Visio-0 ISM Audit process.vsd
Visio-0 ISM Audit process.vsd
Visio-0 ISM Audit process.vsd
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The <strong>ISM</strong> audit <strong>process</strong>08/11/2010StartCompany phones or emails<strong>ISM</strong> Coordinator <strong>ISM</strong> Coordinator creates new <strong>Audit</strong> recordto arrange the <strong>Audit</strong>.and assigns audit AUD-xxxxx<strong>ISM</strong> Coordinator liaises with Regional Mngr to Lead <strong>Audit</strong>orto identify a Lead <strong>Audit</strong>orLead <strong>Audit</strong>or liaises withCompany for suitable datetime,and arranges travel& accommodationLead <strong>Audit</strong>or extracts1. Previous <strong>Audit</strong> Reports from <strong>ISM</strong>2. Data on Company and its vesselsfrom Shipsys3. Previous <strong>Audit</strong> Reports from TRIM4. Last FSI from Shipsys**If last FSI older than 6 months,inform Area Manager.Lead <strong>Audit</strong>or downloads1. <strong>Audit</strong> Report form2. NCN form3. Observation form4. Schedule form5. Attendees form<strong>Audit</strong>or teamconducts auditDOC CompanySMC ShipMajorNCN?YesNoLead <strong>Audit</strong>orrecords audit AUD-xxxxxand NCNs andObservationsLead <strong>Audit</strong>or1. Photocopies <strong>Audit</strong> Report(all 5 documents)2. Photocopies endorsedcertificate (if appropriate)*2. Posts original <strong>Audit</strong> Reportto <strong>ISM</strong> Coordinator3. Processes invoices*If there are NCNs,do not endorsecertificate.Lead <strong>Audit</strong>orupdates DOC and SMCendorsement detailsin Shipsys<strong>ISM</strong> Coordinatorscans and copies<strong>Audit</strong> Report(5 documents andcertificate) to TRIM<strong>ISM</strong> Coordinator vets1. <strong>Audit</strong>2. NCNs3. Observations4. TRIM file documents<strong>ISM</strong> Coordinator1. Prepares coveringletter for Mngr ShipOps signature2. Posts letter/report toCompany<strong>ISM</strong> Coordinatorcopies letter to TRIMOutstandingNCN?YesNo<strong>ISM</strong> Coordinatorcreates certificate(s)following Interim,Initial, or Renewalaudits<strong>ISM</strong> Coordinatorposts certificate(s)to companyNote: certificate(s) may beproduced prior to audit insome circumstances<strong>ISM</strong> Coordinatorupdates DOC and SMCcertificate details in ShipsysEndFile location:J:\CBR\_Secure\Redev\<strong>ISM</strong>\Documentation\User doco11/8/2010
There are one or moreMajor NCNsLead <strong>Audit</strong>orimmediately contacts<strong>ISM</strong> CoordinatorMajor NCNconfirmed?Yes: Major NCNNo:Minor NCNLead <strong>Audit</strong>or and<strong>ISM</strong> Coordinatorreview corrective actionLead <strong>Audit</strong>orimmediately notifiesCompany DPA and/orShip’s MasterCompany DPAimplementsimmediatecorrective actionReturn to …<strong>ISM</strong> <strong>Audit</strong><strong>process</strong>MajorDowngraded?MajorDowngradedMajor<strong>ISM</strong> CoordinatorrecommendswithdrawingDOC and/or SMCGM MODconsidersMO 58 Provision 12(withdrawing certificates)and notifies CompanyCompanysurrenderscertificates to<strong>ISM</strong> Coordinator<strong>ISM</strong> Coordinatorstores correspondenceand documentsinto TRIMReturn to …<strong>ISM</strong> <strong>Audit</strong><strong>process</strong><strong>ISM</strong> Coordinatorexpires certificatesin <strong>ISM</strong> system<strong>ISM</strong> Coordinatordeletes certificatesfrom Shipsys system
There are one or more Minor NCNs orMajor Downgraded NCNsCompany DPAdevelops correctiveaction planLead <strong>Audit</strong>orreviews action planwith CompanyNoLead <strong>Audit</strong>orupdates NCN Noteaction takenCloseNCN?NoDOC CompanySMC ShipLead <strong>Audit</strong>orconducts follow-up reviewon NCN completionYesClose outeffective?YesYesLead <strong>Audit</strong>or1. Photocopies NCN Note2. Posts original to <strong>ISM</strong>CoordinatorLead <strong>Audit</strong>orupdates NCNBefore certificates can be issuedby the <strong>ISM</strong> Coordinator,the audit, and all its NCNsmust be closedOpenaudit orNCN?NoReturn to …<strong>ISM</strong> <strong>Audit</strong><strong>process</strong><strong>ISM</strong> Coordinator1. runs Open <strong>Audit</strong>s?2. runs Open NCNs?<strong>ISM</strong> Coordinatorcopies NCN Note,documents and emailsto TRIM
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