Designated Person Ashore Quarterly Fleet Review

Quarterly inspection template for the Designated Person Ashore (DPA) to review fleet audit findings, incident reports, Port State Control (PSC) results, maintenance records, and corrective actions to verify Safety Management System (SMS) effectiveness across vessels.

Review Scope and Fleet Coverage

• Quarterly review period documented
• Fleet/vessel list included in review
• Source records available for review

Audit Findings and Non-Conformance Review

• Open audit findings reviewed and categorized
• High-risk deficiencies identified and escalated
• Recurring non-conformances analyzed for root cause
• Audit closure rate for the quarter
• Evidence of management review and follow-up

Incident, Near-Miss, and Trend Analysis

• All reportable incidents logged and reviewed
• Near-miss reporting volume reviewed against prior quarter
• Repeat incident trends identified
• Incident severity breakdown
• Lessons learned communicated to vessels

Port State Control and External Inspection Results

• PSC inspections reviewed for the quarter
• Detentions or serious deficiencies identified
• PSC observations closed within target timeframe
• External inspection lessons incorporated into SMS updates
• AHJ or flag/class correspondence reviewed

Maintenance, Defects, and Planned Maintenance System

• Critical equipment maintenance status reviewed
• Overdue planned maintenance tasks
• Open defects affecting safe operation
• Lockout-tagout or isolation controls used for maintenance tasks
• Maintenance records complete and traceable

SMS Effectiveness, Corrective Actions, and Sign-Off

• SMS effectiveness confirmed based on reviewed evidence
• Corrective action plan updated for unresolved items
• Escalation required to senior management
• DPA review sign-off