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Showing posts with label PLANNED MAINTENANCE SYSTEM. Show all posts
Showing posts with label PLANNED MAINTENANCE SYSTEM. Show all posts

Wednesday, February 5, 2025

2.13. PRESCRIPTIVE MAINTENANCE

2.13.1 INTRODUCTION

2.13.1.1 DEFINITION

Prescriptive maintenance in marine engineering is an evolution of maintenance strategies, melding the foresight of predictive maintenance with the acuity of actionable recommendations. It is a holistic approach that forecasts potential maintenance issues and proactively suggests the best mitigation action. This strategy harnesses the power of advanced analytics, big data, artificial intelligence (AI), and machine learning algorithms to create a dynamic maintenance environment.

At its core, prescriptive maintenance in marine engineering leverages a wealth of data from various sources – including sensors on marine equipment, historical maintenance records, and operational parameters. This data is continuously collected and analysed in real-time. Unlike traditional maintenance approaches that rely on set schedules or reactive measures following a failure, prescriptive maintenance anticipates problems before they occur and recommends precise, evidence-based actions.

These recommendations are not generic; they are tailored to the specific circumstances of each vessel and its machinery. The system considers various factors, such as the current condition of equipment, the operational load, environmental conditions, and even the predicted future usage of the vessel. Doing so can suggest the most effective maintenance actions, whether immediate repairs, scheduled downtime, or adjustments in operation to prolong equipment life.

Integrating AI and machine learning allows the system to learn from each intervention, improving its accuracy and effectiveness. This learning capability means the system becomes more adept at identifying subtle patterns or signs of impending issues that human operators or simpler predictive models might miss.

Prescriptive maintenance in marine engineering is about moving beyond simply predicting problems to providing actionable, intelligent solutions that optimise the performance and longevity of marine vessels and their equipment. It represents a paradigm shift from reactive or even predictive maintenance to a more sophisticated, data-driven approach that empowers marine engineers to make informed, strategic decisions that enhance efficiency, safety, and cost-effectiveness in marine operations.

2.13.2 KEY COMPONENTS OF PRESCRIPTIVE MAINTENANCE

2.13.2.1 REAL-TIME DATA MONITORING AND ANALYSIS

In prescriptive maintenance, real-time data monitoring and analysis stand as the foundation. Advanced sensors and Internet of Things (IoT) devices are deployed extensively across marine vessels, continuously gathering data from various components like engines, navigational systems, and hull structures. This data, ranging from temperature readings to vibration analysis, is then transmitted in real-time for analysis.

The analysis involves sophisticated algorithms and data analytics tools that scrutinise this data stream for anomalies, trends, and patterns. This process detects issues and predicts future problems based on subtle changes in data readings. For instance, a slight increase in engine temperature or a minor change in vibration patterns could indicate a potential future failure. By identifying these issues early, prescriptive maintenance allows for interventions that prevent more significant problems and costly repairs.

 

2.13.2.2 DECISION SUPPORT SYSTEMS (DSS)

Decision Support Systems (DSS) are integral to prescriptive maintenance. These systems take the analysis provided by real-time monitoring and use it to offer actionable maintenance recommendations. DSS in marine engineering is multifaceted; it incorporates data analytics, expert systems, and sometimes even AI to process the data and provide well-rounded advice.

The strength of a DSS lies in its ability to consider a wide array of factors before making a recommendation. These factors include the cost implications of different maintenance actions, the required time, the availability of resources (like spare parts or technical personnel), and the potential impact on vessel operations. By balancing these variables, a DSS ensures its maintenance actions are timely, cost-effective, and resource-efficient.

2.13.2.3 FAILURE MODE AND EFFECTS ANALYSIS (FMEA)

Failure Mode and Effects Analysis (FMEA) is a systematic, structured approach for analysing potential reliability problems at the earliest stages. In marine engineering, FMEA involves a detailed examination of aquatic systems and components to identify all possible failure modes, their causes, and their effects on the overall system's performance.

FMEA in prescriptive maintenance is proactive. It aims to identify potential failure points before they occur, understanding how and why these failures might happen and the consequences thereof. This analysis helps prioritise maintenance tasks by highlighting the most critical areas that need attention. It also aids in developing strategies to mitigate risks, thereby enhancing the safety and reliability of marine systems.

2.13.2.4 MAINTENANCE SCHEDULING OPTIMISATION

The final key component is the optimisation of maintenance scheduling. This aspect uses algorithms and predictive models to determine the most opportune times for conducting maintenance activities. These algorithms consider various factors, such as the condition of equipment, predicted failure rates, operational schedules of the vessel, and even external factors like weather conditions and port availability.

Maintenance scheduling optimisation ensures that maintenance activities are conducted on time (which can be wasteful) or too late (which can lead to failure and operational disruptions). By finding the optimal balance, this component of prescriptive maintenance maximises equipment uptime, enhances operational efficiency, and reduces costs associated with unscheduled downtimes and emergency repairs. It is a strategic approach that aligns maintenance activities with the vessel's operational requirements and constraints, ensuring smooth, uninterrupted marine operations.

2.13.3 BENEFITS OF PRESCRIPTIVE MAINTENANCE

2.13.3.1 INFORMED DECISION-MAKING

One of the most significant benefits of prescriptive maintenance is its role in fostering informed decision-making. This approach provides a detailed, data-driven view of the health and performance of marine equipment and systems. By leveraging the insights gained from continuous monitoring and advanced analytics, marine engineers and decision-makers are equipped with a comprehensive understanding of their vessel's operational status. This knowledge allows them to preempt failures before they occur and make decisions that optimise performance. For instance, if data indicates an emerging problem in the engine room, decisions can be made to address the issue during a scheduled docking rather than facing an unexpected failure at sea.

2.13.3.2 OPTIMISED MAINTENANCE OPERATIONS

Prescriptive maintenance also leads to more optimised maintenance operations. Traditional reactive maintenance often results in unplanned downtime and rushed, costly repairs. In contrast, prescriptive maintenance uses predictive analytics to time maintenance activities precisely, ensuring that interventions are carried out when they are most effective and least disruptive. This approach minimises downtime and ensures that maintenance tasks are performed on time. The result is a smoother, more efficient operational workflow, seamlessly integrating maintenance activities into the vessel's schedule.

2.13.3.3 ENHANCED SYSTEM RELIABILITY

Enhancing system reliability is a core advantage of prescriptive maintenance. This strategy proactively addresses potential issues, preventing equipment failures before they occur. Doing so significantly reduces the risk of unexpected breakdowns and ensures all systems function optimally. Enhanced reliability is not just about preventing failures; it's also about ensuring that the vessel operates at peak efficiency, which is crucial for safety and operational success in the demanding marine environment.

2.13.3.4 COST SAVINGS

Finally, prescriptive maintenance can lead to substantial cost savings. The proactive nature of this maintenance strategy means that issues are often resolved before they escalate into major problems, thus avoiding expensive emergency repairs. Additionally, the overall operational costs are lowered by reducing downtime and extending the life of equipment through timely and precise maintenance interventions. This cost-effectiveness is a significant benefit, especially regarding the high operational costs associated with marine vessels. The savings achieved through prescriptive maintenance can be redirected towards other critical areas of marine operations, further enhancing the efficiency and profitability of maritime enterprises.

2.13.4 EXAMPLES

2.13.4.1 PRESCRIPTIVE MAINTENANCE FOR DUAL FUEL MAN B&W MAINE ENGINE

Take the case of an Aframax tanker equipped with a dual-fuel MAN B&W main engine. This type of engine, capable of running on traditional marine fuels and liquefied natural gas (LNG), presents unique maintenance challenges due to its complex fuel systems and combustion processes.

The vessel's management can more effectively optimise fuel usage and anticipate maintenance needs by implementing prescriptive maintenance. For example, sensors embedded in the engine can monitor parameters such as fuel pressure, exhaust gas composition, and cylinder temperatures in real-time. When analysed, this data can indicate wear or inefficiencies in fuel combustion.

It can suggest a specific action if the system detects an anomaly, like a higher-than-normal exhaust gas temperature. This might include adjusting the fuel injection timing or planning a detailed inspection of certain engine components during the next port call. Such actions prevent unexpected engine failures and ensure the engine operates efficiently, reducing fuel consumption and emissions - crucial for compliance with international maritime regulations.

In a real-world scenario, this could mean the difference between a smooth, uninterrupted voyage and an unscheduled stop due to engine failure, significantly impacting the tanker's operational costs and reliability.

2.13.4.2 PRESCRIPTIVE MAINTENANCE FOR HULL (TANKER)

Consider an Aframax tanker navigating global trade routes, where its hull is subjected to various stress factors like varying sea conditions, temperature fluctuations, and corrosive environments. Prescriptive maintenance can be particularly beneficial in maintaining the hull's integrity.

Through the integration of hull stress monitoring systems and corrosion detection sensors, prescriptive maintenance can predict areas on the tanker's hull that are prone to corrosion or structural stress. For example, sensors might detect increased corrosion activity levels in certain hull sections, potentially caused by a coating failure or an electrochemical reaction.

Upon analysing this data, the system might suggest a targeted inspection and maintenance plan for the affected area during the next dry docking. It could also recommend adjustments to voyage routes or speeds to reduce stress on vulnerable hull sections. Additionally, the analysis might indicate the need for a different type of protective coating or anodic protection system in the future.

In a practical scenario, this level of detailed, proactive maintenance can prevent structural failures, which are critical in maintaining the safety and integrity of the vessel. It also ensures compliance with maritime safety standards and can significantly reduce the costs associated with significant hull repairs. For an Aframax tanker, this approach not only guarantees structural safety but also enhances the operational efficiency and longevity of the vessel.

2.13.5 CONCLUSION

Prescriptive maintenance marks a revolutionary stride in marine engineering maintenance. This approach, underpinned by integrating advanced analytics and real-time data acquisition, transcends traditional maintenance methodologies. It embodies a proactive, predictive, and precise strategy that substantially augments operational efficiency, elevates safety standards, and bolsters cost-effectiveness in the demanding sphere of marine engineering.

In the dynamic and often unpredictable environment of marine operations, where vessels are subject to diverse and harsh conditions, the importance of a maintenance strategy that can predict and prescribe cannot be overstated. Prescriptive maintenance leverages cutting-edge technologies like IoT, AI, and machine learning, transforming vast data sets into actionable insights. These insights empower marine engineers and decision-makers with the foresight to preemptively address potential issues before they escalate into costly and hazardous situations.

The implementation of prescriptive maintenance strategies, as illustrated in the examples of dual-fuel MAN B&W main engines and Aframax tanker hulls, demonstrates its effectiveness in enhancing the reliability and longevity of critical marine systems. By optimising maintenance operations, reducing unplanned downtimes, and extending equipment life, prescriptive maintenance contributes to a significant reduction in operational costs. More importantly, it plays a crucial role in ensuring the safety of the vessel, its crew, and the marine environment.

In summary, prescriptive maintenance is a cornerstone in advancing marine engineering maintenance. It is not merely an improvement over existing maintenance practices but a transformative approach that aligns with the evolving needs of modern marine operations. By adopting prescriptive maintenance, the maritime industry is better equipped to navigate the complexities of today's marine environment, ensuring smoother, safer, and more efficient voyages across the world's oceans.

 

Disclaimer:

Out of Box Maritime Thinker © by Narenta Gestio Consilium Group 2022 and Aleksandar Pudar assumes no responsibility or liability for any errors or omissions in the content of this paper. The information in this paper is provided on an "as is" basis with no guarantees of completeness, accuracy, usefulness, or timeliness or of the results obtained from using this information. The ideas and strategies should never be used without assessing your company's situation or system or consulting a consultancy professional. The content of this paper is intended to be used and must be used for informational purposes only.

Friday, January 31, 2025

Computer-Based Maintenance Management Systems (CMMS)

 A Computerised Maintenance Management System (CMMS) or Marine ERP with PMS software is an integrated solution for efficiently managing maintenance and inventory operations. These systems also aid in human and capital resource management, but it is essential to understand that CMMS is a tool—not a replacement for strategic management. This chapter examines the marine industry's CMMS functionalities, benefits, limitations, and challenges.


Key CMMS Functionalities

A CMMS integrates various functions to streamline maintenance activities, including:

  • Equipment and asset management
  • Work order and history tracking
  • Inventory control
  • Preventive maintenance planning and scheduling
  • Human resource and purchasing management
  • Invoice matching and accounts payable

These functionalities ensure seamless data management, task execution, and report generation. However, CMMS effectiveness relies heavily on accurate and consistent data input.


Essential CMMS Data Files

Equipment/Asset Identification and Specifications

Each equipment record in a CMMS contains essential details like equipment type, location, and specifications. This data ensures efficient work order creation, verification, and planning. Comprehensive equipment records eliminate manual searches and streamline maintenance workflows.


Equipment/Asset Hierarchies

Hierarchies group equipment into broader categories, enabling:

  • Aggregated maintenance cost tracking
  • Simplified equipment location identification
  • Comprehensive historical data analysis for root cause failure identification

Bills of Materials

Bills of materials (BOMs) link to specific equipment, listing major components and parts. Accurate BOMs aid in planning work orders and inventory management, ensuring the right parts are always available.


Spare Parts and Inventory Management

An effective CMMS maintains real-time inventory records, tracks usage trends, and automates reorder processes. Integration with procurement ensures parts availability, reducing downtime and costs.


CMMS User Roles and Applications

Maintenance Teams

Maintenance personnel use CMMS for work order initiation, planning, scheduling, and performance tracking. Features like automatic preventive maintenance (PM), work order generation, and resource allocation enhance efficiency.


Engineering Teams

Engineers leverage CMMS for project planning, equipment performance tracking, and modification history management. These insights help optimise maintenance strategies and improve equipment reliability.


Vessel Operations

Onboard crews use CMMS for:

  • Downtime Scheduling: Planning routine maintenance during scheduled equipment downtime.
  • Repair Request Backlog: Monitoring work order statuses without reliance on external communication.
  • Failure Analysis: Analysing repair histories by cause and effect to identify systemic issues.

Inventory Control

Inventory personnel manage parts usage, cross-reference inventory with equipment, and plan stock replenishment. Automated requisitioning and part-to-equipment cross-referencing improve inventory accuracy and reduce costs.


Purchasing Teams

Integrated CMMS systems streamline purchasing by consolidating requisitions, automating reorders, and managing supplier relationships. This integration reduces administrative overhead and ensures timely part availability.


Accounting and Finance

CMMS aids in cost tracking, budget preparation, and compliance with standards like ISO 9000. Accurate cost allocations and comprehensive maintenance histories ensure efficient financial management.


Executive Management

Senior managers use CMMS for:

  • Budget Tracking: Monitoring costs versus budgets for better resource allocation.
  • Regulatory Compliance: Ensuring adherence to IMO, STCW, ILO-MLC, and ISO standards.

Benefits of a CMMS

  • Efficient Data Management: Automated sorting, summarising, and displaying of maintenance data.
  • Enhanced Preventive Maintenance (PM): Reliable scheduling and notification systems ensure timely task execution.
  • Streamlined Inventory Management: Automated replenishment and reduced stockouts.
  • Accurate Scheduling: Resource-based work order scheduling improves task completion rates.

Limitations of a CMMS

Despite its benefits, CMMS is not a replacement for skilled personnel. Key limitations include:

  • Dependency on Proper Implementation: Partial implementations often lead to underutilisation.
  • Resource Constraints: Successful deployment requires time, training, and commitment.
  • Lack of Cultural Adaptation: Resistance to change can hinder system adoption.

Common Reasons for CMMS Failure

  1. Partial Implementation: Due to incomplete setups, many organisations use only 9% of CMMS functionality.
  2. Inadequate Resources: Underfunding and understaffing derail implementations.
  3. Misaligned Expectations: Overreliance on CMMS without addressing systemic issues.
  4. Poor Communication: Lack of a clear project plan leads to confusion and inefficiency.
  5. Work Culture Resistance: With staff buy-in, CMMS adoption is expanded.

Steps to Ensure CMMS Success

  1. Comprehensive Planning: Define clear objectives and allocate sufficient resources.
  2. Employee Training: Equip teams with the skills to utilise CMMS effectively.
  3. Collaborative Approach: Involve cross-functional teams to align system functionalities with organisational goals.
  4. Continuous Monitoring: Regularly review and optimise CMMS usage to maximise ROI.


FAQs on CMMS in the Marine Industry

1. What is the primary purpose of a CMMS in marine operations?
A CMMS improves maintenance efficiency by centralising data, automating workflows, and optimising vessel resource allocation.

2. How does a CMMS streamline inventory management?
A CMMS tracks inventory in real-time, automates reorders and provides usage insights, ensuring parts availability while reducing overstock and costs.

3. What are the key challenges of implementing a CMMS?
Challenges include partial implementations, inadequate training, resistance to cultural changes, and lack of stakeholder commitment.

4. Can a CMMS ensure regulatory compliance?
A CMMS assists with compliance by maintaining records and schedules for IMO, STCW, ILO-MLC, and ISO standards.

5. How can organisations maximise ROI from a CMMS?
To maximise ROI, ensure full implementation, provide thorough training, involve all stakeholders, and regularly review system performance.



Disclaimer:

Out of Box Maritime Thinker © by Narenta Gestio Consilium Group 2022 and Aleksandar Pudar assumes no responsibility or liability for any errors or omissions in the content of this paper. The information in this paper is provided on an "as is" basis with no guarantees of completeness, accuracy, usefulness, or timeliness or of the results obtained from using this information. The ideas and strategies should never be used without first assessing your company's situation or system or consulting a consultancy professional. The content of this paper is intended to be used and must be used for informational purposes only.



Wednesday, January 22, 2025

Computerised Planning and Scheduling: Streamlining Marine Maintenance Management

 The adoption of marine ERP systems has revolutionized maintenance management in the marine industry, offering opportunities and challenges. Effective computerisation requires a thorough understanding of the core components of maintenance management, which apply to diverse maintenance tasks, including routine, preventive, corrective, shutdown, and emergency maintenance. Below, we delve into the essential aspects of computerised planning and scheduling for marine operations.

Key Components of Maintenance Management

1. Work Requests:
A work request communicates specific maintenance needs, detailing critical information such as the equipment number, job number, required work, approvals, and priority levels. Proper documentation ensures clarity for the maintenance team.

2. Work Orders:
Work orders outline the scope and specifics of maintenance tasks. They include equipment details, job numbers, work descriptions, and resources needed, such as materials, tools, and personnel. These documents form the foundation for planning, scheduling, and creating maintenance histories, streamlining future analyses.

3. Prioritisation:
Efficient prioritisation determines the urgency and criticality of maintenance tasks. By assessing operational impact, safety concerns, regulatory compliance, and resource availability, maintenance teams can address high-priority jobs effectively, optimising resource utilisation.

4. Work Planning:
Planning involves addressing the "5 Ws and 1 H":

  • Why is the work needed?
  • What needs to be done?
  • Who will perform the task?
  • Where will it take place?
  • When will it occur?
  • How will it be accomplished?

This structured approach identifies resources, risks, and steps, minimising downtime and reducing costs.

5. Scheduling:
Scheduling aligns resources with tasks to ensure maintenance occurs efficiently. Plans are typically organised daily, weekly, monthly, or annually, focusing on minimising disruptions while meeting deadlines.

Enhancing Marine Maintenance with Computerised Systems

Organised Databases:
Computerised systems maintain a centralised database, incorporating cost assignments, equipment identification, crew lists, and spare parts catalogues. These databases enable informed decision-making and efficient resource allocation.

Cost Assignments:
Clear cost allocation procedures help cost centres or departments track expenses, aligning with established accounting practices.

Equipment Identification:
Unique identification codes simplify tracking and maintaining equipment. Grouping similar equipment under categories enhances efficiency while preserving detail.

Crew Management:
Crew lists detailing trades, roles, and availability support efficient task assignments and resource tracking.

Benefits of Computerisation

  1. Improved Maintenance Planning:
    Computerised systems offer tools for backlog management, resource allocation, and cost tracking, improving operational efficiency by up to 50%.

  2. Enhanced Reporting and Analysis:
    Comprehensive reports provide insights into work orders, inventory usage, and equipment performance, supporting continuous improvement.

  3. Streamlined Workflows:
    Integration of work orders, prioritisation, and scheduling ensures seamless communication and execution.

Implementation Steps for a Computerised Maintenance Management Program

1. Defining the Program:
Identify needs, costs, and system requirements. Then, decide whether to develop the software in-house or purchase an off-the-shelf package.

2. Organising the Implementation Team:
Form an interdisciplinary team with maintenance, data processing, and accounting expertise to oversee system definition and deployment.

3. Orientation and Training:
Educate personnel on using the system, from creating work requests to retrieving reports. Effective training ensures system adoption and utilisation.

4. Role Allocation:
Assign data entry, file maintenance, and report generation responsibilities to ensure smooth operations.

Features of an Effective Computerised Maintenance Management System (CMMS)

1. Online Inquiry:
Real-time access to work orders, materials, and equipment data reduces paperwork and enhances productivity.

2. Custom Report Generation:
Generate tailored reports for data-driven decisions, including equipment history, downtime, inventory valuation, and failure analysis.

3. Performance Monitoring:
Track performance against benchmarks using concise, actionable reports, including schedule compliance and backlog summaries.

The Importance of a Formal Work Order System

A work order system standardises maintenance operations, ensuring tasks are properly planned, prioritised, and tracked. This system:

  • Facilitates resource allocation.
  • Tracks performance metrics.
  • Enhances communication between departments.

Implementing a Priority System: The RIME Approach

The Ranking Index for Maintenance Expenditures (RIME) system assigns priority levels based on equipment criticality and task importance. This structured approach minimises biases and aligns maintenance activities with operational priorities.

Advanced Features of Computerised Systems

Inventory Management:
A CMMS ensures spare parts availability by tracking inventory status, vendor information, and reorder requirements.

Equipment Monitoring:
Maintain detailed equipment histories, monitor performance trends, and optimise preventive maintenance schedules.

Performance Analysis:
Use advanced analytics to identify inefficiencies, evaluate costs, and improve maintenance strategies.

The Path Forward: Continuous Improvement

Planning and scheduling are dynamic processes. Regular audits of work orders, coupled with feedback from completed tasks, refine maintenance strategies, reducing delays and optimising outcomes.


FAQs on Computerised Planning and Scheduling in Marine Maintenance

1. What is the primary benefit of computerising maintenance management in the marine industry?
Computerisation enhances efficiency by centralising data, streamlining planning, scheduling, and reporting processes, and reducing downtime and costs.

2. How does prioritisation improve maintenance operations?
Prioritisation ensures critical tasks are completed first, optimising resource allocation and preventing costly operational disruptions.

3. What features should a good CMMS include?
A robust CMMS should offer real-time data access, custom reporting capabilities, performance tracking, and seamless integration of inventory and work orders.

4. How can equipment identification systems benefit maintenance management?
Unique equipment identification simplifies tracking, supports preventive maintenance, and improves resource allocation.

5. Why is a formal work order system essential?
A work order system standardises processes, tracks performance, and ensures accountability, leading to better decision-making and resource management.

Disclaimer:

Out of Box Maritime Thinker © by Narenta Gestio Consilium Group 2022 and Aleksandar Pudar assumes no responsibility or liability for any errors or omissions in the content of this paper. The information in this paper is provided on an "as is" basis with no guarantees of completeness, accuracy, usefulness, or timeliness or of the results obtained from using this information. The ideas and strategies should never be used without first assessing your company's situation or system or consulting a consultancy professional. The content of this paper is intended to be used and must be used for informational purposes only.

Tuesday, January 14, 2025

2.10 COMPUTERISED PLANNING AND SCHEDULING

 By Aleksandar Pudar

Technical Superintendent and Planned Maintenance Supervisor Reederei Nord BV

Co-founder of "Out of Box Maritime Thinker Blog" and Founder of Narenta Gestio Consilium Group

With the availability of marine ERP systems, computerisation of maintenance management has become increasingly common in the marine industry. However, it is essential to recognise that computerisation can yield benefits and drawbacks. Therefore, it is crucial to understand the components of the maintenance management function to computerise it successfully. These components apply to various types and levels of maintenance work, such as routine, preventive, corrective, shutdown, and maintenance.

Work Request. A maintenance work request is a document that provides instructions to the maintenance department regarding the required work. It contains essential details such as the equipment number, a unique job number, the requested work, any necessary approvals, and the priority level of the work.

Work Order. A work order is a document that provides instructions to the maintenance team on the required work. It includes details such as the equipment number, a unique job number, the work description, necessary approvals, and the work priority.

The work order also identifies the necessary crafts, materials, special tools, and critical timelines to complete the job. Therefore, it is crucial to agree upon the work order format at the beginning of the computerisation process, as it is the foundation for defining the job, planning, scheduling, and controlling the work, as well as creating histories for future analysis.

The work order is not preloaded in marine ERP systems but is rapidly generated and stored in the database for future reference. Proper documentation of work orders helps maintenance teams to efficiently track, manage, and report on their activities, which is crucial to achieving optimal asset performance and reducing downtime.

Prioritising. The act of determining which jobs have precedence is known as work prioritisation. As the maintenance function has limited resources available at any given time, it is important to prioritise work to ensure that the most critical and urgent jobs are addressed first. This act is typically performed formally or informally, depending on the size and complexity of the maintenance operation. The prioritisation process involves considering factors such as the impact of equipment failure on operations, safety, regulatory compliance, cost, and the availability of resources such as labour, materials, and equipment. Effective work prioritisation is crucial to ensure that maintenance resources are used efficiently and that equipment downtime minimises.

Work Plan. It involves asking questions about the work to develop a plan for completing it efficiently and effectively. The questions are commonly called the 5 Ws and 1 H: Why is the work necessary? What work needs to be done? Who will do the work? Where will the work be done? When will the work be done?

Moreover, how will the work be done? The answers to these questions help to identify the scope of the work, the resources needed, the potential risks, and the steps required to complete the work successfully. By planning the work, maintenance groups can optimise their use of resources and minimise downtime, resulting in improved asset reliability and reduced costs.

Job Sequence or scheduling refers to determining when and how maintenance work will be performed. It involves considering factors such as equipment availability, resource availability, priorities, and deadlines. Scheduling can be done at several levels: daily, weekly, monthly, and annually. The goal is to ensure that maintenance work is performed efficiently and effectively while minimising downtime and disruptions to operations.

Total backlog is commonly known as the "open work order report" or "work backlog report". It includes all work requests and maintenance activities that have been identified but have not been completed or scheduled. In addition, the report typically provides details such as the equipment or asset to be maintained, the nature of the work required, and the priority level assigned to the work order. The work backlog report is an important tool for maintenance managers to ensure that all necessary work is accounted for and that resources are used effectively to manage maintenance activities.

Ready backlog is commonly known as the "Ready to Schedule" or "Ready to Plan" list in a CMMS. It is a list of work orders that have been reviewed and planned and are now waiting to be scheduled for execution. This list typically includes all the necessary information for scheduling, such as job priority, estimated labour and materials, and any special tools or equipment required. The purpose of this list is to provide the maintenance planner with a complete overview of all the work that is ready to be scheduled, helping them to allocate resources and manage priorities effectively.

Control Reports are typically referred to as a "work history" or "maintenance history," which includes details about the work performed when it was done, who performed it, what materials and tools were used, and any other relevant information. This history can be used for future analysis and decision-making related to maintenance activities.

Computerisation brings about the organisation through the creation of an organised database. The components of the maintenance management function are essential in defining the elements of the database, which include cost assignments, equipment identification, employee lists, and other related information. With an organised database, maintenance managers can easily access and track information related to equipment, maintenance activities, and personnel, allowing for better decision-making and efficient allocation of resources.

Assignment of Costs usually follows the patterns established by accounting procedures used at a particular vessel or fleet level. It generally recognises cost centres, departments, divisions, and so on and is frequently, but not necessarily, location-oriented. Although various approaches can be used to develop sort levels or accumulate costs, a clear definition of the approach is critical at the start of a program to computerise maintenance management for a tanker vessel or a tanker management organisation.

Equipment Identification In the marine industry, equipment identification is a critical component of the maintenance management function. Equipment numbering usually takes the form of a unique identification code assigned to each physical asset or function on the vessel, on which maintenance resources will be expended. However, the identification and numbering of equipment can be a complex process and require careful consideration. Therefore, it is essential to balance identifying equipment in sufficient detail and avoid creating a burdensome and confusing numbering system.

For instance, in the case of a tanker vessel, each piece of equipment, such as pumps, valves, boilers, and generators, may be assigned a unique identification number; this can help to identify the equipment quickly and accurately during maintenance and repair tasks. However, grouping similar types of equipment under a general category, such as "engine room machinery" or "navigation equipment," may also be helpful in efficiently managing maintenance tasks. Ultimately, the equipment identification system should be designed to meet the vessel's specific needs and the maintenance management program.

Employee & Crew Lists. In the marine industry, crew lists are also essential to consider, as they are responsible for the operation and maintenance of the vessel. In addition to trades or crafts, the crew list should include positions such as captain, chief engineer, electrician, and other relevant roles; this helps to ensure that the appropriate crew members are assigned to maintenance tasks based on their skill set and availability. It also enables tracking crew time and costs associated with maintenance work, which can be helpful for budgeting and resource allocation.

Priorities Agreeing on a priority approach is crucial when building a database for a computerised maintenance management system. Priority levels can help maintenance personnel and management determine which work requests and work orders must be completed based on factors such as safety, impact on production, or equipment criticality. Several priority approaches can be used, such as assigning a numerical value to each priority level (e.g. 1-5, with 1 being the highest priority), using a colour-coded system (e.g. red for high priority, yellow for medium priority, green for low priority), or using a combination of both. It is essential to establish clear guidelines for assigning priorities to work orders and ensure that all system users consistently follow these guidelines.

Stores Catalog For managing spare parts for ships or vessels, it is essential to have a complete spare parts catalogue with detailed information such as the part number, part description, location, quantity, and price. The catalogue should also indicate which parts are regularly stocked and which must be procured on demand. Furthermore, it is critical for vessels to ensure that spare parts are available onboard or at the nearest port to minimise downtime in case of equipment failure. Therefore, a well-organised spare parts management system integrated with the maintenance management system is essential for effective maintenance planning and management control in the marine industry.

Equipment Bill of Materials. A comprehensive inventory list of parts associated with a specific equipment number in the stores. This list should include stocked and non-stocked parts, the part description, manufacturer, vendor, unit cost, delivery lead time, and the quantity required for the equipment.

Cause Codes. The establishment of standardised codes to identify the root causes of maintenance work requests. These codes can be used to develop preventive maintenance (PM) schedules within the system and to analyse maintenance work to develop corrective maintenance programs.

Action Codes.Standardised identification of the actions taken to address a work request; this includes identifying the level of repair or corrective action taken and can help initiate a corrective maintenance program.

A computerised maintenance management system alone cannot effectively plan maintenance work. It is not capable of:

·         Determining if work requests provide sufficient information for maintenance personnel to understand what is required

·         Creating sketches or illustrations to clarify work requirements

·         Selecting appropriate materials for the job

·         Identifying time constraints due to production or other needs

A computerised maintenance management system is a valuable tool for planning maintenance, but it should be used with other planning methods. It can provide valuable information such as manpower backlogs, equipment histories, equipment parts lists, material availability, preventive maintenance schedules, and cost tracking.

2.10.1 WHY COMPUTERIZE MAINTENANCE MANAGEMENT?

Maintenance is a significant cost in the marine business or service industry, and its share is expected to increase as automation becomes widespread. Therefore, it is crucial to optimise the use of this resource. Planning and scheduling maintenance is one way to achieve this, but the associated clerical work can be challenging. However, computerisation can minimise this issue if implemented correctly. A computerised system can provide information on the backlog for different types of work, material availability, and costs by job, facility, or work type, among other things; this can improve the effectiveness of planning, scheduling, and cost tracking by up to 50%, and may even offer additional information at no extra cost.

2.10.2 ORGANISING FOR COMPUTERISATION

The first step in computerising maintenance management is to define the program, whether through purchasing a software package or developing it in-house. Determining what needs to be done and what costs to track is essential. The program should provide information on material availability, including location, quantity on hand, and vendors, and generate purchase orders when needed. Equipment histories should be generated, and the program may need to be maintenance management-oriented, provide information to corporate headquarters, or connect to other facilities within the corporate structure. A high-level person responsible for the maintenance function should head up the interdisciplinary team responsible for defining and implementing the program. Disciplines represented on the project team include maintenance, data processing, and accounting, with industrial engineering, purchasing or material control, payroll, and production also potentially helpful. The team should be kept to a workable size, and technical evaluation should follow program definition, including hardware evaluation and make-or-buy software considerations.

2.10.3 IMPLEMENTATION OF A COMPUTERISED MAINTENANCE MANAGEMENT PROGRAM

Organising the implementation of a computerised maintenance management program is a critical step, and the project team needs to define specific roles and responsibilities. The following items should be considered during this phase:

·         Determining who will perform maintenance planning and scheduling

·         Establishing who will load semipermanent information, such as cost centres, employee lists, parts lists, equipment lists, cause codes, action codes, budgets, and other information that is not changed frequently

·         Defining who will maintain files on a daily and weekly basis, such as a planner to load work orders, a time clerk to load employee timesheets, or a storeroom clerk to load material requisitions

·         Establishing the type of security to be included in the system to designate who can enter, modify, or view information and who can call for reports

·         Designing forms for data entry that are compatible with the computer's entry format and include work orders, time sheets, and material requisitions

·         Orientation and training are also crucial aspects of the implementation process. Orientation involves informing people what will be done or what is being done, while training instructs people on how to do something. For example, it is necessary to train all users to write a work request, exercise the priority system, and enter data correctly, as well as appropriate maintenance people on how to retrieve information and maintenance and production management on how to read and interpret reports and available information.

·         Although computerising maintenance management can be challenging, the benefits, including better labour and equipment utilisation and reduced store inventory, are usually significant.

2.10.4 OPERATING CHARACTERISTICS OF A GOOD SYSTEM

2.10.4.1 ONLINE INQUIRY is an essential feature of a well-designed computerised maintenance management system. It allows users to access information quickly and easily without generating excessive paper. The system should provide screen viewing and on-demand access to work orders, material, and equipment information. This feature can help to reduce the time required to complete tasks and improve overall productivity. Additionally, online inquiry can facilitate collaboration and communication between different departments and users within an organisation.

Work Orders. The work order is the primary control document in a computerised maintenance management system. When viewing a work order on a screen, the following information should be easily accessible:

·         The equipment the work is intended for

·         A description of the work to be done

·         The priority of the work

·         Charging centres to assign the costs incurred

·         Dates of when the work order was created, last worked on and completed

·         Current status of the work backlog

·         Estimated time for completion by craft

·         Costs of labour and materials are charged to the work order.

While other information may be helpful, the abovementioned details are essential for effective maintenance management. Moreover, a good computerised maintenance management system should allow users to view work orders selectively based on various criteria, such as cost areas, equipment numbers, dates written, issued, completed or last worked, priority level, backlog status, cause or action is taken, trade, supervisor and planner. This feature significantly reduces the time required for file searching by the user.

Material. Effective management of a storeroom is essential for maximising equipment and manpower utilisation. In a computerised maintenance management program, the system should provide on-screen access to the following information related to the material in the storeroom:

·         Catalogue of parts by part number

·         Catalogue of parts by location

·         Summary of parts status

·         Open purchase orders

·         Parts that have been issued and returned

The system should also allow the viewing of the following:

·         Vendors

·         Maximum and minimum quantities

·         Costs

·         Reorder quantities

·         Periodic usage information

·         Delivery lead time for parts that are not kept in stock.

Equipment. The third component of an effective maintenance management program is focused on equipment. The computerised system should allow for the following information to be readily viewed on screen to ensure proper management of equipment :

         A hierarchical equipment list

         A list of work orders for each piece of equipment

         A parts list or bill of materials for each piece of equipment

         A record of maintenance costs (including labour and materials) for each piece of equipment          

2.10.4.2 CUSTOM REPORT GENERATION

Another key feature of an effective computerised maintenance management system is the ability to produce custom reports. The selection criteria for these reports should be similar to those used for screen viewing and may include the following types of reports:

Work Orders

         Work order status reports

         Backlog reports

         Equipment history reports

         Cost reports by equipment, trade, or other criteria

         Preventive maintenance schedules and completion reports

         Material usage reports

         Inventory valuation reports

         Vendor performance reports

         Employee performance reports

         Downtime reports

         Failure analysis reports

         Root cause analysis reports

         Safety inspection reports

         Audit reports

         Management summary reports

Materials

         Parts catalogue report

         Inventory status report

         Inventory usage report

         Reorder report

         Physical inventory report

         Location catalogue report

         Parts activity list report

         Vendor names and addresses report

         Purchase order list report

Equipment

         Equipment lists

         Equipment status

         Equipment parts list

         Equipment parts usage

2.10.4.3 PERFORMANCE REPORTS

The third important characteristic of a good computerised maintenance management system is the ability to measure performance against targets or budgets. The reports generated should be concise and meaningful for maintenance management and include an analysis of hours, a backlog summary (total and ready), a closed job summary, schedule compliance by hours, and PM compliance.

However, the most crucial characteristic of the program is that it should be user-friendly; this means that users should be able to access information easily through a series of menus and questions posed by the computer rather than having to know how to query the system in its language. In addition, the program should be capable of efficiently handling large amounts of information and various types of input and output while being easily understandable at its interface by personnel of all levels of expertise, including clerks, maintenance workers, and operators.

2.10.5 WORK ORDER SYSTEM

Purpose. A formal work order system is essential to a maintenance management program. It helps ensure maintenance work is planned, scheduled, and executed efficiently and effectively. In addition, the work order system acts as an information network, providing inputs and outputs for all phases of the maintenance program, from work requests to completion. It also helps to track costs and provide data for analysis and continuous improvement of the maintenance program.

Scope. A formal work order system is crucial in maintaining an organised and efficient maintenance program. It serves as a channel for communication, input, and output for all maintenance phases, from requesting and planning to controlling, recording, and analysing work performance. In addition, the work order form acts as a tool to relay necessary information regarding requested work to the maintenance department.

The benefits of a work order system include:

         Providing a common means of transmitting maintenance service requests, ensuring that necessary information is included.

         Screening and analysing all work requests ensures that only necessary and relevant work is performed.

         Preplanning and estimating time, methods, and materials required for optimum performance.

         Controlling the distribution of work among maintenance groups by prioritising the most important work.

         Tracking performance regarding time, cost, and materials for specific maintenance work is requested.

Verbal work orders often result in unnecessary, unauthorised, or unwanted work. Therefore, all requests for maintenance services must be submitted in writing using the work order form. In addition, the work order and the planning package accurately document individual maintenance jobs and can serve as a reference for similar jobs in the future.

2.10.6 PRIORITY SYSTEM

The purpose of developing a relative priority ranking system for maintenance work is to objectively identify the most needed and important work to be performed first, based on a quantitative index of its relative importance. Without such a system, decisions about what maintenance work to perform and when may be made subjectively by one or several persons without considering the overall needs of the facility. Therefore, a well-designed priority ranking system should be based on the collective judgment of those responsible for the facility's operation and should produce a ranking less likely to be influenced by personal judgments or biases; this can help ensure that maintenance work is performed systematically and efficiently based on the most critical needs of the facility.

The Ranking Index for Maintenance Expenditures (RIME) system is designed to provide a comprehensive and accurate ranking of maintenance work based on a wide range of priority values. It is essential to include the following elements to ensure a successful implementation of the priority system:

         The priority system should cover all aspects of the plant's operations.

         All personnel involved in production and maintenance should understand and follow the priority system.

         The priority system should be based on profit.

The RIME system considers the criticality of equipment and facilities and the importance of the work to compute the job priority index. These two factors are multiplied to establish the value of the work, with higher values indicating a greater level of importance.

2.10.7 PLANNING PROCEDURE DEFINED

Work order planning involves detailed analysis and preparation of selected jobs in advance to ensure efficient and effective execution at a future date. It involves identifying and describing the work, task sequence, required resources, estimated cost, and initial and restart efforts. Here is a detailed outline of the procedure for work order planning:

1.        Determine if the work order requires planning.

2.        Analyse the work requested:

a.        Ensure the information provided is complete and adequate.

b.        Confirm that the work is needed and that the required approvals have been made.

c.        Determine the reason for the work.

d.        Determine the required level of planning.

e.        Visit the job site and analyse the job in the field.

3.        Determine the basic approach to be followed:

a.        Establish the priority of the work.

b.        Determine the work's effect on operations, including downtime requirements.

c.        Consider plans for the equipment.

d.        Determine if the equipment is scheduled for overhaul, replacement, or phasing out.

e.        Consider if repair is a viable option instead of replacement.

f.         Make sketches as required.

4.        Identify any special considerations, needs, and conditions: Determine if production assistance is required.

5.        Identify if engineering support is required: If necessary, notify engineering or change the status of the work order to awaiting engineering.

6.        Identify if contract service is required: If necessary, contact the contractor or have the appropriate person do so.

7.        Identify work for the maintenance department.

8.        Identify necessary information.

9.        Identify required instructions: Provide a job plan detail by task.

10.     Identify required manpower.

11.     Estimate required man-hours.

12.     Identify any special tools or permits required:

a.        Determine if the work is overhead.

b.        Determine if a welding permit is needed, if welding is required.

c.        List any special tools.

13.     Identify required materials/parts: List any special materials/parts needed.

14.     Determine the required purchase order number for non-stock or out-of-stock items.

15.     Order required material/parts:

a.        Record the work order number on the purchase order and the purchase order number on the work order.

b.        Change the work order status to awaiting parts in the backlog file.

16.     Record received material/parts:

a.        Charge the material/parts received to the work order.

b.        Change the work order status from awaiting parts in the backlog file when all parts are received.

17.     Stage all materials/parts and tools according to the schedule.

18.     Identify the supervisor responsible for the work.

19.     Plan the work order.

20.     Change the status of the planned work order to the appropriate ready-to-schedule category and place it into the backlog file

2.10.8 SCHEDULING PROCEDURE DEFINED

Scheduling is a critical process that involves allocating resources to specific jobs at a specific time while ensuring that the necessary equipment or job site is accessible. It is closely tied to planning and is the marketing arm of a successful maintenance management program. The main goal of scheduling is to ensure that resources are available when the equipment is available.

The schedule should represent the best utilisation of skilled labour, a statement of priorities acceptable to maintenance and operations and a means of communicating those commitments. To create a preliminary schedule, the maintenance supervisors meet to determine labour availability for the coming week and schedule work for all available labour hours. They also review all PMs and ready-to-schedule work orders and determine downtime requirements and priorities. They then prepare a preliminary schedule for each supervisor/area, listing jobs in descending order of priority for the entire week by day.

The operations representative and maintenance supervision must meet to create the final schedule. They review and markup the preliminary schedule, determine the final schedule of priorities for the week, verify that all parts and special tools are on hand, and prepare the final schedule for each supervisor in descending order of priority for the entire week by day. Finally, the final schedule is distributed to all parties involved.

2.10.9 PLANNING FOLLOW-UP

Effective planning is not a one-time process but an ongoing effort to improve and optimise the maintenance program. Therefore, the planner needs to observe the progress of preplanned jobs and identify potential issues or delays that may arise. By doing so, the planner can improve their preplanning expertise and refine the planning process.

During the follow-up process, the planner should address common problem areas, such as ensuring clear and adequate communication with all personnel involved, proper time utilisation, and precise translation of the job plan.

Once work orders are completed, they should be returned to the planner for review. This feedback is critical to improving job plans and ultimately eliminating delays in work execution. Planning aims not simply to repair quickly but correctly and efficiently without delays.

Therefore, constant work order audits and reviews are essential to drive this goal and continuously improve the maintenance program.

2.10.10 ANALYSES AND REPORTS

Work Orders. The work order system stores information related to specific work for equipment or facilities, which could include corrective or preventive maintenance, emergency, routine, or standing orders. This data helps answer standard questions such as what, when, where, why, who, how much, and how often. The system produces two types of reports for output:

1.        Planning process data and specific information about job orders can be accessed through reports such as work order status, work order recording and update, backlog status report, closed job status report, PM master schedule, and equipment downtime report. In addition, backlog and completed job reports can be generated based on various selection criteria, including customer organisation, equipment number, work order priority, key dates, component codes/action codes, backlog status, cause codes, and craft.

2.        Performance control data for management is provided weekly and monthly through reports such as hours analysis, backlog job summary, closed job summary, schedule compliance report, and PM compliance report. These control reports should provide summaries by operating organisation and maintenance craft.

Work Control. All of these reports are important for effective maintenance management. For example, the work order status report provides information on the status of work orders, including whether they are planned, in progress, or completed. In addition, the backlog status report provides information on the amount of work that needs to be done and how much is ready to be scheduled. Finally, the closed job status report provides information on completed work orders, including how long they took and how much they cost.

The work order craft list helps manage resources by providing information on the crafts required for each job. The preventive maintenance master schedule helps to ensure that preventive maintenance tasks are performed on schedule. The preventive maintenance compliance report shows whether or not preventive maintenance tasks were completed as scheduled.

The equipment downtime report provides information on when equipment is unavailable for use due to maintenance. The work order cost report provides information on the cost of maintenance work. Finally, the hours analysis report shows how much time is spent on maintenance tasks.

The scheduled compliance report shows whether work orders are being completed on schedule. The backlog job summary report provides information on the status of work orders in the backlog. Finally, the closed job summary report provides information on completed work orders, including the total cost and duration of the work.

Finally, the timesheet transaction list provides detailed information on how much each worker spends on each maintenance task. These reports are essential for effective maintenance management, and a computerised maintenance management system should be able to generate them easily and accurately.

Parts Inventory. The parts inventory system plays a crucial role in the effective maintenance system by controlling the availability and usage of spare parts. It is responsible for identifying and locating spare parts in the storeroom, determining their availability, status, and inventory levels, and maintaining purchase order status and vendor information. Moreover, it records cost and usage data against work orders written and equipment repaired, providing a cost-effective analysis of maintenance operations. Therefore, a computerised parts inventory system should provide various reports, such as inventory status, reorder report, vendor name and address list, physical inventory listing, parts activity transaction list, and purchase order listing, to ensure proper control and management of the inventory.

Equipment. An effective maintenance system's equipment section contains data crucial for identifying and tracking individual equipment pieces or physical locations and keeping a history of labour and material costs. The system uses the accumulated data to evaluate necessary changes in preventive and corrective maintenance programs, analyse the work performed through work orders, compare parts issued through inventory for trends, determine whether to repair or replace equipment and identify common parts between different equipment.

A computerised system should provide the following reports to facilitate effective management

         Equipment listing

         Equipment status report

         Equipment parts catalogue listing (organised by equipment number)

         Equipment parts catalogue listing (organised by part number)

         Equipment status summary.


 

 

Disclaimer:

Out of Box Maritime Thinker © by Narenta Gestio Consilium Group 2022 and Aleksandar Pudar assumes no responsibility or liability for any errors or omissions in the content of this paper. The information in this paper is provided on an "as is" basis with no guarantees of completeness, accuracy, usefulness, or timeliness or of the results obtained from using this information. The ideas and strategies should never be used without first assessing your company's situation or system or consulting a consultancy professional. The content of this paper is intended to be used and must be used for informational purposes on

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