Defect reporting: what SIRE 2.0 inspectors ask and find
Inspectors look for defects that are reported, risk-assessed and followed through to close-out, with interim measures where the fix has to wait.
Do this before the inspector arrives: Bring the defect list up to date with photos and close-outs.
What the inspector wants to see
- Defect list with photos and risk assessment
- Interim measures and close-out evidence
Questions inspectors ask about Defect reporting
How quickly must a defect be raised in the defect reporting system?
Within 48 hours.
Must ballast tank repairs done in dry dock be recorded as defects?
Yes. Repairs shown in the executive hull summary but missing from the defect records were flagged.
What is expected after structural repairs?
They must be in the defect reporting system with an incident report where needed. Know the superintendent's response time.
The ship ran in manned mode on open sea passages due to reliability concerns. What was missing?
A defect report for the cause of the concern.
There are 5 Defect reporting questions in NilObs, with spaced repetition so the ones you miss come back. Practise them free.
Real Defect reporting observations, and how to avoid them
Interviewee knew the gauge needle was missing and a spare gauge was on board, but had not raised a defect report.
Avoid it: Raise a defect for every fault you know about, even if a quick fix is planned.
Interviewee admitted missing the loose anchor chain stud during routine inspections, so it was not on the defect list.
Avoid it: Look closely at chain studs during anchor inspections and log any defect found.
The shaft power limitation panel showed a lost-connection alarm because the torque meter had gone ashore for calibration; no defect report existed.
Avoid it: Raise a defect report whenever equipment is landed for repair or calibration.
The safety inspection of the ballast pump room was ineffective: there was no record of the damaged BWTS cable protection.
Avoid it: Write down every defect found on safety rounds so it is tracked to repair.
The ship's record showed a past USCG detention: an expanded ISM exam found defects were not being identified and fixed (leaking tank hatches, taped hoses, unlagged hot pipes).
Avoid it: Find, report and fix defects through the SMS before PSC does; inspectors review past detentions.
The engineer responsible had not raised a defect for the temporary repair on the seawater line.
Avoid it: Log temporary repairs in the defect system so the office can plan a permanent fix.
The toilet failure had not been entered in the defect reporting system.
Avoid it: Every defect, however minor, goes in the defect reporting system.
There was no formal procedure for the office to acknowledge defects reported by the ship; acknowledgement was sometimes by email and sometimes absent.
Avoid it: Follow up unacknowledged defect reports with the office and keep the replies on file.
Who answers for Defect reporting
Master, Chief Officer, Chief Engineer, Second Engineer, Marine Superintendent, Technical Superintendent, Vetting Manager / Superintendent, Designated Person Ashore, Fleet Manager, Other role. NilObs picks the questions and the daily drill for your role.
Rehearse Defect reporting before your next inspection.
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