HLB ISM SMM rev2

Hermann Lohmann Schiffsverwaltungs GmbH

Company IMO Number:

1820118

Hermann Lohmann Schiffsverwaltungs GmbH

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SMM	ISM Code	Title
Chapter	Ref.
0.1		Cover Page
0.2		Index Manual
0.2.1		Revision History
0.3		Abbreviations
0.4		Definitions
1.0	1	Company Information
1.1	4	Company Information / DPA
1.2		Key Operations
1.3		The Fleet
1.4		Structure of the Documentation
2.0	2	Company Policies & Objectives
2.1		Quality, Safety & Pollution Prevention Policy
2.2		Drug & Alcohol Policy
3.0	3	Responsibilities and Authorities
3.1		Organisation Chart, Shore
3.2		Job description and function description shore based personnel and process
3.2.1		Managing Director
3.2.2		Superintendent – Technical Department
3.2.3		Designated Person Ashore
3.2.4		Internal Auditor
3.2.5		Purchase
3.2.6		Contractor
3.3		Information Flow Ship / Shore Internal
3.4		Information Flow Ship / Shore External
3.5		Organisation Chart Ship
3.6		Job Descriptions and Descriptions of function of Shipboard personnel
3.6.1		Master
3.6.2		Chief Engineer
3.6.3		Chief Officer
3.6.4		Second Officer
3.6.5		N/A
3.6.6		Engine Room Rating
3.6.7		Deck Rating
3.6.9		Chief Cook
3.7		Watchkeeping in port
4.0	5	Master’s Responsibilities and Authority
4.1		Statement of Master’s overriding authority
4.2		Implementation and Maintenance of SMS
4.3		Master’s Verification
		Master’s Verification List
4.4		Bridge Operation
4.5		Records of Navigational Activities and Daily Reporting
4.5.1		General
4.5.1.1		Daily Report
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5.0	6	Resources and Personnel
5.1		Qualification Requirements for Master and Chief Engineer
5.2		Qualification Requirements for seagoing personnel and verification
5.3		Recruitment of seagoing personnel
5.4		Familiarisation of new crew
5.5		Master’s and Officer’s Handover and Handover Note
5.6		Introduction to applicable rules, regulations, code and guidelines
5.7		Identification of training needs
5.8		Language requirement
5.9		Safety Committee Meeting
5.10		Resource Planning

6.0	8	Emergency Preparedness
7.0	9	Reports and Analysis of Non-Conformities, Accidents and
		hazardous occurrences
7.1		General
7.2		Scope
7.2.1		Reporting – Recording
7.2.2		Investigation
7.2.3		Cause Analysis
7.2.4		Responsibilities
7.3		Process
7.4		Risk Assessment
7.4.1		Purpose
7.4.2		Reference
7.4.3		Responsibilities
7.4.4		Procedure
7.4.4.1		General
7.4.4.2		What should be assessed?
7.4.4.3		Examples
7.4.4.4		Elements of a Risk Assessment
7.4.5		Supporting Documents
7.5		Implementation of Corrective Actions

8.0	10	Maintenance of Ship and Equipment
8.1		Description of the Maintenance System
8.1.1		Critical and Standby Equipment
8.2		Shore Based Inspection
8.2.1		General
8.2.2		Reporting and Documentation
8.2.3		Forms and Plans to be used
8.2.4		Repairs and Reports
8.3		Main Engine
8.3.1		Scope
8.3.2		Responsibilities
8.3.3		Plans and Forms to be used for Main Engine Maintenance
8.3.4		Maintenance Process of Main Engine
8.3.5		Reporting and Documentation
8.4		Engine Equipment
8.5		Maintenance of Auxiliary and Emergency Engines
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8.6		Maintenance of Steering Gear and Equipment
8.7		Lubricating System of the Vessel
8.7.1		General
8.7.2		Maintenance
8.7.3		Oil Samples
8.8		Centrifugal Separators
8.9		Cooling System
8.10		Fuel Oil System
8.10.1		Fuel
8.10.2		Fuel Oil System
8.11		Standby Pumps and Equipment Engine Room
8.12		Boiler
8.12.1		Condition
8.13		Air Filters for Ventilating Systems
8.14		Main Engine Emergency Valves
8.15		Fuel, Fresh Water and Deep Tanks
8.16		Electrical Equipment
8.16.1		Maintenance
8.17		Garbage and Environment Prevention (ISO 4.9)
8.17.1		Pollution Prevention
8.17.1.1		Disposal of garbage at sea
8.17.1.2		Special Areas
8.17.1.3		Summary of sea garbage disposal regulations
8.17.1.4		Disposal of garbage ashore
8.17.2		Bilge and Ballast Water
8.17.3		Garbage and Waste Disposal
8.17.3.1		Garbage Disposal Record Book
8.17.4		Oil Record Book and Control
8.17.5		Emission of Exhaust Gases to the atmosphere
8.17.6		Fuel Change Over
8.18		Deck Equipment
8.18.1		Hull
8.18.2		Cargo Gear and Hatch Cranes
8.18.3		Deck
8.19		Bow Thruster(s)
8.20		Fire Detection and Fire Fighting Equipment
8.21		Fire Flaps
8.22		Safety and Life Saving Equipment
8.23		Hydraulic System for Anchor Winch and Hatch Cover
8.24		Maintenance of Cargo Equipment
8.24.1		Cargo Securingund Lashing Equipment
8.25		Bridge Equipment
8.25.1		Radar
8.25.2		Magnetic Compass and Gyro
8.25.3		Radio and GMDSS Equipment
9.0	11	Documentation
9.1		General
9.1.1		Authorisation of Change of Documents
9.1.2		Validity of Documents
9.1.3		Revision status of documents
9.1.4		Removal of Documents
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9.1.5		Providing Procedures
9.1.6		Control
9.2		Forms and Documentation
9.2.1		Filing System
9.3		Procedure for the providing of procedures
9.3.1		Scope
9.3.2		Responsibilities
9.3.3		Description
9.3.3.1		Structure
9.3.4		Providing
9.3.5		Release
9.3.6		Control
9.3.7		Changes of Procedure
9.4		Forms and Documentation
9.5		Vessels current trading name
10.0	12	Company Verification, Review and Evaluation
10.1		Internal Audits
10.1.1		Scope
10.1.2		Process
10.1.2.1		Planning and Preparing the Audit
10.1.2.2		Performing the Audit
10.1.2.3		Reporting
10.1.2.4		Follow Up of Audits / Closing of Non Conformities
10.1.3		Forms and Checklists
10.2		Management Review
10.2.1		Scope
10.2.2		Process
10.2.2.1		Schedule for Management Reviews
10.2.2.2		Planning and preparing the Review
10.2.2.3		Contents of the Management Review and Agenda
10.2.2.4		Finishing Action
10.2.3		Forms and Checklists
10.3		Master’s Review
10.3.1		Scope
10.3.2		Process
10.3.2.1		Planning
10.3.2.2		Subjects
10.3.2.3		Master’s Review Meeting
10.3.2.4		Reporting
10.3.3		Forms and Checklists
11.0		Appendix
		A – Forms
		B – Checklists
		C – Procedures
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	Chapter			(Sub-) Title			New Rev.			Implementation
							No.			Date
2.1				Safety & Pollution Prevention Policy Statement		1			2011-06-08
10.1.1				Internal Audits – Scope		1			2011-06-08
9.1.3				Revision Status of documents		1			2011-06-08
4.6				Procedure for the Navigation with ECDIS		1			2012-03-30
4.6				Deleted					01.03.2013
				ISM Basic & Shipboard Manual changed to ISM		1			01.03.2013
				Safety Management Manual
				Safety Management Manual		2			26.08.2013

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Abbreviations used in the company:

COSHH	Control of Substances Hazardous to Health
DP(A)	Designated Person (Ashore)
EU	European Union
GL	Germanischer Lloyd
HLS	Hermann Lohmann Schiffsverwaltungs GmbH
IMO	International Maritime Organisation
IMSRS	International Maritime Safety Rating System
ISM	International Safety Management
ISO	International Standard Organisation
MD	Managing Director
MOU	Mobile Offshore Unit
MSDS	Material Safety Data Sheet
MT	Motor Tanker
MV	Motor Vessel
NCR	Non Conformity Report
PPE	Personal Protective Equipment
PTW	Permit to Work
RA	Risk Assessment
SMC	Safety Management Certificate (Shipboard ISM Certificate)
SMM	Safety Management Manual
SMS	Safety Management System
SMT	Ships Management Team
TBM	Tool Box Meeting
SCM	Safety Committee Meeting
NC	Non-Conformity
STCW	Standard for Training and Certification for Watch Keeping Personnel

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The definitions which are relevant to the Hermann Lohmann Schiffahrtsverwaltungs GmbH and all subsidiary companies:

Accident	An undesired event resulting in loss to people, property, process and/or the
	Environment
Audit Team	Member(s) of an Audit group, who are qualified to perform a Safety Audit
Company	Company means the Hermann Lohmann Schiffahrtsverwaltungs GmbH and all
	subsidiary companies
Corrective Actions	Actions taken to eliminate the causes of an existing Non Conformity or other
	undesirable situation in order to prevent recurrence
Incident	An incident is an undesired event which could or does result in loss. Incident
	includes accidents, Non-Conformities, near-misses, recommendations,
	conditions of class and hazardous occurrences
Auditor	Person who is authorised and qualified and designated to manage and
	perform a Safety Audit
Near Miss	An undesired event which could result in loss to people, property, process
	and/or the environment
Non-Conformity	Non-Conformity means a non-fulfilment of a specified requirement
Objective evidence	Information which be proved true, based on facts obtained through
	observation, measurements or test and which can be verified
Observation	A comment on an existing condition which according to the auditor’s
	judgement warrants clarification, investigation or improvement in respect of
	the overall effort of the Safety Management System
Safety Audit	Systematic and independent examination to determine whether safety
	activities and related results comply with planned arrangements are
	implemented effectively and are suitable to achieve objectives
Quality	The totality of features and characteristics of a product or service that bear on
	its ability to satisfy stated or implied needs
Quality Policy	The organizational structure, responsibilities, procedures, processes and
	resources for implementing quality management
DPA	This is the manager representative regarding the Q/S system
	The DPA is responsible for
	- fulfil all contract commitments related to the Q/S system
	- supervise the functioning of the Q/S system of Hermann Lohmann
	Schiffahrtsverwaltungs GmbH and its subsidiary companies in accordance
	with the ISO 9002 standard, the ISM Code, the policy and the related
	procedures
Q/S system	The organizational structure, responsibilities, procedures, processes and
	resources for implementing Quality and Safety Management

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Q/S system review A formal evaluation by top management of the status and adequacy of the Q/S system in relation to the Q/S policy and new objectives resulting from changing circumstances

Inspection Activities such as measuring, examining, testing, gauging one or more characteristics of the service and comparing these with specified requirements to determine conformity

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Chapter 1 – Company Information

1.1.1Location

The Company of Hermann Lohmann Schiffahrtsverwaltungs GmbH is located as follows:

Fleetwinkel 06, D – 49733 Haren (Ems) / Germany

The DPA is:	Capt. Jörg Wellbrock
His alternate is:	Capt. Hermann Lohmann

The emergency number is:

0049 59 32 73 56 0

THIS TELEPHONE IS MANNED 24/7

1.1.2Responsibility

The Company owns ships but also has ships under management from other Owners.

The Company has accepted the full responsibility for operation of vessels and has agreed to take over all duties and responsibilities including those related to Quality, Safety and Maritime Pollution Prevention.

1.2Key Operations

The Company has identified key operations on previously gained experiences within the various fields of operation as follows:

The ship in port

The ship at sea

General operations

Preparing for sea

Preparing for arrival in port

The company has encountered shipboard operations, which have the potential to affect the safety of the ship and environment if not handled correctly and professionally.

These procedures will be reviewed permanently and be changed as necessary in controlled manner. Therefore procedures are established to safeguard these operations

Additional key operations are:

Shift of trade and area

Constructional changes

Dry docking / Repair

These operations have to be performed to plans and arrangements.

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