Company Objectives are to:

• Provide for safe practices in ship operation & a safe working environment.
• Establish safeguards against all identified risks.
• Continuously improve & safety management skills of personnel ashore and aboard ship, including
preparing for emergencies related both to Safety & Environmental Protection.

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These objectives will be achieved by:
• Maintaining high standards of safety consciousness, personal discipline & individual responsibility
by adherence to a comprehensive & documented system of training.
• Actively promoting employee participation in measures aimed at improving safety & protecting
environment.
• Keeping all personnel fully informed of any known or potential hazards that may affect themselves
their colleagues, ship or environment by transmittal of pertinent documentation.
• Ensuring adherence at all times to documented operating procedures by a system of internal
verification of procedures & activities
• Continuously reviewing all Mandatory Rules Obligatoire en vigueur, regulations, industry codes &
guidelines that are relevant to specific ship types & trades.

All employees are expected to comply with Safety and Pollution Prevention Regulations & Procedures at all
times & to take the necessary precautions to protect themselves, their colleagues, ship, its cargo &
environment.
Signed __________________
Position/Title _____________
Date __________________

Func t io nal R e quir e me nts .

The major functional requirements of the CODE will be covered in detail by the following procedures:
• Reporting procedures for accidents, hazardous occurrences and non -conformities.
• Procedures covering preparation for & response to emergency situations.
• Procedures for internal audits, management review & dealing with non_conformitie
• Procedures covering shipboard maintenance & associated records for plant & equipment fitted to
ensure safe ship operation & environmental protection.
• Procedures covering operations of ships & shore based management with respect to the code.
• Procedures covering document control and the maintenance of records.

C O MP A NY RE S PO N S IBIL IT IE S & A U T H O RIT Y

Shore Based Organigram
The organisation of the Cie S.M.S. for Shore Based personnel is as shown.
The organisation of the SHIPBOARD S.M.S. for Officers and Ratings is as shown.

MASTER

Ch. Eng Safety Officer Chief Officer

Officers & Ratings Officers & Ratings

(Support Roles) (Support Roles)

Job Descriptions

Shore Based Personnel

The job descriptions for SHORE BASED PERSONNEL who are directly involved in Cie”s SMS are detailed as
follows ;
• Managing Director
• Technical Director
• Operations Manager
Marine Superintendent
RESPONSIBLE for:
• Day to day operation of fleet ships.
• Control of assigned budget.
• Ensuring all marine shipboard safety & environmental policies are carried out in accordance with
international regulations & Cie procedures.
• Ensuring that ships are manned in accordance with regulations and that ships crew are suitably
trained & experienced to S.T.C.W. requirements.
• The preparation & review of ship/shore CONTINGENCY PLANS covering emergency situations.
• Conducting Conduite internal audits of the shipboard safety system.
• Participating in S.M.S. review meetings.
• Liaising Liaison with crew manager on training requirements.
• Dealing with non_conformities covering ship & shore based operations.
• Investigating accident reports regarding safety & insurance.
• Control of relevant Rules, Regulations, Codes & Guidelines.

Technical Superintendent(s)
RESPONSIBLE for:
• Ensuring that ships are maintained to international regulations & Cie procedures.
• Ensuring that statutory & classification surveys for all plant & equipment on fleet ships are carried
out.
• Conducting audits of ships S.M.S.
• Control of assigned budgets.
• Participating in SMS review meetings.
• Investigating major machinery failures & any resulting insurance claims
• Dealing with non_conformities covering technical procedures of S.M.S. both ashore & afloat.

Personnel and Crew Manager

RESPONSIBLE for:
• Shore staff training & familiarisation.
• Co - Ordination of recruitment & assigning crew to Cie ships.
• Liaising with marine & technical department to co-ordinate training requirement
• Conducting audits of the Cie S.M.S.
• Terms of employment for sea staff.
• Control of assigned budgets.
• Records of qualifications, training & experience of shore & sea staff.
• Encouraging crew members to improve and update their knowledge & training.

D E S I G N A TE D P ER S O N A S H O R E
Fleet Manager is the Cie’s DPA to ensure overall conformity with SMS as defined in Safety Management
Ma n u a l .
RESPONSIBLE for:
• Effective implementation and maintenance of Cie’s S.M.S.
• Carrying out both shipboard & shorebased audits of S.M.S.
• Investigating reported non_conformances with ship masters & superintendents.
• Programming system review meetings & keeping records of same.
• Ensuring S.M.S. is understood by sea staff & office employees.
• Liaising with ship masters on routine issues of S.M.S.
• Identifying training requirements with respect to shore based personnel involved with S.M.S.
• Ensuring that adequate resources & shorebased support are applied, as required.
• Reporting directly to MANAGING DIRECTOR on significant issues in S.M.S.

M A S T E RS ’ RE S PO N S IBILIT Y & A U T H O RIT Y

Ship’s Master
Ships master has complete authority & responsibility for taking all necessary action for safety, pollution
prevention & efficient operation of his ship. In certain situations this may mean deviation from
documented procedures See IMO resolution A-443 XI
In all matters which affect or may affect safety or environment MASTER shall report directly to D.P.A.

MASTER is RESPONSIBLE for:

• Issuing Emission orders in a clear & concise manner & reviewing safety & pollution prevention
activities.
• Implementing safety & environmental policy of Cie.
 • Motivating crew in execution of that policy.
• Reporting defects to Cie and other matters with implications for safe operations or pollution risk
and which require assistance of Cie.
• Appraising and co_ordinating on board training requirements with Cie.
• Assigning roles to senior officers with respect to S.M.S.
• Ensuring S.M.S is kept in date by liaising with D.P.A to arrange audits.
• Review on board contingency plans & ship procedures & reporting any deficiencies to D.P.A.
• Reporting non_conformities, accidents involving personnel or plant & hazardous situations to Cie.
• Ensuring that all documentation that is designated as “CONTROLLED” is up to date & issued as per
Cie procedures.
• Requesting assistance from Cie as may be deemed necessary to ensure safe & pollution free
operation of ship.
• Ensuring all records relevant to S.M.S, and as defined in procedures, are available.

RE S O U RC E S & PE RS O N NE L
Ship’s MASTER
Cie ensures that any appointed Master is medically fit competent qualified in accordance with international
standards to S.T.C.W, or other pertinent regulations including Cie’s own requirements for command & is
fully conversant être au courant connait S.M.S.
Cie ensures that adequate resources are available both ashore and afloat to support Master in safe and
efficient operation of his ship.

Ship’s Personnel --- OFFICERS

Cie ensures that each ship is manned with qualified officers in accordance with S.T.C.W or other pertinent
regulations & that they are medically fit in accordance with national or Cie requirements.

Ratings
Cie ensures that ship is adequately manned Effectif with ratings qualified & medically fit in accordance
with national, international or Cie standards.

Manning Level
Cie ensures that each ship is manned both for officers and ratings, as a minimum, in accordance with
national requirements.

SAFETY MANAGEMENT SYSTEM – SMS ---

Induction
Cie ensures through suitable INSTRUCTIONS / CHECKLISTS / information packs that shipboard personnel
are aware of their individual responsibility for safe ship operation and overall protection of environment.
Cie personnel are made aware of international regulations, class requirements, codes, national standards
etc., that are applicable to safe operation of ship. Certain essential instructions associated with S.M.S
have been defined on board each ship. These must be provided to joining crew before sailing.

Training
Cie continually identifies training requirements which may be required for both shore and sea - going
personnel in support of the S.M.S., and carry out regular refresher courses as deemed necessary.

Communications – SHIPBOARD Personnel

Cie have established procedures which ensure that all shipboard personnel receive relevant S.M.S
information in languages understood by them & that individuals are able to communicate effectively in the
execution of their duties.
[Particular attention is needed here. It is necessary to describe how control of effective communication
ashore & on board are maintained].

DEVELOPMENT OF PLANS FOR SHIPBOARD OPERATIONS

Fleet Instructions Manual
Cie has developed specific instructions which cover operations associated with daily routines of ships &
reflect the trade, cargo carried & specific ship types operated within S.M.S.

Such instructions come under the following headings:

• Introduction
• Responsibilities
• Preparations for sea
 • Shipboard Operation – Deck
• Shipboard Operation – Engine Room
• Operations at sea: Navigation
• Operations at sea: Machinery
• Preparations for arrival
• Operations – Port
• Maintenance

The need for additional instructions or need for amendments to existing instructions is formally identified
by the use of the Cie’s & SHIP’S SAFETY MEETINGS and by MANAGEMENT REVIEW, or by the identification
of Non_Conformities.

E M E R G E N C Y P RE P A R E D N E S S
Cie has prepared specific contingency plan to deal with potential shipboard emergencies These plans have
been developed to cover both ship & shore response to any incident & ensure that Cie responds to an
emergency in co-ordinated prompt & effective manner

SHORE BASED Contingency Plans

Shore based contingency plans include:
• Composition & duties of persons assigned to any one plan.
• Procedures to follow in response to different types of accidents or potential hazards.
• Detailed information of individual fleet ships covering stability, general arrangement, tank plans,
safety equipment, anti-pollution equipment etc.
• Procedures detailing priority and secondary lines of communication between ship and shore.
• Third party organisations that need to be advised/consulted or mobilised to assist.
• Reporting methods between ship and shore management (see IMO resolution
A_648 _ 16) .
• Formalised CHECKLIST appropriate to type of emergency which will assist systematic
communication between ship and shore.
• Procedures for notifying next of kin on a priority basis.
• Procedures for issuing information bulletins to media.
• Back up arrangements in terms of resources and personnel for a protracted emergency.

Contingency Plan exercises will be carried out at intervals not exceeding SIX Months.

Cie will identify any additional potential shipboard emergency situation through regular reviews,
inspections, safety meetings, change of trading patterns/cargoes etc.

SHIPBOARD Contingency Plans - Eventualités - imprévus - urgence

Shipboard contingency plans include
• The allocation of duties & responsibilities of individuals to identified plans
• Actions to be taken to gain control in each defined emergency.
• Primary & secondary communication methods.
• Third party support agencies & method of contact.
• Procedures for notifying & maintaining contact with Cie.
• Procedures for handling the media.
• Extensive lists of contacts on a global basis who may be called on to render Assistance.

Emergency Drills
Cie has prepared a programme of EMERGENCY DRILLS specific to each ship type which are in addition to
those already defined in SOLAS. Emergency drills will be carried out at regular intervals & where
appropriate, will be co-ordinated with shore based personnel adopting relevant contingency plans.
Records will be kept of all emergency drills carried out.

Emergency Situations
***Following EMERGENCY SITUATIONS have been covered by Contingency Plans
1. Critical plant failures e.g. main engine, steering gear, generating plant, Matériel - Installation
2. Collision (1. at sea ---- 2. inner waterways)
3. Grounding
4. Fire
5. Abandon ship
6. Man overboard (1_immediate ---- 2_unknown)
7. Personnel injury or illness
8. Cargo shifting
9. Piracy
 10. Salvage of own ship
11. Oil Pollution (see SOPEP Manual)
12. Flooding

R E P O R T S & A N AL Y S I S O F N O N -C O N F O R M I T I E S ,
Acci de nts & Haz ar d o us O ccur r e nce s

Reports and Non-Conformities

Master reports all Non_Conformities, accidents & hazardous occurrences on board to D.P.A. Such reports
are reviewed by DPA with relevant senior management & corrective action agreed with Master. All
corrective action will be aimed visé at ensuring that recurrence Répétition of incidents, accidents or
deficiencies in S.M.S is avoided.

Analysis
All reports and Non_Conformities, accidents or incidents are analysed by D.P.A & senior management. The
results of such analysis may be used to :
• Initiate general corrective action to other fleet ships
• Initiate amendments to S.M.S to prevent recurrence

S. M. S Review
Master is responsible for Reviewing the ship‘s S.M.S & notifying DPA of any discrepancies désaccords or
deficiencies which may affect safety or anti-pollution capability.

M A I N T EN AN C E of S h i p a n d E qu i pm e n t
Maintenance
Cie ensures that ship and all machinery & equipment in ship are maintained in accordance with all
relevant rules & regulations. Machinery & equipment will be maintained on a routine basis & in accordance
with manufacturers’ recommendation Where a manufacturer’s data for maintenance is considered
deficient, Cie develope procedures to ensure that machinery or equipment is maintained to higher
standards. Procedures have been developed covering routine inspection of ships & reporting any non-
conformities as a result of these inspections.

Statutory and Class Surveys

Cie have established procedures to verify that all relevant statutory surveys are carried out to
programmed schedules in accordance with international and national requirement All class surveys are
carried out to schedules agreed with Class.

Maintenance Records
Cie maintain records for each ship detailing routine & unscheduled maintenance carried out by crew or
third party contractor. Original certificates issued by third party surveyor will be kept on board with copies
forwarded to Cie. Maintenance & survey records for each ship will be kept on board and / or in Cie
archives for a period of at least 10 years.

Critical Systems
Cie has identified equipment & systems for each ship which should they fail, may result in a hazardous
situation. Procedures have been prepared detailing frequency of testing of such systems & the recording
of the results.

SYSTEMS identified for programmed testing are:

• Stand-by propulsion system and controls.
• Stand-by generating sets.
• Stand-by steering gear systems.
• Mooring systems and associated hydraulics.
• Fire pumps.
• Stand by communication systems.
• Anti-pollution equipment and any associated systems.
• Fire detection alarm systems.
• Emergency shut down systems.
• Bilge, ballast systems.
• W.T. integrity systems.

D o c u m e n t a ti o n
Cie has established procedures to issue all documents & data that relate to S.M.S. both ashore & afloat.
Any changes to controlled documentation will be identified in document. Records of all S.M.S activities
will be kept on ships or ashore as defined in procedures.

Ashore
D.P.A supervises issue of controlled documentation to ships and relevant departments ashore. Obsolete
documents are promptly removed. He reviews all amendment to S.M.S prior to issue. Distribuer
Ships
Master supervises issue of controlled documentation on board co - ordinates removal of obsolete
documentation with D.P.A.

Rules, Regulations and Guidelines

Cie maintains controlled copies of all statutory rules & regulations & guidelines relevant to Cie’s ships.
Marine Superintendent is responsible for issue & distribution of these rules, regulations & guidelines
to ships masters & withdrawal of obsolete copies. Retrait

C O MP A N Y V E R I F I C A T I O N , R E V I EW & E V A L UA T I O N
Cie carries out a programme of comprehensive internal safety audits, both ashore & on all ships to verify
that safety & pollution prevention activities comply with SMS. Internal audits of areas involved in S.M.S
are programmed at intervals of not more 12 month by D.P.A in accordance with company procedures
& are carried out by trained auditors. Auditors are independent of area audited where practicable & result
of audit are brought to attention of personnel having responsibility for a department or ship. All items
arising from audits are reviewed and followed up to verify relevant corrective action.

S.M.S. Review
Cie carries out at regular intervals, review meetings to evaluate efficiency of S.M.S.

The REVIEW meeting will address:

• Analysis of accidents, hazardous occurrences & Non_Conformities.
• Internal audit findings.
• Overall efficiency of S.M.S. & recommendations for procedural changes.
• Results of external audits, as required.
• Organisational changes.
• Identification of new plans, instructions or procedures.
• Effectiveness of training methods. Efficacité
• Changes in relevant legislation, conventions etc.

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