Maritime QHSE Excel Toolkit — 10 Spreadsheets

Ten Excel workbooks built specifically for maritime QHSE audit preparation. Covers ISM Code, ISO 45001:2018, ISO 14001:2015, MARPOL, MLC 2006 and STCW. Designed for QHSE Managers, Marine Superintendents, Audit Leads and DPAs who need working tools — not blank forms to fill from scratch.

Each spreadsheet is pre-populated with realistic maritime examples, structured for immediate use, and formatted to produce outputs you can put in front of an auditor.

What's Included

1. Maritime QHSE Risk Register

Four-tab workbook: pre-populated register with 10 maritime-specific risk entries across navigation, personnel safety, seismic/deck operations, fire, environmental, occupational health, process and contractor categories. Includes a 5×5 risk scoring matrix with likelihood and severity descriptors, a KRI dashboard shell, and a full guidance tab covering regulatory alignment (ISM Ch.1, ISO 45001 Cl.6.1, MLC 2006 Reg.4.3). Residual risk scoring calculates automatically.

2. Maritime Regulatory Watch List

Four-tab workbook tracking 20+ regulatory instruments: SOLAS, MARPOL (Annexes I–VI), MLC 2006, ISM Code, ISPS Code, STCW, COLREGS, ISO 45001, ISO 14001, ISO 9001, Paris MOU, Tokyo MOU, OCIMF SIRE 2.0, CII/EEXI and others. Includes a regulatory change log with six pre-populated real-world amendment entries, a quarterly monitoring calendar with check-mark scheduling, and a guidance tab aligned to ISO 45001 Cl.6.1.3 and ISM Code Chapter 11. Built for a Marine QHSE Supervisor to maintain and show to auditors.

3. ISO 45001 Clause Gap Tracker

Three-tab workbook: clause-by-clause compliance assessment covering all ISO 45001:2018 sections (§4 through §10), with requirement descriptions, evidence columns, compliance status, gap descriptions, priority ratings and required actions. Includes a 12-week pre-certification audit planner with milestone tracking and automatic date calculation, plus a gap summary dashboard. Pre-populated with partial compliance entries and gap descriptions drawn from common maritime findings.

4. Clause-to-Evidence Map

Four-tab workbook mapping audit clause requirements to specific evidence for ISM Code (all 12 elements), ISO 45001:2018 (key clauses), ISO 14001:2015 (environmental clauses including MARPOL-specific) and MLC 2006 (key Standards including A1.1, A1.2, A2.1, A2.3, A3.1, A3.2, A4.1, A4.3, A5.1.3). Each row shows: primary evidence required, supporting evidence, and auditor focus point — the question the auditor is actually trying to answer.

5. Evidence Quality Reference

Single-tab reference guide for 10 major audit areas showing what acceptable, weak, missing and misleading evidence looks like — and what a reviewer should do about each. Covers ISM Cl.8 (drills), ISM Cl.9 (near-miss), ISM Cl.10 (maintenance), ISM Cl.6 (certification), ISM Cl.12 (management review), ISO 45001 Cl.6.1.2 (risk assessment), MLC A2.3 (rest hours), ISO 14001 Cl.8.1 (Oil Record Book), ISO 45001 Cl.10.2 (corrective actions) and MLC A5.1.3 (DMLC). Built to train reviewers and calibrate AI output checks.

6. AI Output Review Sheet

Two-tab workbook: instructions for responsible AI governance in audit preparation, plus a 12-entry log pre-populated with realistic maritime AI use examples (certificate gap identification, near-miss trend analysis, PMS cross-reference checks, interview question drafting, ORB compliance frameworks and more). Each entry records the AI tool used, input shared, quality score (1–5), human review status and archive reference. Supports ISO 45001 Cl.7.5 documented information requirements and demonstrates AI oversight to auditors.

7. Audit Preparation Checklist

35-item checklist organised across six sections: SMS and Management System Documentation (8 items), Personnel, Training and Competency (7 items), Operational Records and Work Permits (6 items), Emergency Preparedness and Drills (5 items), Environmental and MARPOL Records (5 items), Non-Conformity, Incident and Audit Records (4 items). Each item includes the ISM/standard reference, priority rating, owner, required stage, status tracking and notes column. Pre-populated with realistic maritime status examples and common audit caveats.

8. Evidence Review Tracker

18 pre-populated evidence entries covering SMS documentation, crew certificates, drill records, near-miss reports, corrective action registers, PMS records, Oil Record Book, Garbage Record Book, management review minutes, training records, PTW records, SEAs, hours of rest records, muster lists, risk assessments, DPA appointment evidence, and DMLC. Each entry tracks AI-assistance status, AI notes, auditor review date, quality score, issues found and status. Shows what a completed evidence review trail looks like.

9. Human Sign-Off Record

16-point sign-off trail covering five audit preparation phases: Audit Setup (4 gates), Evidence Assembly (3 gates), Evidence Review (4 gates), Gap Analysis (3 gates) and Interview Preparation (2 gates). Each row records the activity, any AI output involved, responsible person, completion date and sign-off initials. Pre-populated with a realistic maritime ISM/ISO 45001 audit preparation scenario. Provides the human oversight documentation trail required for AI-assisted audit work.

10. Interview Planner

Two-tab workbook: instructions for effective audit interviewing, plus nine interview tracks with AI-drafted, expert-reviewed questions for: DPA (ISM accountability and safety performance), Ship Master (overriding authority, drills, safety culture), Chief Officer (JSAs, PTW, MARPOL Annex V), Chief Engineer (PMS, MARPOL Annex I, ORB), QHSE/Safety Officer (NCRs, training, SMS monitoring), Bosun/Senior Rating (crew-level safety culture, reporting), Electro-Technical Officer (cybersecurity, LOTO, ISPS), Cook/Catering Officer (MLC A3.2 compliance), and Recently Joined Crew Member (familiarisation, MLC induction evidence). Four to five questions per track with probing guidance and evidence to request.

Who This Is For

• QHSE Managers and Marine Superintendents preparing for ISM DOC, ISO 45001, ISO 14001 or MLC audits
• Audit Leads building an evidence-based audit pack
• DPAs and SHEQ teams incorporating AI tools into maritime QHSE workflows
• Officers who need to demonstrate structured, documented audit preparation to external auditors

Format and Compatibility

All 10 files are in .xlsx format (Microsoft Excel 2016+ and compatible applications). Formulas and conditional formatting are included where relevant. Files are designed for individual organisational use — adapt headers, column widths and example data to your vessel type, trading area and SMS structure.

Important Notice

These tools support audit preparation and evidence organisation. They do not constitute regulatory advice and do not replace the requirement for a competent, qualified maritime QHSE professional to review all outputs before use. Regulatory requirements vary by flag state, vessel type and trading area. Users are responsible for verifying that all procedures and evidence meet the specific requirements applicable to their operations. For individual use only — not for redistribution or resale.