Section 22.1 The Importance of a Robust Planned Maintenance System (PMS)

A Planned Maintenance System (PMS) is a structured approach to organizing, scheduling, and documenting all maintenance activities onboard a vessel. It moves maintenance from a reactive (“fix it when it breaks”) approach to a proactive and preventative one. For a bulk carrier, with its complex machinery, extensive hull structure, and demanding operational profile, an effective PMS is not just a good idea—it’s a fundamental requirement for safe, reliable, and compliant operations.

1. Definition and Objectives of a PMS:

Definition: A PMS is a documented system that schedules maintenance tasks for all relevant shipboard equipment and structures at predetermined intervals or based on condition monitoring, ensuring that work is carried out systematically and records are maintained.

Key Objectives:

Enhance Safety: By ensuring that critical safety equipment (LSA, FFE, navigation equipment, steering gear) and systems are always in optimal working condition, reducing the risk of accidents.

Ensure Reliability and Prevent Breakdowns: Minimize unexpected equipment failures and costly downtime by addressing potential issues before they escalate. This is crucial for maintaining schedules and commercial reputation.

Maintain Seaworthiness: Ensure the structural integrity of the hull and the operational readiness of essential machinery, keeping the vessel seaworthy.

Compliance with Regulations and Class: Meet the maintenance requirements of international conventions (SOLAS, MARPOL), Flag State regulations, and Classification Society rules. A well-documented PMS provides evidence of due diligence.

Optimize Performance: Keep machinery and equipment operating at optimal efficiency, which can lead to fuel savings and reduced wear and tear.

Extend Equipment Lifespan: Proper and timely maintenance can significantly extend the operational life of machinery and components.

Cost Control: While maintenance involves costs, a PMS helps to control these by:

Reducing expensive emergency repairs and unscheduled downtime.

Allowing for better planning of spare part procurement.

Optimizing the use of crew labor.

Budgeting and Planning: Provides a basis for budgeting maintenance expenses and planning for major overhauls.

Preserve Asset Value: A well-maintained vessel with a good PMS record generally commands a higher resale value.

2. Key Components of an Effective PMS: An effective PMS, whether paper-based or (more commonly now) computer-based, typically includes:

Inventory of Equipment: A comprehensive list of all machinery, equipment, and systems onboard that require maintenance, each with a unique identifier.

Maintenance Schedules:

Interval-Based: Tasks scheduled based on running hours (e.g., for engines, pumps), calendar time (e.g., weekly, monthly, annually), or operational cycles.

Condition-Based: Tasks triggered by the condition of the equipment, as determined by inspections, performance monitoring, or diagnostic tools (e.g., vibration analysis, oil analysis).

Maintenance Procedures/Job Descriptions: Clear, step-by-step instructions for carrying out each maintenance task, including:

Safety precautions to be observed (Lockout/Tagout, PPE).

Tools and spare parts required.

Expected duration of the task.

Acceptance criteria or performance tests upon completion.

Spare Parts Inventory Management: A system for tracking the inventory of spare parts, identifying reorder levels, and managing procurement.

Record Keeping: A system for recording:

When maintenance tasks are completed.

Who performed the work.

Details of work done (e.g., parts replaced, measurements taken, condition found).

Any defects found and corrective actions taken.

Running hours or calendar dates for rescheduling the next maintenance.

History Tracking: The ability to access the maintenance history for any piece of equipment, which is invaluable for troubleshooting, identifying trends, and planning future maintenance.

Reporting Capabilities: The ability to generate reports on maintenance status, overdue tasks, spare part consumption, and equipment reliability.

Link to Purchasing System: Often integrated with the purchasing system for streamlined spare parts ordering.

Responsibility Assignment: Clearly defined responsibilities for planning, executing, and recording maintenance tasks (e.g., Chief Engineer for machinery, Chief Officer for deck equipment).

3. ISM Code Requirements: The International Safety Management (ISM) Code (Section 10 – Maintenance of the Ship and Equipment) mandates that the company establish procedures to ensure that the ship is maintained in conformity with the provisions of relevant rules and regulations and with any additional requirements which may be established by the company. These procedures must include:

Inspections at appropriate intervals.

Reporting of non-conformities, accidents, and hazardous occurrences.

Appropriate corrective action.

Maintenance records. The PMS is the primary tool for meeting these ISM Code requirements.

4. Benefits of a Computerized Maintenance Management System (CMMS): While paper-based systems can exist, most modern vessels utilize CMMS software, which offers significant advantages:

Automation: Automatic generation of work orders, scheduling reminders.

Improved Record Keeping: Easier data entry, storage, and retrieval of maintenance history.

Better Planning and Scheduling: Enhanced ability to plan and coordinate maintenance activities.

Spare Parts Control: More efficient inventory management and links to purchasing.

Data Analysis and Reporting: Powerful tools for analyzing maintenance data, identifying trends, and generating reports for management and auditors.

Accessibility: Information can be easily accessed by relevant personnel onboard and ashore.

Reduced Paperwork: Streamlines administrative tasks.

5. The Master’s Role in Relation to the PMS: While the Chief Engineer is typically responsible for the day-to-day management and execution of machinery maintenance, and the Chief Officer for deck and cargo equipment maintenance, the Master has overall responsibility for the effective implementation of the PMS onboard.

Ensuring Implementation: Verify that the PMS is being used correctly by all departments and that maintenance is being carried out as scheduled.

Resource Allocation: Ensure that adequate time, manpower, and resources (tools, spares) are made available for planned maintenance, balancing operational demands with maintenance needs.

Monitoring and Review: Review PMS reports, overdue maintenance lists, and defect reports to stay informed about the vessel’s condition and ensure critical issues are being addressed.

Promoting a Maintenance Culture: Foster a culture where planned maintenance is seen as a priority and not just a paperwork exercise.

Liaison with Company: Communicate with the company regarding significant maintenance issues, spare part requirements, and any challenges in implementing the PMS.

Verification During Audits/Inspections: Ensure the PMS records are up-to-date and accurately reflect the maintenance carried out, as this will be scrutinized during ISM audits, Class surveys, and PSC inspections.

Budgetary Input: May provide input to the company regarding maintenance needs and budget planning.

6. Challenges in PMS Implementation:

Operational Pressures: Balancing maintenance schedules with tight voyage schedules and port turnaround times can be challenging.

Crew Workload and Fatigue: Ensuring sufficient rested manpower for maintenance tasks.

Availability of Spares: Delays in receiving necessary spare parts can disrupt the PMS.

Quality of Procedures: Poorly written or unclear maintenance procedures can lead to incorrect work.

Training and Familiarity: Ensuring all relevant crew are trained in using the PMS (especially if computerized) and understand their maintenance responsibilities.

“Pencil Whipping”: The risk of maintenance being recorded as done without actually being performed properly. This requires diligent oversight.

A robust and effectively implemented PMS is a critical pillar of safe, reliable, and efficient bulk carrier operation. It requires commitment from both shipboard personnel, under the Master’s leadership, and the shore-based management team. The long-term benefits in terms of safety, reliability, compliance, and cost-effectiveness far outweigh the effort required to maintain such a system.