TOPIC 1-A

Routine Maintenance
and Repair Procedures

Learning Outcomes:

Identify and implement basic

maintenance procedures, including
troubleshooting and repair
techniques, while adhering to safety
protocols.
ISM Code Chapter 10 focuses on the
maintenance of the ship and its equipment
to ensure operational safety and
environmental protection:

Key points under this chapter:

 Maintenance procedures- It requires companies to establish
procedures to ensure that the ship is maintained in conformity
with the provisions of relevant rules and regulations, as well as
additional requirements established by the company.

 Planned Maintenance System (PMS)- The chapter

emphasizes the need for a planned maintenance system (PMS)
which includes regular inspections, testing, and maintenance
of critical equipment and systems. This helps in preventing
equipment failures and ensuring the ship’s readiness.

 Record Keeping- Companies must maintain records of all

maintenance activities, including repairs and modifications.
These records help in tracking the ship’s maintenance history
and ensuring compliance with regulatory requirements.
 Planned Maintenance System (PMS)

Definition Purpose

The Planned Maintenance System It is designed to ensure that

(PMS) on board a ship is a structured essential maintenance activities are
approach to managing and scheduling carried out regularly and promptly to
maintenance tasks for all equipment prevent equipment failures, ensure
and systems on the vessel. operational reliability, and comply
with regulatory requirements.
Importance of Planned
Maintenance

The concept and basic understanding of

Planned Maintenance System is essential, it is
NOT a cure for all your equipment problems
but a structured and effective Planned
Maintenance system can guarantee you that
the machine is expected to perform on its
optimum condition, and damages in cost
savings on repair and maintenance would thus
be reduced.

How does the PMS typically work?

I-PMS Implementation - Inventory and
Classification

Inventory Classification
Inventory all equipment and systems Classify each item based on its criticality,
on board the ship function, and maintenance requirements
2-PMS Implementation: Maintenance Schedule
Develop Schedule
1
Create maintenance schedule for each item

Consider Recommendations
2
Based on manufacturer recommendations

Follow Regulations
3
Adhere to regulatory requirements

Apply Best Practices

4 Incorporate industry best practices like regular inspection &
monitoring, use of technology, adherence to safety protocols etc.

Maintenance tasks are typically categorized as routine, periodic, or condition-based.

3-PMS Implementation:
Task Assignment
1 Assign 2 Provide Instructions
Responsibilities
Clear instructions,
Responsibilities for checklists, and
performing maintenance procedures are provided
tasks are assigned to for each task.
specific crew members or
engineering personnel.

3 Ensure Consistency
This approach ensures consistency and quality in
maintenance tasks.
4- PMS Implementation:
Documentation and
Record-Keeping
Document Activities Record Details
All maintenance activities Include maintenance date,
are documented in a tasks performed, spare
maintenance log or parts used, and any
electronic database. observations or findings
during the inspection.

Ensure Accuracy
Accurate record-keeping is crucial for tracking maintenance
history and compliance.
5-PMS Implementation : Monitoring and Reporting

Monitor Status Generate Reports Identify Trends Highlight Areas

Track status of Create reports to track Analyze data to spot Identify areas requiring
maintenance tasks compliance maintenance trends attention

This may involve using software systems or manual tracking methods.

6-PMS Implementation: Adherence to Regulations

Compliance Record Maintenance Audits Address Deficiencies

Ensure maintenance Maintain up-to-date Conduct periodic Promptly address any
activities comply with records of all audits to ensure identified deficiencies
relevant regulations and maintenance activities compliance
classification society
requirements
7- PMS Implementation: Continuous Improvement
1 Gather Feedback
Collect feedback from maintenance personnel The PMS is a dynamic
system that allows
Analyze Performance
2
Review equipment performance data
for continuous
improvement
3 Learn from Experience over time.
Consider lessons learned from past maintenance activities

4 Refine System
Use insights to refine the maintenance schedule and procedures
Sample PMS Software

 ShipManager Technical by DNV

 SHIPMATE by SBN Tech
 Vessel Planned Maintenance Software by Norcomms.
 ORPMS by Marine Software

These software solutions help ship operators proactively manage maintenance activities,
optimize equipment performance, and minimize the risk of unplanned downtime or equipment
failures, ultimately enhancing safety, reliability, and operational efficiency on board the vessel.
TOPIC 1-B
Record Keeping and
Documentation
Record keeping and documentation are fundamental
aspects of the Planned Maintenance System (PMS) as
outlined by the International Safety Management (ISM)
Code. Proper documentation ensures compliance with
international maritime regulations, enhances safety, and
improves the efficiency of maintenance operations.
Importance of Record
Keeping and
Documentation
Compliance Safety
Ensures adherence to Provides a historical record
international maritime of maintenance activities,
regulations and helping to identify recurring
classification society issues and prevent
standards. accidents.
Efficiency Accountability
Streamlines maintenance Establishes a traceable
processes by providing clear record of maintenance
instructions and reference activities, promoting
materials. accountability among crew
members.
Key Elements:
Maintenance Logs

1 Daily Logs
Record routine inspections, cleaning, lubrication, and
minor repairs.

2 Weekly Logs
Summarize more detailed inspections and maintenance
tasks on a weekly basis.

3 Monthly Logs
Provide a comprehensive overview of monthly
maintenance activities, including major repairs and
equipment overhauls. Reviewed and signed off by the
chief engineer and captain.
Maintenance Records
Equipment History Defect Reports Repair Records

This could include installation dates, Document any defects identified Details of repairs, including parts
maintenance schedules, repair during inspections, including the replaced, labor hours, costs
records, and any modifications nature of the defect, location, and incurred, and testing results.
made. Use a centralized database or severity.
digital system to store records.
Maintenance Plans
Routine Maintenance Corrective Maintenance
Conduct periodic inspections and Address equipment breakdowns
maintenance of equipment to and malfunctions as they occur.
prevent failures. This includes tasks This involves diagnosing the issue,
like cleaning, lubricating, and repairing or replacing faulty
replacing worn-out parts. components, and testing the
equipment to ensure it's back in
working order.

Preventive Maintenance

Schedule regular maintenance activities based on time intervals or usage

to keep equipment in optimal condition and prevent unexpected failures.
Preventive maintenance tasks aimed at reducing the likelihood of
equipment failure. Use a maintenance planning software or digital system.
Maintenance Plans

Predictive Maintenance
Use data analysis and monitoring tools to predict potential equipment
failures before they happen. This can involve vibration analysis, oil
analysis, and thermal imaging.

Condition-Based Maintenance
Assess the real-time condition of equipment and perform maintenance
only when necessary. This approach requires continuous monitoring and
risk assessment.

Scheduled Maintenance
Planned maintenance tasks, including dates, frequencies, and responsible
personnel. Use a maintenance planning software (PMS) or digital system.

Unscheduled Maintenance
Document any unscheduled maintenance activities and the reasons for
their occurrence. Use a standardized logbook or digital system.
Safety Documentation

Safety Procedures PPE Requirements

Document safety Specify the personal
procedures and protocols protective equipment (PPE)
for maintenance activities. required for each
maintenance task.

Emergency Procedures
Outline emergency
procedures and contact
information for emergency
response teams.
Documentation Procedures: Recording
Maintenance Activities

1 Accurate Entries

2 Timely Updates

3 Consistent Format

Maintenance activities should reflect these key principles to ensure effective record keeping.
Documentation
Procedures: Storing
Records
Secure Storage
Store records in a secure location to protect
them from damage or loss.

Digital Storage
Utilize digital storage solutions to enhance
accessibility and reduce physical storage space.

Backup Copies
Maintain backup copies of all records to prevent
data loss.
Documentation Procedures: Reviewing and
Auditing Records
1 2 3

Regular Reviews Internal Audits External Audits

Conduct regular reviews of Perform internal audits to Prepare for external audits by
maintenance records to verify compliance with classification societies (DNV,
ensure accuracy and maintenance procedures and RINA, etc.) and regulatory
completeness. regulatory requirements. bodies (IMO, SOLAS, ISM, etc.)
Best Practices for Record keeping and Documentation:

 TRAINING
Importance of Key Training Areas
Training
Focus on documentation
Provide training to crew procedures, regulatory
members on proper requirements, and the use of
documentation procedures digital record-keeping
and the importance of systems.
accurate record keeping.

Continuous Learning
Implement ongoing training programs to keep crew members
updated on the latest best practices and regulations.
 Standardization

Fleet-wide Consistency
1 Standardize documentation practices across the fleet to ensure
consistency and reliability.

Uniform Procedures
2 Implement uniform procedures for all types of maintenance
activities and record-keeping.

Standardized Forms
3 Use standardized forms and templates across
all vessels to streamline the documentation
process.
 Continuous Improvement

Review Processes
Regularly review documentation processes to identify
areas for improvement.

Feedback Integration
Incorporate feedback from crew members and
auditors to enhance documentation practices.

Technology Adoption
Continuously explore and adopt new technologies
to improve efficiency and accuracy in record
keeping.
Regulatory Updates
Stay informed about changes in maritime
regulations and update documentation practices
accordingly.
The Future of Maritime Record Keeping

Digital Transformation AI and Predictive Analytics Regulatory Compliance

The future of maritime record Artificial intelligence and predictive As regulations evolve,
keeping lies in comprehensive analytics will play a crucial role in documentation systems will need to
digital solutions that integrate all enhancing the efficiency and adapt quickly to ensure ongoing
aspects of maintenance accuracy of maintenance planning compliance and safety in maritime
documentation. and documentation. operations.