MARAD NS Enterprise Shipboard Guidance Ver 6_5_19_2 Feb_2022.pdf

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Table of Contents

Introduction

Basic Functions

Logging into NS Enterprise

Standards and Conventions Used in the Software My Workspace Messaging Within NS Enterprise

Hierarchy

1. Hierarchy Overview and Explanation

2. Equipment – Definition

3. Equipment – Inclusion into the Hierarchy

4. Equipment – New Adding to Hierarchy

5. Equipment – Cross Referencing

6. Equipment – Removal

7. Parts – Definition

8. Parts – New Adding to Hierarchy

Maintenance Concepts

1. Maintenance & Repair Diagram

2. MARAD Maintenance Protocol

3. Maintenance Process Overview – Jobs and Scheduling

4. Standard Jobs and Work Order Priority

5. Standard Jobs – Maintenance & Repair Documents

6. Standard Jobs – Active and Dormant

7. Standard Jobs – Inherent Predecessors

8. Running Hours Explanation

9. Maintained Parts

10. Surveys & Certificates

11. Equipment – History

Maintenance Functional Instructions

1. Maintenance Plan

2. Work Order – Creation Scheduled Work from Standard Job

3. Work Order – Creation Unscheduled Work

4. Work Order – Completed by the Crew Requirements

5. Work Order – Related Work

6. Work Order – Close

7. Service Requisition – Creation

8. Service Requisition – Minimum Requirements

9. Services/Miscellaneous Work

10. Findings – Work Orders / Service Purchase Orders

11. Standard Job – Crediting by Unscheduled Work Orders

12. Standard Job – Link to a Completed Service Purchase Order

13. Standard Job – Change of Protocol (modify, new, delete)

14. Running Hours – Update

15. Searching for Documents / Searches / Bookmarks

16. Searching for Standard Jobs

17. Defining, Organizing, and Finding ABS/Coast Guard/Critical Jobs

18. Event – Creation and Practical Usage

19. Work Week of the Chief Engineer

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1. Purchasing Diagram

2. Purchasing Documents

3. Projects

Purchasing Functional Instructions

1. Material Requisition – Creation

2. Material Requisition – Authorization

3. Material Requisition – Review

4. Material Requisition – Cancellation

5. Material Requisition – Link to Work Order

6. Material Requisition – Status

7. Purchase Order – Taking Delivery

8. Purchase Order – Changing Delivery for an Existing PO Delivery

9. Service Purchase Order – Material Procurement & Consumption

10. Services Purchase Order & Material Purchase Order – Managing Taxes and/or Shipping & Handling

11. Service Purchase Order – Completion

Inventory Concepts

1. Inventory Diagram

Inventory Functional Instructions

1. Hierarchy – Movement of Equipment or Parts

2. Spares Storage Locations

3. Spares Storage Locations – Movement of Parts Between Storage Locations

4. Inventory Reconciliation

5. Label Printing

6. Transfer Order – Delivery

7. Seal Log – Maintenance

Reference Materials

Copyright 2022, Management Systems Consulting LLC 19901 Southwest Freeway Sugar Land, Texas 77479

All Rights Reserved. No part of this manual may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission from Management Systems Consulting LLC. United States Maritime Administration, its employees, and contract mariners are granted license, for original consideration paid, to reproduce, store, or transmit in any form or by any means, as well as to edit, reformat, and/or substantially change the original content of this manual, to the extent that such licensed use is for the exclusive distribution to, and/or use aboard or within, vessels or shore facilities of MARAD.

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Introduction

This document reflects the requirements as set forth by the Ready Reserve Force Management Systems (RMS) Program Office for the proper use of the MARAD NS Enterprise System. The procedures contained herein are directed at the NS Enterprise shipboard user and are consistent with the NS Business Protocol established for MARAD Ship Managers.

The NS Business Protocol and PM Protocol Documents are critical sister documents that should be used in conjunction with this document. Note: Appendix documents page xxx

Every attempt has been made to cover contingencies and scenarios that may happen in practice. In the event you have any questions or concerns regarding use of the NS Enterprise system, contact the RMS Help Desk (RMS@dot.gov) before making any assumptions, as this will allow for consistent use across the fleet. Shipboard users should also adhere to guidance provided by their respective ship manager.

We further stress that should you not be sure of a process, any experimentation or testing should be initially done in the NS Enterprise TRAINING database, as this will not affect your NS Enterprise PRODUCTION database and provides a degree of forgiveness that is not afforded by the NS Enterprise PRODUCTION database.

Note: NS Enterprise TRAINING database is now a separate installation independent of the NS Enterprise PRODUCTION database. Each database has its own short cut icon and unique login screens.

Recommendations for changes to these procedures are welcome and should be submitted to the RMS Help Desk.

NOTICE

The contents of this document are considered Technical Direction guidance within the boundaries set by the statement of work, or performance work statement, for the ship manager contract. Only a Contracting Officer, acting within his / her warrant, is authorized to make any commitments or changes that affect price, delivery / performance, quality, quantity, or other terms and conditions of the contract. The contractor shall promptly submit a written request for equitable adjustment to the Contracting Officer if the contractor believes the Technical Direction:

1. Constitutes an assignment of additional work outside the general scope of the statement of work,

2. Constitutes a change as defined in the contract clause entitled “changes,”

3. Causes an increase or decrease in the total estimated contract cost or the time required for contractor performance, and / or

4. Changes any of the expressed contract terms, conditions, or specifications of the contract.

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Basic Functions

Logging into NS Enterprise

When launching NS Enterprise from the Desktop select either Production or Training Databases. These are separate installations and will have separate icons and login screens which will be on the desktop.

Production is the live data that is replicated to other sites, while Training is a database that is not replicated and can be used to test various things prior to doing these actions in Production.

If in doubt on to perform a particular activity, always use Training, as this will not harm the data.

Login short cuts and screens will vary depending upon the site location.

The Training database is a copy of yesterday’s Production database and will be refreshed each night so users will have a one-day old database in Training to use for testing and research.

Production Database Login

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Theme Options: Light or Dark select Light for Gray background, Dark for dark blue background.

Once you get past the login screen, you will be presented with the NS Enterprise My Workspace and the other modules that you have been granted access to.

Standards and Conventions Used in the Software

There are standards and conventions used in the NS Enterprise Software. Before proceeding to the individual actions that may be required of you during your normal course of work, it is beneficial to look at the various conventions so that the software is understood.

Index Terms The most common item that will be encountered in the software is known as an index term. An index term is a method that allows users to select items from a pre-defined list as this reduces the number of decisions to be made as well as improving the consistency of data input.

Index terms exist for multiple categories and fields as shown in the example below.

Each Category of Index Terms contains multiple levels of indexes below.

This example displays the index terms as follows: Index Terms > Maintenance-related > Job Category > PLANNED MAINT. PH M & O.

When an index term is going to be used for a field, the down arrow symbol is used:

A good example would be when you need to define a job category or some other similar item. When you clicked upon the symbol, you would get the listing of index terms, as seen below:

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Index Terms will be used in many places in NS Enterprise and their main purpose is to limit the selections that are available to the end user. Understanding how they work will be invaluable in providing the correct and appropriate information for NS Enterprise, which benefits both yourself as well as future users.

Tag Function The tag function is synonymous to the select/highlight feature comparable to Windows. Tagging is the process by which distinct items are chosen for processing.

Options to tag records:

a. Use the Menu Option Tag: b. Use the down arrow in the top right corner of the display

A list of outstanding Requisitions is a good example of a list where particular items would get tagged for processing:

For example, when you may need to cancel some Requisitions; the first thing to do is tag them by using the checkbox on the left or select all Requisitions by using the menu > Tag > Tag All which would allow you to then select all of them.

In the example two Requisitions are tagged, the user simply clicks on the cancel icon . A window confirming action “Process to Cancel the Document(s) - Yes. The two Requisitions are cancelled.

Display Views - customization NS Enterprise query screens now contain options to add or remove columns from the results screen. Use the down arrow in the top right corner for this option:

Options for column filter change based on the document types. Example above: Standard Jobs query.

Once the columns are configured, NSE will save the change and your preferences will remain.

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Workflow NS Enterprise documents now contain workflow status at the top of each document. Workflow will differ between document types.

Menus and Right Click Functions NS Enterprise relies heavily on Favorites, Bookmarks, Gadgets, and a Menu system to perform searches or create new documents. The addition of the favorites and bookmarks enables the user to find documents with very few mouse clicks. In most cases two clicks will provide the results. The use of the right button of the mouse to get context menus is another function that reduces keystrokes. These are menus that float on the screen.

Special care should be taken with the main menus, as they change depending upon what tab you are in the document. Take the following example within a Work Order

In this example, within the Work Order > Materials tab > Required/Used tab users can place the mouse in the bottom area and right click for the following specific menu. In this case tag parts that are required or have been consumed. Icons are specific to this particular screen and will change based on screens.

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If you click on the “Messages” tab, you will see that the menu changes as well as the available icons.

The menu pull-down function is also an option that will provide you the same functions.

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My Workspace

Once logged into NS Enterprise My Workspace is the default screen. Users can customize their desktops with saved searches and dashboards.

Users can also customize their login options under the Account Settings pull down Menu located in the top right corner.

Once selected change to the “General tab” and select your default for Home Country, Number of records per page (set to ALL), Max number of items in recent list, Default Module and Ship(s) defaults.

These settings are only applicable for the current user.

Security Note Your administrator will provide you with your own “User ID” as well as “Password.” This information should be guarded carefully, as all your actions in the database are recorded and all users are responsible for their actions in the database.

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The username that you will be given contains a set of permissions that will limit what you can and cannot do in the database. These permissions lists have gone through several revisions and testing as to ensure that the various crew members have appropriate levels of access and are not privy to information for which they should not have access.

To illustrate how NS Enterprise keeps track of who had done what, the following example shows the tracking which can be done on a particular Purchase Order:

NOTE: The security and user tracking are not meant to be “big brother” watching the user, but rather controlling access to the data and the processes required by MARAD.

Example from Issued Purchase Orders:

Messaging Within NS Enterprise

NS Enterprise is equipped with an internal messaging system that allows for messages to be attached to various documents within NS Enterprise. Messages differ from “normal e-mails” in that they are tied to a specific document within NS Enterprise.

They are meant to form a basis for the history of that document. A good example would be a Purchase Order. Perhaps the Port Engineer needs additional information or justification about a specific service being requested. He could simply attach a message to that document and the Chief Engineer onboard the vessel would see the message when opens NS Enterprise.

This message would be linked to the document, so it forms a part of the integral history of the maintenance item. This is fundamentally different from normal e-mails that are not linked directly to a maintenance item within the NS Enterprise database.

Messages can be sent from various documents as well as coming from NS Enterprise without being associated with a document. However, they all work same in that the user types out the message and selects who it goes to, the only difference is how the message is generated: (i) from within a document or (ii) without going into a document.

It should be noted at this point, to generate a message that is attached to a document (PO, Work Order, etc.); the message must be generated from within that document.

Create a Message from Within a Document When inside a document, you simply will go to the Messages tab, and hit either the icon that will be shown on the icon bar or you can choose from the Menu that will have a menu selection for new message, or you can right click under the Messages tab, which will provide the same items as the menu.

The following is a Work Order where a message is to be created. In this example, the area under the Message tab has been right clicked, providing the floating menu.

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To create a message, simply click on New Message, the following screen will be provided.

To add recipients to the message, select To:

Clicking on this will then allow you to add recipients. Select the persons to add by tagging and then Select button.

You will note that at this point, the program automatically places the attachment as the document from which you created this message, in this case a Work Order.

To send the message, simply click on the “Send” button.

Create a Message without a Document

From the main menu of the Program, you can click on the icon to open messaging. To create additional messages, simply use the menu (File > New Message) and this will provide you with the same functionality discussed previously. This message will not be associated with any document. From this point, you can see the messages that you have received and sent.

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Hierarchy

1. Hierarchy Overview and Explanation

The maintenance system is mainly text based in that this material does not necessarily lend itself to graphical representation of items and maintenance items.

NS Enterprise does not rely on numbering schemes to define locations of particular pieces of equipment. NS Enterprise relies on a logical hierarchy type approach to find specific pieces of equipment. For example, if we know that we are going to perform maintenance on a turbocharger, in NS Enterprise we would look under the Propulsion System (top level) and then underneath this there would be a Main Engine, and then a Turbocharger.

The hierarchy requires systems of equipment and then the equipment is specified underneath the system level as forming part of the overall system. This method simply requires us to group equipment by function.

The hierarchy diagram above contains items that are referred to as equipment (Unit/Components) and then underneath them you have Parts (which can be Parts, Assemblies, or Sub Assemblies). Depending on how you are looking at the hierarchy (maintenance or purchasing), you might see these parts (purchasing), or you might see the jobs related with the pieces of equipment (maintenance). First level always contains the systems (SY), second level contains equipment for the particular system.

System (SY)

Assembly (AS)

Sub Assembly

(SA)

Part (PT)

Maintained Part Group

(MPG)

Maintained Part (MPT)

Parts (Purchasing) Standard Jobs (Maint)

Equipment Level

Unit (UN)

Consumable Type (CT)

Group (GR)

Item (IT)

Consumables Categories

(CC)

Parts Level

Consumables

Component

(CP)

HIERARCHY STRUCTURE

Technical Spares Consumables SY (System) CC (Consumable Category) UN (Unit) CT (Consumable Type) CP (Component) CT (Consumable Type) AS (Assembly) GR (Group) SA (Sub Assembly) IT (Item) PT (Part) IT (Item)

Unit (UN) Unit (UN)

Assembly (AS)

Part (PT)

Part (PT)

Part (PT)

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Should you be looking at parts, you could have a further hierarchy at the parts level, which could look like any of the following:

The above diagram is referring to the technical spares and not consumables. Consumables have their own designation for their equivalent types and are not considered maintainable items.

Technical Spares Consumables Equivalent SY (System) CC (Consumable Category) UN (Unit) CT (Consumable Type) CP (Component) CT (Consumable Type) AS (Assembly) GR (Group) PT (Part) IT (Item)

To open the Hierarchy, select the 1st icon within the tool bar.

Views Purchasing View

You will note that by default, the parts are shown on the right, this is the default setting. On the left-hand pane, you can click to expand the Unit further (see the highlighted selection below). Open Part record by double click any item on the right to see the details.

Maintenance View

To change the view to the Maintenance view, simply go to the menu and choose View, Maintenance. This will cause the hierarchy to show the jobs on the right, instead of the parts which we saw earlier.

Part (PT) Assembly

(AS)

Assembly

(AS)

Part

(PT)

Part

(PT)

Sub Assembly

(SA)

Part

(PT)

Part

(PT)

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The right-hand pane now shows the Standard Jobs that have been defined for this piece of equipment. If you double click on the job, you will get the Standard Job screen.

HCS (Hierarchy Classification System) Designations can be turned on by selecting from the Menu (View, UN/CP Designations). Choosing this will allow you to quickly see Systems, Units, Components, Assemblies, Sub Assemblies and Parts. Consumables contain Categories, Types, Groups, and Items.

Expand hierarchy using Expand All function Highlight the equipment to be reviewed, select the Expand All arrow and NSE hierarchy expands two levels down.

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Search screen provides multiple options to filter results. In most cases using the Keyword field provides the results desired. In our example we are searching for the OILY WATER SEPARATOR.

Recommendation not to be detailed with keyword since it will limit the results. If you are looking for the Lube Oil Pump, search for Pump then sort the results by Name to locate.

Multiple search filters are available such as Manufacturer:

Execute the search.

Save any search by clicking the Save button, create a name for the search.

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This will appear in the bookmarks tab.

When the search is no longer used it can be deleted by executing the search, then use the Remove button.

The bookmark is removed.

Note: Toggle between equipment search and equipment tree using the Find Equipment icon.

2. Equipment – Definition

Equipment Record Field Descriptions Maintenance is all about equipment and the continued operation of that equipment. Having said this, by far the most important “document” that you will encounter in the Maintenance and Purchasing modules is the Equipment Screen.

As can be seen in the graphic below, the equipment record in NS Enterprise is really a focal point of much information.

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What information is kept about a piece of equipment?

• Equipment Record: Equipment Name, Complete Equipment Name field for additional information, Equipment Location, Equipment Designation (UN/CP).

• Basic Boilerplate Information: Items such as Manufacturer, Model, Type, Serial No, Size, Date Installed, Year Made, Equipment Location. This information is for reference purposes when maintaining the equipment but also becomes quite important when one is looking at the purchasing for this piece of equipment.

• Spares Storage: Where are the spares storage for this piece of equipment located?

• Installation Status: Is the equipment Active or Inactive?

• Class Data: ABS Class Code, HID and Class Equipment Name

• Admin Info: Criticality, Department, Account (Materials), Account (Services) Subject Index, Failure Class, Equipment Index, Warranty, Restrict Part Creation, Purchasing Buyer Group, Space NOTE: Equipment Criticality classification is essential for identifying required regulatory maintenance. Refer to details below for Equipment Mission Criticality o Requisitioning / Stock/Nonstock: This indicates if inventory levels are kept for the parts that are associated for this piece of equipment. Most cases this will be stock, while for consumables this will be non-stock.

• Cross Referencing Information: Identical pieces of equipment that share the same parts list on board a specific ship.

• Part No. Reference: Listing of Manufacturer and each Supplier part numbers that are linked for this piece of equipment. Inclusion onto this list means that these part references are available to ALL parts under this piece of equipment. Examples would be the OEM reference for Pump, Bilge > Manufacturer “Quincy Compressor” and www.mgmtsysconsult.com Page 19 of 133 perhaps a supplier “Curtiss-Wright Electro-Mechanical” both would have their unique part numbers. The preferred supplier can be selected by checking the box in Main Part No. When opening a part record Curtiss- Wright Electro-Mechanical appears at the top of the list.

• Sources: Who has supplied this piece of equipment before?

• Counter Setup: Configuration contains current “Counter Reading” on the Equipment as of a certain date and “Total Hrs. Run.” Average Daily Usage estimate setting is used in conjunction with the Counter Readings in the calculation of the job schedules.

• File Attachments: Used to store various files related to the engine. Good example would be if that you had a plate, you could save the image to the database.

• Remarks: Additional information about the piece of equipment

• Message: Are there any internal messages concerning this piece of equipment. This is a method that can be used to record additional discussions/problems with the equipment that are useful when performing maintenance in the future.

• Standard Jobs: Which repetitive jobs have been defined for this equipment and on what schedule are they defined.

• Certificates: Currently not being used by MARAD

• Maintenance History: What previous work has been undertaken on this piece of equipment, what parts were consumed, how much labor, any unusual findings?

• Compliance History: What previous work has been undertaken on this piece of equipment based on Compliance standard jobs.

• Documents: Are there any purchasing documents associated with this piece of equipment? This is inclusive of both purchased parts (PO’s) as well as services (SPO’s).

• Maintained Parts: These are parts that are maintained, such as cylinder heads, liners, etc.

• Local Description: Should English not be the native language, this field can be used to store non-English characters, where this serves as the foreign description of the part

• Status History: Changes to equipment status: Active or Inactive, acted on and user

• Hazardous Material: Currently not being used by MARAD

• Condition Monitoring: Assignment of Condition Monitoring Types.

• Voyage Management: Voyages record acts as a container for all operational activities that take place during a voyage.

SPECIAL NOTE: All maintenance activities will emanate from this equipment screen. It is especially important to realize that should any work be done on a piece of equipment, the work document (whether it is a Work Order or Service Purchase Order) should always be linked to the equipment record. It is this linking process that provides you with this valuable data that can be used in the future.

It should be mentioned that there are “derivative equipment” types, such as maintained parts, spaces, structures, and surveys; however, these will be explained in later sections.

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Equipment new or removed The Equipment hierarchy records require updating in the case when equipment is being removed or when new equipment is being installed. It is important the hierarchy gets updated since the equipment record is the source for all maintenance and purchasing documents. Refer to the following documents for detailed instructions:

a. LMM Volume I - Shipboard Logistics Management

a. MARAD Guidelines for Managing New Equipment Procurement within NSE

b. MARAD Removal of Equipment Guidance

Equipment Mission Criticality Each system, equipment, and component on board an RRF vessel has been assigned a Mission Criticality Code (MCC) to denote its importance to the mission of the vessel. MAR-614 also uses these codes to prioritize the procurement of centrally funded spare parts. MCCs range from A (most critical) to D (least critical).

Within the Equipment record > Admin Tab is the designation for Criticality A-D

List of Equipment Mission Criticality Codes

Alternative I: Redundant systems, equipment, or components available.

Alternative II: Alternatives (excluding redundancies) available.

Alternatives III: Neither redundancies nor other alternatives available.

Equipment Criticality Matrix Changes to the Equipment Criticality codes are best made jointly by the Chief Engineer, the Port Engineer and the MARAD Surveyor to ensure consistency within each Class.

3. Equipment – Inclusion into the Hierarchy

Suggested Rules for Inclusion of Items in the Hierarchy

• Include those items subject to inspection by the regulatory bodies

• Include those items that are going to be maintained (i.e., preventative maintenance) and not just solely replaced should a failure occur

• Include the items that you purchase parts for

• You should be able to touch the item.

As seen earlier on the equipment screen, there is a designation for each piece of equipment.

There are two choices: Unit and Component.

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There are a few simple rules to follow when deciding on using a Unit versus a Component:

• If the parent equipment is running and the piece of equipment that making this selection for is running, then it should be a component. If the parent equipment stops, this piece of equipment stops, make it a component.

• If they are independent, make it a unit.

Also keep in mind the following:

• Components accumulate running hours at the same rate as their parent (assuming that their installed status is installed)

• Components have their own boilerplate information

• Maintenance may be performed on a different interval for a component than the equipment to which it is attached.

4. Equipment – New Adding to Hierarchy

Documenting new equipment is critical for maintaining accurate information in NSE for maintenance and procurement.

Detailed instructions can be found in the LMM Volume I - Shipboard Logistics Management manual

New Equipment Record Summary

1. New Equipment record created

2. Equipment Location identified

3. Manufacturer, Model number, Type, Serial Number updated

4. Spare storage locations assigned

5. Admin tab data o Criticality o Department

6. Cross-referenced equipment if two or more equipment records are identical make and models

7. Part No. Reference tab: Update with vendors that supply parts

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Managing New Equipment Procurement

1. Create new equipment record within NSE

2. Cross-reference equipment as needed

3. Create equipment spare parts records

4. Create Service Requisition for new equipment

5. Create RFQ and Purchase Order for new equipment

6. Delivery of Parts, completion of services for PO.

7. Creation of Drawing and Technical manuals

8. Creation of Standard Jobs

5. Equipment – Cross Referencing

Cross-referencing is a complex subject that is an important part of NS Enterprise and leverages the movement of data across the fleet. Although many would argue that this topic is more purchasing related, it is important enough of a concept to cover.

From a definition standpoint, cross-referencing refers to two or more pieces of equipment that are the same and share the same pool of parts from the manufacturer. In a practical sense, both pieces of machinery can pull from the same physical parts, but each has its own history with respect to maintenance. You wouldn’t want to carry spares specifically for the port engine when you have the same engine on the starboard side and can use parts the same parts.

Why does one cross-reference? In addition to common pieces of equipment on the same boat, you cross-reference to leverage the power of data replication between vessels and share common information. Should two boats have the same CAT engine and are cross-referenced, they will both have the same parts lists, and if one C/E adds parts, the parts appear on the other boat (less the inventory count).

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How does this affect maintenance? From a day-to-day standpoint, it does not affect the maintenance program directly, however from the perspective of monitoring the performance of the equipment it matters greatly. By having cross-referenced equipment, you can easily and readily see trends for both cost and maintenance of the same equipment at different places across the fleet, thus allowing one to tweak maintenance processes considering this additional information.

Process to Cross Reference: Forward requirements to RMS Help Desk with request

6. Equipment – Removal

Documenting removal of equipment, spare parts, technical manuals, drawings, and removal of PM jobs is also an important component for maintaining the accuracy of NSE. Detailed instructions can be found in the LMM Volume I - Shipboard Logistics Management manual

Removal of Equipment Summary

1. All work and procurement documents completed/closed.

2. Equipment record status “Inactive” with appropriate Remarks

3. No linked equipment or components

4. No spare storage locations linked to the equipment

5. Standard Jobs are Deleted for Inactive equipment

6. No cross-referenced equipment

7. Elapsed running hours updated

8. Spare Parts, Technical Manuals and Drawings removed from the vessel with the old equipment.

9. Equipment record and associated parts records updated and hidden.

7. Parts – Definition

Parts are associated with each piece of equipment as seen in the hierarchy. Within equipment explorer, double click on one of the parts, you would see the following parts screen:

There is a tremendous amount of information pertaining to the part contained on this screen. As can be imagined, most of this information is needed for two reasons: (i) re-ordering of the part and (ii) control of the inventory.

• Brief Name: Used to display in lists/menus.

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• Full Description: Full qualified free-form text about the part

• PIN Number: Internal Number used to keep track of the part, some companies assign a number, not necessary

• Interchangeable: Can be given a category that can be used to find equivalent parts. An example would be 1/8” Ball bearing. You may have this under many different pieces of equipment, but they are not the same part, but can be interchanged. It should be noted that the use of interchangeability should be sparingly used in the MARAD database, as the original conversion used this for a different purpose and the interchangeability terms are quite long and it can take an awfully long time to get the listing.

• Item Category: Broad categorization of the part (i.e. Gasket, Bearing, etc.)

• Barcode: Barcode number

• MARAD No.: MARAD Number if known

• Qty. Working: Number of parts in use during operation.

• Multiple Labels: If checked, when part is delivered and labels printed, multiple labels will print, one for each part received.

• Criticality Index: Critical Spares are defined as those parts supporting multiple types: ABS Critical Spare / Critical Parts / Mission Critical Spare / Operational Critical Spare. NSE supports multiple indexes for Criticality.

Note: All previous critical spares that were flagged as critical now have the Index “Critical” assigned.

• Est. Cost: Estimated price, generally used initially when no purchases have been made

• Override Price History: If this is checked, the estimated cost of the previous purchases is ignored, and the price is estimated using the “Est. Cost” box.

• Actual Cost: Actual cost from Purchase Order

• Part Number/Reference: As shown on the equipment screen, this contains the part number references (suppliers) and the associated part numbers. You can put the part number in on this screen, to add a Reference; this can be done from the part menu. When a Reference is added, it is added to all parts belonging to that equipment, not just that part, so care must be taken as to not duplicate the Reference.

• Valuation Method: five specific methods: Last Price / Average of Last 3 Prices / Average Cost / FIFO / LIFO

• Max/Min/Reorder Levels: These designate the maximum quantity, minimum and the re-order quantity. This can be used in auto requisitioning as well as inventory analyses. MARAD recommendation to set Minimum reorder levels.

• Location/Qty. On Hand: Defines the locations where the part is stored and how many are in each location.

Note: You can add locations to the listing only if they’ve been assigned to the parent equipment. If you need a new location, you will need to modify the equipment first by adding the location, which then can be accessed via the “Location” menu choice on the part screen or by the icon

- Add storage location for part.

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Part - Other Tabs

• Attributes: Functionality to identify Hazardous Materials with Type, Cost, and lead times

• Other Sites: Should the parent equipment be cross referenced to a different piece of equipment onboard a different vessel, then NS Enterprise would show you the vessel and the quantity that they had on hand. This functionality may be turned off, as it is unusual for ships of one ship manager to see the inventory on another ship manager’s vessel, but on occasion may be used for vessels within a Group.

• Material Contracts: If the part is on a contract, this information will be shown on this tab. This is passive; the part must be added to a contract from the Materials Contract screen, not at this level.

• File Attachments: This is the location where any electronic files are stored. This could be a picture, diagram, etc.

The “replicate” box should remain checked when linking documents, otherwise other sites would not be able to access the document that you attached.

• Sources: Indicates which vendors this part has been purchased from before.

• PO History: Shows Purchase Orders of previous purchases containing this part.

• Documents: Shows full history of part, which Requisitions, RFQs, Purchase Orders, deliveries, invoices, etc. that this part has been on.

• Message: Provides link to messaging system, where messages are related to this part.

• Local Description: Should English not be the native language, this field can be used to store non-English characters, where this serves as the foreign description of the part

8. Parts – New Adding to Hierarchy

There are going to be cases when you need to add parts to the database, whether it be for a new piece of equipment or a case of a newly defined part for an existing piece of equipment. To add a part, you need to go to the hierarchy and select the piece of equipment that you would like to add the part to.

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To add the part, click on the as highlighted above. When you do click on this, be sure that you are on the piece of equipment that you’d like to add the part to.

The following are the items that should be completed by the user:

• Brief Name

• Full Description

• Unit

• Designation

• Part Number

• Estimated Cost

• Criticality Index

• Maximum/Minimum/Reorder

• Adding Part Number References

In the case that not all of the part number references do not appear (these are originally based upon the equipment definition), you can add additional references. This should always be done if you don’t find the reference, as the more information (i.e., references and numbers) that we have about a part, the better the system will be and the better equipped we will be to procure the correct part.

To add the reference, click on the Icon (paper clip) “Link / Unlink Part No. Reference” to open the list of suppliers.

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This will come up with the following screen, which will allow you to select an existing part number reference. A search function is available for the reference. Use the Search Box in the upper right corner to filter the list.

Just find the one that you want and check the box to select.

In the case that you do not find the one that you need, just add it by click on the white icon , where this will ask you for a short name for the reference. You should take particular care in ensuring that the one you are about to make does not already exist in the list.

After you have added the part number reference, then your screen will look like the following:

Adding Spares Storage Locations The next step is to add the quantities that you currently have and where they are stowed. To do this, click on the “Location” menu choice and then the “Storage Locations”

This will bring up a listing of the locations that have been used for this particular piece of equipment.

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In many cases, these may not be the locations that you would like to stow the parts in.

To add additional locations, click on the highlighted “Link” button above and this will allow for selection of additional locations:

Find the location that you need and then click the arrow shown above, goal is to get the locations on the right-hand pane.

Once done, click “OK”

This added the additional location, to designate these as locations for this particular part, click on the checkbox on the left and then put the quantity on the right. Click “OK” when you are done with this, which will bring you back to the part record and this will have the locations and quantities recorded as shown above.

Save the new Part Record and a window for Remarks for Reconciliation will appear. Update with comments referencing new part records created, then save.

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Save the new Part Record

Yes - Update Estimated Cost field in Equipment Record.

After Save a window for Spares Storage Locations will appear.

Update % full, seal type and seal number, save

New Part to Add within Requisition Although this section has concentrated on the creation of parts from within the hierarchy, there are occasions when parts will need to be generated whilst in a Requisition. The procedure is the same as above, the only difference is that when you do it from the Requisition, you must go to “New Item, From Hierarchy” when adding parts to the Requisition and this brings up the hierarchy screen. Highlight the equipment record, then select New Part Icon.

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Create the new part record and save. Once you are done adding the part, the part will then show on the right-hand pane available for ordering. Update Qty field, then select using Check mark icon

The new part is added to the Requisition.

Maintenance Concepts

1. Maintenance & Repair Diagram

Prior to discussing various documents and workflow, there is good reason to make a simple study of the most basic of flowcharts surrounding the workflow in NS Enterprise, with respect to maintenance.

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Basic Maintenance Process (Simplified)

V e n d o r

S h o re

S id e

P u rc h a s in g P o rt

E n g in e e r C h ie f E n g in e e r

S h ip b o a rd U s e r

Crew

Vendor

No

Yes

No Change

Perform By?

Perform Work

CE Creates WO

Cancel WO

Perform By

Approve?

Monitor Work Progress

Perform Work

Change WO type to SR &

Authorize

Issue Service Purchase Order

Complete Work Order

Yes

Scheduled Work

(SJ)

Unscheduled Work

Close Work Order

The above chart provides that high level overview. You can see the various major paths from work that starts from scheduled/unscheduled activities and what happens at various decision points.

When viewing the above chart remember that this is simplistic and does not show all the paths available, nor all of the decision points. One can basically see that the work is summed up in just a couple of sentences:

Work (scheduled and unscheduled) is either performed by the crew or an outside vendor and upon completion; it is marked as such and becomes a part of history to the equipment. It is from this premise that the maintenance system works in the fashion that it does.

2. MARAD Maintenance Protocol

MARAD Maintenance Protocol document describes the process for the use of the NSE Maintenance Module for the efficient management of ship maintenance and operations by MARAD and Ship Managers.

The purpose of this protocol is not to define specific jobs that are to be done for all equipment, but rather the methodology that should be used in the creation, maintenance, and execution of the maintenance plan.

Reference: MARAD Maintenance Protocol.docx

The document is divided up into the following sections:

• Preventative and Corrective Maintenance Philosophy

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• Development of Preventative Maintenance Plans

• Requirements for PM/CM Items in NSE

• ABS Memorandum of Understanding

• Adjustments to Maintenance Plans

• Protocol for the Change of Standard Jobs

• Standard Job Work Description

• Standard Job and Work Order Priority

• Grace Periods

• Active and Dormant Standard Jobs

• Sea Trial / Dock Trial Standard Jobs

• Reschedule of PM Jobs

• NSE Maintenance Workflow

• Hierarchy Location

• Standard Job for Review/Confirmation of Surveys and Certificates

• Ship Manager Deliverables

3. Maintenance Process Overview – Jobs and Scheduling

The schedule function of the maintenance plan contained in NS Enterprise works in several ways depending upon the type of job that is being scheduled. Before getting into the explanation of each job type, please see the following screenshot that highlights the various items that are critical to the scheduling of a standard preventative maintenance job.

• Job Constraint: Calendar-Based or Counter-Based

• Counter Intervals: This will be in hours

• Calendar Intervals: This will either be weeks or months, depending upon the type of job.

• Grace: Defines the amount of time before the job shows up on the overdue job listing. Grace periods should not be modified since they are predetermined by MARAD. Grace periods are defined in the PM Protocol Guide.

• Schedule Based On: Determines if the next occurrence of the job is based upon when you last completed or when you were supposed to complete the job last.

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• Last Done Date: Last date that the job was done when there are no completed Work Orders against this job. The date of the latest job will be automatically entered by NS Enterprise once any Work Order has been completed against the job. Last Done date cannot be blank or the job will not be scheduled. Fill in the known completion date or best date available.

• Status: This means that this job is active, meaning that it will appear on the schedule, if this is changed to “Dormant”, then the job goes to sleep.

• Job Size: Indicates the relative size of the job in relation to other jobs on this same piece of equipment. The smaller the number, the smaller the job

• Job Counter: For running Hours jobs, this reflects the number of hours that have been consumed since the last time this job was performed. When the job counter reaches the number of hours in the interval, the job is due.

• Inherent Predecessors: If this is checked, this means that the job with the Job Size that is smaller than the current one will be credited when this job is complete.

Types of Jobs in NS Enterprise and their Scheduling Method To reflect the various scenarios that may be encountered during the process of maintaining the equipment on board, one will encounter many different types of jobs, all of which can be captured within NS Enterprise:

• Machinery: Calendar Based or Running Hour Based / single piece of equipment

• Spaces: Calendar Based

• Surveys/Certificates: Calendar Based

• Services: Calendar Based

• Condition Monitoring: Calendar or Running Hour Based

• Miscellaneous: Calendar Based / multiple pieces of equipment

• Structures: Calendar Based

Scheduling Process Having looked at the various job types and how they are scheduled, it is now important to understand the “quirks” in the process and to see how the schedule is represented graphically and where the jobs lie.

The best fashion to show the variances is through example.

Job Size Indicator Job Name Interval Inherent Predecessor Checked?

8 Job A 104 weeks Yes 7 Job B 52 weeks Yes 6 Job C 26 weeks No

Job A

Job B Job B

Job A

Job C Job C Job C Job C

What is shown in this specific example is that even though Job C has a defined interval of 26 weeks, the actual job will only show up on the schedule every 52 weeks as Job B as well as Job A credits it during the other occurrences. Of course, a similar situation is true for Job B, as this will only come up once every 104 weeks.

Great care should be used when setting up a schedule like this, as you will need to ensure that the scope of the larger jobs does fully include the scope of the smaller jobs, so you can rightfully give credit to those smaller jobs.

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As can be seen from the above example, the idea is to reduce the number of times that this equipment is maintained and opened, as we all know that cracking a piece of equipment unnecessarily can do more harm than good.

It should be pointed out that by not properly linking the SR to the SJ in this instance can result in loosing the records for multiple SJs.

For the final schedule calculation discussion, let’s take the following example where your jobs do not line up so nicely. We will reduce the number of jobs to simplify the explanation.

Job Size Indicator Job Name Interval Inherent Predecessor Checked?

8 Job A 100 weeks Yes 7 Job B 35 weeks No

Job AJob A

Job B Job B Job B Job B

What this shows is that the jobs are evenly spaced out. If the jobs were to be spaced exactly as they are independently calculated, you would have a job at 100 weeks (A) and a job at 105 weeks (B). This would result in unnecessary maintenance of the equipment.

So, in the case, where the intervals do not line up mathematically, NS Enterprise performs the following calculation: (Job A Interval/Job B Interval) rounded to the closest integer. In this case, the closest integer is 3 (as 100/35 = 2 5/7ths). This 3 is then used to calculate the revised interval for Job B whose new applied interval is 33 1/3 weeks (100/3).

This will affect how jobs come due and when they do actually come due. Should you desire to not have this occurrence, the jobs should be unlinked via the inherent predecessor, and they will then be calculated independently.

Mixing Running Hour Based and Calendar Based Standard Jobs

One should be very careful when mixing running hour jobs and calendar-based jobs on the same piece of equipment. The reason for this is that should the jobs be linked via the inherent predecessor checkbox or the predecessor button, NS Enterprise will perform some interesting scheduling calculations.

The rules are the same, in terms of what jobs credit which smaller jobs; it is the scheduling that occurs a bit different. Say for example that you have a running hour job that is larger and linked to a smaller calendar-based job. Should you record additional running hours for the larger job, this will change the expected due date of the next occurrence.

When this due date changes, the underlying small job must have its interval recalculated as well. This is due to the afore-described optimization of jobs (i.e., the equal spacing). The consequences of such an arrangement and the moving next due date of the larger job could result in cases where the smaller job drops off an occurrence due to the rapid exercise of the equipment or increases in number due to the slow utilization of the piece of equipment.

Bottom line is that the scheduling calculation will be interesting if your situation is defined as such, all due to the moving nature of the targets.

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Current best practice is separate Running Hour Based Standard Jobs and Calendar Standard Jobs. Using inherent predecessors can result with incorrect scheduling of both job types.

Standard Jobs…