Planned Maintenance System: Creating Work Order From Standard Jobs Procedure

Chapter 05 - Maintenance
Planned Maintenance System
Purpose and Scope

This document provides guidelines on the Planned Maintenance System (PMS). The system in use on board and
ashore is NS Enterprise.
Note: Refer to NS Enterprise Shipboard User Guide Maintenance & Purchasing along with this
chapter.
Maintain all equipment in accordance with

 Manufacturer recommendations
 Company history and experience
 Industry standard
 Rules and regulations
 Equipment condition
Note: In case of deviations from maker’s recommendations, carry out a JSA in consultation with
the Superintendent.
We base the maintenance requirements in computerized PMS on:
 Running hours
 Calendar interval
 Condition
 Failures
 Random events
 Guarantee Claims
 Pending Defects
 Audit findings
We have interfaced the PMS module with the vessel inventory system. Correct use of this feature ensures inventory
of spares are up to date.
Responsibilities
Shipboard – C/E is responsible for upkeep and maintenance of the PMS on board.
Shore – The Technical Superintendents (TS) are responsible for their vessels’ PMS upkeep from the shore side. They
shall co-ordinate and provide necessary inputs in addition to the ones provided by the vessel to the PMS team.
Superintendents tracks maintenance at ship level. Fleet Managers track it at fleet level.
Spares and Stores

Vessel shall raise requisitions for any spares required. Maintain critical spares at or above the company defined
minimum levels. Mark spares consumed under the materials tab in the Work Order (WO).
The vessel shall check required spares on board 3 months in advance of a major scheduled task. If spares are not
available, raise a requisition in PMS in time.
Ship staff shall check all materials received on board from the company.
Creating Work Order from Standard Jobs Procedure

C/E, C/O or 1AE shall do this procedure.
1) Check for all PM standard jobs in maintenance plan
Printed copies of this document may not be the valid version. It is the responsibility of the reader to verify this in Docmap.
Doc: HSQEEn 05.03 Ver: 10 Issue: 1 Apr 2022 Page 1 of 6
Note: Head of Department reviews this weekly
2) Act on the standard jobs by:
a) Converting standard jobs to work orders
b) Ensuring that you complete the assigned jobs within the due date
  Completed  
Completing Work Order Procedure

Person responsible for assigned job shall do this procedure.
1) Perform the job as per instructions in PMS

2) Enter findings to supplement work performed with:
a) Relevant attachments
b) Forms
c) Pictures
d) Spares consumed
e) Other details as applicable
3) Mark work order as “Completed” in PMS
Closing Work Order Procedure

Technical or Marine or Environment Superintendent shall do this procedure.
1) Select and close work orders based on ones categorized for your assigned ship
2) Check that the work order has:
a) Relevant attachments
b) Risk assessments where applicable
3) If the attachments are missing, inform vessel
4) Mark the work order “Closed” only after receiving:
a) All required information in findings
b) Material consumption (if applicable)
c) Ensuring satisfactory completion of work
Monitoring of Planned Work Orders Procedure

Technical or Marine or Environment Superintendent shall do this procedure.
1) Monitor work orders in PMS regularly

2) Screen regularly for outstanding:
a) Maintenance jobs
b) Defects
Note: Refer to Defect Reporting System chapter on how to handle defects.
c) CARs, including COC
3) Mark the work order “Closed” as per “Closing Work Order Procedure”
Rescheduling Work Order for Critical Equipment Procedure

Head of Department shall do this procedure. Fleet Manager approves/rejects the rescheduling.
Note: Discuss with Technical Superintendent before proposing WO for rescheduling.
Consider rescheduling only if you cannot carry out the scheduled maintenance due to any
factors by its due date.
- For calendar-based jobs, we can’t postpone a job for more than 1 month.
- For interval-based jobs, we can’t postpone a job for more than 10% of the interval.
1) Make a request in PMS giving reason for rescheduling with new proposed date
2) The Identifier is selected automatically based on the Equipment Criticality
3) Complete a Risk Assessment (RA)
Note: The RA shall be for the deferral.
4) Submit with the request to office
5) Ask FM for approval
Note: FM shall record their comments. Attach this email conversation in NS in deferred WO.
6) If approved, the due date will change to the new proposed date
Note: We only reschedule work orders twice.
7) Discuss overdue work orders at ship-shore meetings
8) Attempt to complete deferred WO within due date
Note: Complete deferred WO as soon as practicable.
Caution: Do not handle overdue work orders leniently. Complete them at the earliest. FM
and Superintendents shall review them and guide vessels for timely completion.
Flowchart – Rescheduling WO for Critical Equipment
Critical Equipment WO
First Time Second Time

Yes No
Resceduling? Rescheduling?
Yes
Fill out R A Fill out RA
No
Take approval from Take approval from

Fleet Manager General Manager
Cannot defer WO more

Deferred Deferred
than twice
Rescheduling Work Order for Non-Critical Equipment Procedure
Head of Department shall do this procedure. Superintendent approves/rejects the rescheduling. Fleet Manager
approves/rejects the second rescheduling.
Note: Discuss with Technical Superintendent before proposing WO for rescheduling.
Consider rescheduling only if you cannot carry out the scheduled maintenance due to any
factors by its due date.
- For calendar-based jobs, we can’t postpone a job more than the maintenance interval or
2 months, whichever is shorter.
- For interval-based jobs, we can’t postpone a job for more than 25% of the interval.
9) Make a request in PMS giving reason for rescheduling with new proposed date
10) The Identifier is selected based on the Equipment Criticality
11) Complete a Risk Assessment (RA)
Note: The RA shall be for the deferral.
12) Submit with the request to office
13) Ask Superintendent for approval
Note: Superintendent shall record their comments. Attach this email conversation in NS in
deferred WO.
14) If approved, the due date will change to the new proposed date
Note: We only reschedule work orders twice.
15) Discuss overdue work orders at ship-shore meetings
16) Attempt to complete deferred WO within due date
Caution: Do not handle overdue work orders leniently. Complete them at the earliest. FM
and Superintendents shall review them and guide vessels for timely completion.
Flowchart – Rescheduling WO for Non-Critical Equipment
Non-Critical Equipment
WO
First Time Second Time

Yes No
Resceduling? Rescheduling?
Yes
Fill out R A Fill out RA
No
Take approval from Take approval from

Superintendent Fleet Manager
Cannot defer WO more

Deferred Deferred
than twice

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Chapter 05 - Maintenance

Planned Maintenance System

Purpose and Scope

Maintain all equipment in accordance with

Spares and Stores

Creating Work Order from Standard Jobs Procedure

1) Check for all PM standard jobs in maintenance plan

Completing Work Order Procedure

1) Perform the job as per instructions in PMS

Closing Work Order Procedure

Monitoring of Planned Work Orders Procedure

1) Monitor work orders in PMS regularly

Rescheduling Work Order for Critical Equipment Procedure

First Time Second Time

Fill out R A Fill out RA

Take approval from Take approval from

Cannot defer WO more

First Time Second Time

Fill out R A Fill out RA

Take approval from Take approval from

Cannot defer WO more

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