PLANNED MAINTENANCE SYSTEM DATABASE

CONSTRUCTION I. BACKGROUND

1. History of AMOS PMS

Contents
The first mention of Planned Maintenance was in the Christensen
whaling fleet in 1915, which, at the time, was biggest whaling fleet I BACKGROUND
in the world. Although it is not clear who actually invented the History of AMOS PMS 1
system, credit goes to Christensen and Arnesen Christensen & Co.
Planned Maintenance System
Early systems were written on paper and included only a few of the
most important items on board. In time the system grew and requirements 2
improved. During 1950 the same company presented the first Computerized PMS for use in
comprehensive Planned Maintenance program for shipping. The
Shipping Industries 3
Planned Maintenance system for the U.S. Navy was established by
Anthony J Ruffini in 1963. Developments of computers give a new
boost to Planned Maintenance programs in shipping. In 1984 the II OUR SERVICES
first Planned Maintenance software specially designed for ships use Objectives 1
was marketed. Named Asset Management Operating System PMS Database Construction
(AMOS-D) it ran in DOS, but the development of Windows software
gave new boost and today there are a variety of Planned Scope of Work 2
Maintenance programs for shipping use. What are included in the
2. Planned Maintenance Systems requirement Database? 3
Selective research performed by insurance companies during the Confidentiality 4
1980s showed a significant decrease of breakdowns and damage to
ships with Planned Maintenance systems. The same research also Attachments 5
showed an increase in reliability and safety on board. In 2001 the
IACS (In International Association Of Classification Societies Ltd)
published requirements for Planned Maintenance systems on board.
Further regulation was added by ISM (International Safety
Management Code), chapter 5, section10.
2 Today, there is a minimum requirement that one Planned
Maintenance system must contain:
Computerized PMS
For computerized Planned
Maintenance systems there
are several additional
requirements:
Each person working on
system must have unique
login ID and password.
The description and documentation of the Planned
Maintenance system are to be in the English language.
Reports in Planned Maintenance system should be in English,
except when not suitable for the crew. In that case a brief
English summary is required.
Planned Maintenance program must include equipment
manufacturer requirements.
Inventory content, i.e. items/systems have to be included in
the maintenance program
Maintenance time intervals, i.e. time intervals at which the
maintenance jobs are to take place.
Maintenance instructions, i.e. maintenance procedures to be
followed.
Reference documentation, i.e. performance results and
measurements taken at certain intervals for trend
investigations from delivery stage.
Document flow chart, i.e. chart showing flow and filling of
maintenance documents as planning cards, job cards etc
Signing instructions, i.e. who signs documents for verification
of maintenance work carried out.

Computerised system
must have adequate
backup, either backup
copy on board or a
regular exchange of data
between ship and office.

Maintenance
documentation and
Documentation on maintenance of the category Classification
history, i.e. documents Surveys carried out on items/systems covered by the rules is to be
specifying maintenance signed by the Chief engineer. With computerized systems, access to
jobs carried out and their update the related maintenance documentation and the
results maintenance program should only be granted to the Chief engineer.
For ships trading in specific areas, e.g. ferries, planned maintenance
systems using other languages than English may be accepted. This
arrangement is automatically cancelled in case of change of trade.
 3

3. Computerized Planned Maintenance Systems for use in

Shipping industry
The development of computerized PMS was boosted by computer
development, especially the development of Windows. A variety of
PMS programs for shipboard use appeared, and gradually they
become more and more sophisticated and complex. However most
essential modules in modern PMS system on board should include:
Maintenance (main and essential part of program)
Hull inspection maintenance program
Surveys and certificates class society integration
Stock ordering and purchase
Stock control (inventory)
Dry Docking Preparation

Modules can vary between different programs, but they are all based
and built around main module, Maintenance.
This module should meet requirements listed in ISM (International
Safety Management Code), chapter 5, section 10.
The database should be constructed according to the manufacturers
recommendations, and good seamanship practice. The database
should include all shipboard vital equipment, and all equipment
should have a clearly defined maintenance plan.

Performed tasks should be kept in the system as well as notes from

crew members performing the task. Access to various aspects in the
system must be selective and programs must have ability to
individually recognize users (login ID and password).
 II. OUR SERVICES

1. OBJECTIVES

The Consultants shall offer their clients Key-in-hand projects, as well as acquiring the best solution
in accordance to the clients objectives and needs, while bearing in mind the existing restrictions and
limitations in terms of resources. Furthermore, our services will help optimize the maintenance,
improve reliability and reduce the operating costs of the vessels

Hence the main objective of a Planned Maintenance System is to provide an effective maintenance,
within pre-defined schedule, which helps manage the complexity of a ship with minimal
administrative effort, ensuring 100% uptime of all machineries.

PMS is an important element to the successful implementation of the International Safety

Management (ISM) code for the vessels. Our Planned Maintenance System includes:

Building modern and efficient databases, using the latest technology and
by using default maintenance templates and PMS reports
Implementation of PMS in office and on board
PMS and AMOS application training

Implementation of CBM (Condition based maintenance) - optional

Dry Docking Preparation/Dry Docking Management (optional)
Integration by interfacing AMOS data to Accounting Software (optional)

Our services provide value add in the following:

All our consultants have many years of experiences, certified and experts in each field of
the maritime industry, will gladly s h a r e a n d t h e i r experiences and i m p a r t t h e i r
know how to meet with your business requirements

With more than 500 PMS databases for various type of vessel that had been created over
the past 10 years provides a huge reference library

Our established worldwide networks (makers, suppliers and contractors) in this industry
will also be a source of good references
2. PMS DATABASE CONSTRUCTION SCOPE OF WORK
Prepare Centralized PMS Database System for ships (using AMOS Planned Maintenance.
Purchasing and Inventory System Software) where PMS strategy contents would be tuned between
Class/Statutory roles and standard requirements, Makers maintenance manual and our best
practice experiences to your good Company Maintenance Policy

Procure AMOS Planned Maintenance Purchasing and Inventory System Software and Licenses

Procure Sybase SQL Licensed Software or owner preferred database engine

Prepare Installation AMOS Planned Maintenance, Purchasing and Inventory System Software for
the PMS Database in your good Company Server Computer

Prepare customize maintenance template and reports (optional)

Provide initial implementation training for AMOS Planned Maintenance, Purchasing and Inventory
System Users (Office and Ship Crews)

Provide AMOS CBT Guidance for end-users self training and practices

3. WHAT ARE INCLUDED IN THE DATABASE?

3.1 Introduction

The database created is for the use with AMOS Maintenance and Purchase (AMOS M&P) software.
AMOS M&P is a Windows application for the integrated management of maintenance work and costs,
stock control and purchasing. The system covers both preventative and corrective maintenance as well
as related maintenance activities such as class surveys etc.
3.2 Database Scope

The fundamental information essential for a turnkey AMOS Planned Maintenance system are listed
below. The database delivery will include these items:

Machinery and equipment

Hull parts for inspection
Class Items Survey and Critical Items identification
Machinery and equipment parts list

Which systematically its constructed by using the following methods:

a. SFI Coding System

Based on the industrys best practice, the database will be coded using the SFI Group System. It is a
function oriented classification system for subdivision of technical information of a vessel that ties
together the purchasing, maintenance, technical records and other functions.

b. Components/Components Type

Machinery and equipment items on board the vessel are represented as Components and
Subcomponents in the AMOS PMS. The database will be encoded with information such as the
Component name, model/type, technical details, location and serial number with links to associated
spare parts and maintenance tasks. The equipment list will be based on the vessels final drawings
c. Components Hierarchy/Function Hierarchy of Components

The Functions and Components hierarchies will be developed based on the SFI Group system code. The
hierarchy provides AMOS PMS with a more visual and friendlier interface, making the system easier to
use

d. Stock Items

The database will be encoded with the information about spare parts displayed on the Stock
Item screen. These include part details, manufacturer, locations and storage
locations/quantities (if available). Identical spare parts associated with different Components
are linked to avoid duplication. The information are extracted from manufacturers manuals
and/or from yard supply manuals. Maximum and minimum stock levels will not be defined
unless clear coding criteria are provided.
e. Addresses

The address register provides consolidated contact and address information for vendors and
manufacturers for all components and stock items.

f. Maintenance Jobs/Job Descriptions & Interval

The database encoding includes defining of all planned maintenance in the AMOS PMS. The
maintenance jobs descriptions and intervals are determined by the respective manufacturers.
The maintenance intervals are defined using calendar time, running hours or fixed dates. The
development of individual job descriptions is based on manufacturers instruction manuals for
performing the work. It can include companys specific guidelines, class or regulatory notes
etc. Work orders are automatically generated by the system based on the task frequency and
when the task was last completed (date or running hours).

g. Others

There are many other minor but related database information like unit of measurement, currency code
etc, all these will be entered based on international standards.
Company specific templates for reporting of Work done report can be developed separately. This
agreement does not include scanning or attachments of drawings or external documents
4. CONFIDENTIALITY

The Consultants shall maintain appropriate confidentiality with regard to various plans, drawings,
Specifications and communications that shall remain the property of the Builders / Owner as the case
may be.

5. ATTACHMENTS

1. Planned Maintenance, Purchase and Inventory Database Construction concept,

requirement and Output
2. Planned Maintenance implementation, workflow


PLANNED MAINTENANCE, PURCHASE AND INVENTORY SYSTEM CONCEPT

The Objective of Planned Maintenance System

The system used will be computer based maintenance schedule and
The main objective of a Planned Maintenance System is to
will cover:
provide an effective maintenance, within pre-defined schedule,
which helps manage the complexity of a ship with minimal
Component (Machinery and Equipment) Details
administrative effort, ensuring 100% uptime of all machineries.
- Required to have Machinery and Equipment List
- Alarm List

Descriptions and procedures

Prepare Centralized PMS Database System - Required Maintenance Manual from Makers of
(Using AMOS Software) each component)
- Drawings
- Referring to best practice experiences
PMS Output
Maintenance Intervals, based on:
- Calendar - Work Done History Reports
- Counters (running hours, number of start/stops, etc) - Spare Consumption Reports
- Condition-based - Resources Reports
- Dry Docks - Customized Reports
- Class Survey/Certificates - Trend Analysis / Statistics

Parts for Maintenance of the Equipment

- Required Part List from makers of each component
- Will be provided most common used of consumable
part list referring from IMPA
- Lube Oil Chart & Analysis
- Paint Scheme

Resource used for maintenance

Tools to be used

Other features included on the system are:

Inventory of Stock Spare Parts

Budget Definition and Codes for Cost Control
Purchasing system (Purchase Requisition, Purchase
Query to vendors, Purchase Order, Budget Identification
for Purchasing and etc)
Critical Component, Part of Component will be identified

 PMS Database Implementation Process

ON BOARD AMOS PMS Database

Chief Engineer on board is an Ship Administrator
for implementing the PMS on board and to assure
the following routines:

- Monthly updates Components Running Hour

- Generate Work Orders from the System
- Distributes Work Orders for Execution
- Reports Job Done including parts used
- Create Purchase Requisition for machinery parts
and consumables stores
- Update Stock Inventory of Spare Parts and Stores
- Perform Weekly Routine Replication to Office
Office PMS Technical Database for backup and further support
Support
- Replication files IN/Out monitor
- PM Status Monitor and Support
- PMS Analysis for improvement
- Procurement Process Monitor and
Support

- AMOS Application Support

(AMOS Consultants)