Check for Critical Jobs Overdue.

Putting 0 in Days will give you Overdue Jobs till today.

As per MTM, there should not be any critical jobs overdue
Step I) Log into the Shipsoft at any time.
Master/CE to make sure that critical jobs are planned well
in advanced, completed and reported in Shipsoft PMS.

Check for Non-Critical Jobs. The jobs

should be planned, completed and
reported for every month.
Step II) Check Out Landing Page- PMS Dashboard Master/CE to make sure that all due
jobs for a month are planned at start
of month.

Very Important Section. To be checked daily by CE and Master.

1. Jobs pending for verification. CE & Master to verify the jobs after same has been
reported.
2. Jobs require to be updated as per office comments. Important jobs are verified by
office also. Please check for office comments, correct the reporting of job and then
verify again.
3. Postponement Request pending approval from office can be seen.
4. Critical Equipment shut down requests pending approval from office can be seen.
5. It is important for vessel to close the Spares PO when received on board as it will
automatically update the ROB of spare parts.
Step II) Ship Master

Ship Master is the collection of all ship specific

machineries categorized on SFI structure . In Ship
master all details such as machinery Maker, Type,
maintenance routines, Spares & job reported history
can be viewed.

Ship Staff has only access of adding new spare

in the Ship Master.
1. Spares should only be added at root
component .
2. Click on button to add new spare.
3. on Click new window will pop-up fill
complete details of the spare & save.
4. Click on button to edit spare details. Critical component list
Click on button and
select critical component
checkbox . Hit show button, the
pop window with the list of
critical equipment appears.

Select critical component

checkbox to view critical
component list.
Step III) Jobs Planning

Planning of Job
1. Select the Job

CE/Master to plan the jobs well in advance at start of every month.

To plan a job, please put a date and select the job and click on Plan Jobs button. 2. Select the responsible and Put the date
Make sure that critical shut down request are raised and get office approvals for
important critical jobs.
Important critical jobs can not be reported unless the critical shutdown request
is created along with appropriate RA and gets approved from office. 3. Click on Plan Jobs button
Step IV) Jobs Execution or Postponement

Normal Jobs
After planning Jobs, you will get Execute & Postponement choices.

Click to report the

Job Click to postpone
the Job
On clicking Execute button, you can see following screen.

1. Please fill up all required details.

2. Attach the required evidence and/or form as required.
3. Add consumed spares, if required for job.
4. Click on Save to report the job.

You will not be able to report the job unless all compulsory data is
not filled as required for job.
Step IV) Jobs Execution or Postponement (continued)

Normal Jobs
After planning Jobs, you will get Execute & Postponement choices.

Click to report the Click to postpone

Job the Job

Job should be postponed only if it can not be done at due date because of legitimate reasons.
On clicking Postpone button, you can see following screen.

1. Please fill up all required details.

2. Fill up Risk Management Section.
3. Click on Save.
4. Wait for approval or rejection from Office.
5. Once approved or rejected, please plan the job accordingly.

Maximum deferral period by postponement allowed is up to 50% of stipulated interval or 3 months from
due date , whichever is earlier.
Step IV) Jobs Execution or Postponement (continued)

Critical Important Jobs

After planning Jobs, you will get a red button for creating Critical Shutdown request.

Click to open
Critical Shutdown
Request
Please make sure that job plan date is same as or close
to critical shutdown request plan date.
You need to get critical shutdown approved. Clicking on red button will open
the critical shutdown window for the equipment.

1. Please fill up all required details.

2. Create RA by clicking on ‘Update RA’ button. Then print the RA in pdf
format and attach to the critical shutdown request.
3. Click on Save.
4. Wait for approval or rejection from Office.
5. Once approved, fill up details of maintenance at bottom and export.
6. Then you will be able to execute the job.
Step V) Running Hours
1. Only CE has the access/authority to update the running hours .
2. Running hours update should be done atleast once in a month and last
button to
Click the radio day of the month is compulsory.
inery for
select the mach 3. System will not allow to enter the running hours for next month unless
nning hours.
updating the ru
the running hours for last day of the previous month is not updated.
4. If a machinery has zero running hours for a month, then also the
running are to be updated for that month. Update the running hours with
the same value as previous month with date update for current month.

n
Avg. running hours will
u tto
be automatically e b
calculated by System. k Sav
Enter the new l ic
C
running hours. Select date
Step VI) Defect Report, Break down Report and unplanned Jobs

Any malfunctioning/discrepancy found for any machinery should be reported in this section.
UnPlanned Jobs
1) Ship staff has the option of adding jobs
for any equipment.
2) Unplanned jobs should be added when
routine is missing from PMS and in
state of urgency in case PSC or auditor
Onboard.

Defect /Breakdown Reporting Form

Breakdown Report
Defect Reporting 1) Breakdown should be created
1) Any malfunctioning or for only Severe incidents .
discrepancy found must be 2) Breakdown cannot be closed
reported under defects .
by ship staff . Only office can
2) Defects can be closed by
ships when rectification close breakdown report after
done. doing RCA.
3) For overdue defects, target 3) For overdue breakdown,
closure date should be target closure date should be
extended with office extended with office approval.
approval.
Step VII) Spares Management

To Check the spares of

Check box and Check box
selected Machinery, select
click on search button to get all and click on search
( )radio button
critical spare list button to get the list of
and click on search
all SMS spares
button.

1. Make sure at anytime the ROB for critical spare must be equal or
greater than the minimum quantity marked . In case ROB is lower than
minimum quantity immediate requisition is to be raised.

2. SMS Spare are the spares which should be present on vessel for
smooth functionality .
Step VIII) Spares Management (Manual Reconcile)
Click on Pencil to manually
Manual Reconcile of Spare ROB is only allowed once in a contract of CE edit the ROB for Spare. On
click a window will pop-up

Manual correction needs

three details to be filled
in Pop-up Window.
1) Transaction
2) Quantity Correction
3) Reason for Correction

Click on update button for

Changes

Click on Publish & Export button to

reflect the changes in Office, Once
all spare ROB’S are corrected .
Step IX) Communication ----- > Export

1. Master and CE has the authorization for this module.

2. Automatic export can be done by clicking on email icon showing under Export column. Packet
exported will show the date of export.
3. Routine packets should be exported daily to maintain Synchronization between ship & Office System. Click on email icon for
4. Other Packets are conditional packets & appear based on events . If exported will be removed from the exporting . Routine
window.
packets should be
exported daily.

Other Packets are event

based & on exporting the
window will be blank.
Step IX) Communication ----- > Import

1. Master and CE has the authorization for this module.

2. Import has both option , Automatically & Manual Import.
3. Auto import should be done daily, then only office updates will be reflected in ship System.
4. Sometimes office send the import packet on master email, that packet must be imported manually.
5. View log is for checking the log for imported packets with date received. Manual Import
Select file from the folder and
click on Import Packet button .

View Log
Packets received log
with date of received.

Auto Import
Click auto import to
import all packets
received from office on
E-Mail Server .

Packet Processing
window Pop-up
Step X) Group email contacts for quick resolution

For quick Resolution make sure group emails are always kept in CC.
1) Issues related to computer software/Hardware error : address to it@[Link]
2) Issues related with functionality (such as addition/removal/modification) address to pmshelp@[Link]
3) Make sure PMS class approval certificate is available onboard.

NKK Class approved Certificate for

PMS . Master to make sure the
certificate is printed & filed onboard

The certificate is valid till

6th Nov. 2027