Importance of Accurate Reporting:
Ensures compliance with international regulations. Determines what happened, why it happened, and what action is taken to prevent future deficiencies. Demonstrates commitment to safety, environmental, and operational excellence.
Step 1: Identify Deficiencies
Clearly state the deficiencies identified during the PSC inspection. This sets the stage for understanding the issues that need to be addressed.
Consider:
What happened | On the 5th of July 2024 Vessel Name + IMO berthed Hamburg, Germany to discharge. The Port State Control inspection was conducted on 6th July 2024 at 8am GTM. During this inspection, inspection identified inoperative and defective winches and capstans. |
Where it happened | Hamburg, Germany |
When it happened | 6th July 2024 |
What was the findings | Identified two (2) inoperative and defective winches and capstans |
Deficiency Code: | 18418 - Winches & capstans |
Nature of Deficiency: | Defect Winches/ capstan - Inoperative |
Step 2: Root Cause Analysis
Determine the underlying cause of each deficiency to prevent recurrence. This involves investigating the conditions and actions that led to the issue.
Consider:
Physical Causes Human Causes Organizational Causes
Think about:
How long has the problem existed?
What is the impact of the problem?
What sequence of events led to the problem?
What conditions allowed the problem to occur?
What other problems surround the occurrence of the central problem?
Why does the cause exist?
What is the real reason the problem occurred?
Example1:
Deficiency: Two self-closing fire doors in the engine room not closing properly
Physical Cause: Corrosion on the closing mechanism due to prolonged exposure to a humid environment without regular checks.
Human Cause: Crew failed to perform weekly checks on fire doors due to insufficient training on the inspection process.
Organisational Cause: Absence of a structured maintenance schedule and resource allocation for routine inspections.
Example 2:
Deficiency: No security drill was carried out within one week after 8 crew changes.
Physical Cause: Security drill procedures were not documented or accessible, making it difficult for the crew to follow the protocol.
Human Cause: Crew members overlooked the drill requirement due to inadequate training and familiarisation with the ISPS code.
Organisational Cause: The organisation lacked a robust policy to ensure security drills are conducted after significant crew changes and failed to communicate the importance of this requirement.
Step 3: Immediate Corrective Actions
Document the immediate steps taken to rectify the deficiency. This includes any repairs or adjustments made to resolve the issue.
Think about:
What immediate steps were taken to mitigate any risks associated with the deficiency?
Why did you take these immediate steps?
How can you verify that the corrective action has effectively resolved the deficiency?
Is there any other immediate action you could take or have taken?
Step 4: Preventive Actions
Outline the measures implemented to prevent recurrence. This involves setting up new procedures or enhancing existing ones.
Think about:
What can you do to prevent the problem from happening again?
How will the solution be implemented?
Who will be responsible for it and how will success be measured?
What are the risks of implementing the solution, and how will they be managed?