02_SAMM_System_Description.pdf

N32205-18-R-1000 Maintenance System Services

ATTACHMENT 02

SAMM System Description

Shipboard Automated Maintenance Management (SAMM) System

The Shipboard Automated Maintenance Management (SAMM) System is the software tool MSC uses to plan, execute, and document all planned and corrective maintenance activities for MSC vessels. SAMM utilizes both preventive and predictive maintenance technologies to assist in both optimizing equipment performance and ensuring that the appropriate level of vessel readiness is maintained. The maintenance requirements are based on maintaining the reliability of the ship to meet its mission requirements and regulatory body requirements. The SAMM system was developed by MSC to provide a standardized maintenance plan, which was needed to improve the operating efficiency and reduce the equipment failures that lead to unscheduled repairs and downtime. Originally designed to provide management of planned maintenance activity and maintain machinery history, SAMM has undergone a series of modifications and enhancements to increase its functionality and to support other engineering maintenance and administrative functions. The SAMM system applications support planned maintenance, condition based maintenance, corrective maintenance, ship board operational logs, ship inspections, technical documentation distribution and major ship availability planning and execution.

The SAMM system is hosted Afloat and Ashore. The afloat version of SAMM contains all the maintenance management information for the specific ship where the software is installed.

The ashore version of SAMM continues all of the afloat data from all MSC ships and additional ashore maintenance management data to support the ashore maintenance processes.

The following modules and sub-modules are currently components of the SAMM System

Logbook

Shipslog

Machinery History

Ship Engineering Assessment System (SEAS)

• Oil Analysis System

• Vibration Analysis System

• Chemical Analysis System

• Fuel Analysis System

Ashore Maintenance & Repair

• Voyage Repair Request (VRRs)

• Planned Maintenance – Industrial Assistance (PMIA)

• Availabilities

• PENG

• Historical Items

• Library Items

• TRANSALT–Ship

Afloat Maintenance & Repair

• Repair (Corrective Maintenance)

• Ships Force Work List

• Work Request

• Planned Maintenance (PM Module)

• Workbook

• Condition Monitoring

Ship Inspection Program

• OCI Web Tracker

• SMART

Administrative

• Feedback Tracking Module (SAMM Data Maintenance module)

• Master Maintenance Library (MML)

• Utilities

Virtual Technical Library (VTL)

Training – Learning Management System

Data Transfer Mechanism

The Emprise Secure Transfer Agent (ESTA) is used to transfer data between MSC’s Ashore systems and MSC’s Afloat systems including all MSC vessels, Availability locations, Analysis Laboratory Sites, and Ship Inspection locations.

For the last 8+ years MSC has used ESTA to transfer approximately 3GB of data per week to and from approximately 100 vessels through each vessel’s communications system.

The data coming from the ships to the shore is normally less than 12hours old. Because of the low latency, MSC normally has a complete backup of each shipboard database ashore that is more current than the onboard backup.

MSC is also using ESTA to transfer IA Patch disk contents, SMS controlled documents and to transfer all ship’s drawings and manuals from shore to ship when they are updated in the Virtual Tech Library module in SAMM.

MSC’s entire ESTA system has been very reliable and trouble free over several years of use. In fact, only one person has been managing MSC’s entire ESTA system over this time period. For more details on ESTA, please visit http://www.securetransferagent.com

Planned Maintenance

MSC’s planned maintenance development, execution and sustainment processes are defined in its Quality Management System (QMS) and Safety Management System (SMS) as procedures and work instructions. The SAMM software manages the PM compliance in performance of the maintenance requirements.

Master Maintenance Library (MML)

The MML module of SAMM provides the functions necessary for defining and updating maintenance plans for equipment across the entire MSC fleet of vessels. The MML allows MSC to apply consistent maintenance requirements for equipment performing the same function within a ship class. The system provides the functionality to build a new ship’s equipment list, attach existing maintenance to existing equipment, add new equipment to the system, build a new maintenance plan for new equipment, or modify the attributes associated with a specific maintenance action on specific equipment. All modifications are made in strict accordance with the MSC procedures and work instructions.

The MML software supports the defining of equipment maintenance plans on a specific manufacturer and model basis or at a generic (i.e. centrifugal pumps) level. The module allows for the addition, modification and removal of maintenance actions against a specific equipment or group of equipment via a maintenance plan. Within the maintenance action definition attributes, namely the frequency interval and operational status as well as other supporting data may be modified as appropriate for the equipment to be maintained. MML provides historical audit information for maintenance plan changes. An interface between MML and the Feedback Tracking is provided so feedback requests and responses can reference changes made in the MML. The MML includes functionality to copy/clone an entire ship’s configuration and maintenance plans. It is important to understand that the set-up of vibration and lube oil sampling point IDs are done outside the MML.

Feedback Tracking

The SAMM Feedback Tracking sub-module is also referred to as the SAMM Data Maintenance sub-module. It is an integral part of the process to fine-tune the ship's maintenance plan. The Feedback Tracking sub-module allows those that are responsible for the execution of planned maintenance on MSC vessels to submit recommendations for changes to the maintenance requirements. Feedback can be related to a maintenance action procedure, periodicities, equipment nomenclature, or SAMM program interface issues. Once a feedback has been created, it is stored in the database and transmitted ashore. Once received ashore the

SAMM Feedback Tracking sub-module is used to process the recommended change in accordance with MSC’s procedures and work instructions. The Feedback Tracking system provides the source data for the N711 Feedback Turnaround Metric.

The Feedback Tracking sub-module tracks requests for maintenance changes using work areas and statuses. Since the work of processing a change request is done by both MSC and the SAMM support contractor, there are MSC work areas and Contractor work areas. Upon arrival a change request is given a status of unprocessed and placed into the contractor work area for initial review. In support of the initial review, the Feedback Tracking system provides functions for grouping similar request together so that they can be reviewed, approved and implemented as a single change. The Feedback Tracking sub-module allows reviewers to record comments and attach additional supporting files. For any change request where the specific change requirements can be determined and articulated, the system provides a proposal function that permits the contractor to submit a proposal for MSC review and approval. For items that do not require a change to the data in SAMM the contractor may suggest decline, to remove the feedback from the system, which is submitted to MSC for approval. For items where a change to the SAMM maintenance data is required but the specifics of the change cannot be determined the item is placed into a research status.

Feedback proposals submitted for MSC review and approval are placed in the MSC work area with a status of ProcessInMSC. The system provides functions for approval and disapproval of proposals. Upon approval of an item by MSC the status is updated to ProposalApproved and the items is placed in the contractor work area for implementation via the SAMM MML module. At any time in the process the contractor or MSC can submit a response to the ship which would appear in the shipboard version of the Feedback Tracking module under the SAMM Utilities menu.

PM Module

The Planned Maintenance sub-module contains all active maintenance requirements for equipment on MSC Vessels. This sub-module comprises the ship’s overall maintenance plan.

This sub-module provides the user with a view of all maintenance associated with equipment.

This sub-module also provides an Ad Hoc function that allows shipboard users to add temporary maintenance requirements to equipment to handle specific issues that only impact that one vessel. This sub-module provides functions that allow Chief Engineers and First Engineers to assign planned maintenance task to shipboard staff by billet. This sub-module also provides a function that permits the completion of maintenance prior to its due date. This may need to occur due to the maintenance having been addressed as part of a machinery repair. To facilitate early scheduling of a planned maintenance task, this sub-module provides a post to workbook function. The work book sub-module is used by shipboard staff to view those planned maintenance items that are due to be completed during the current month. The ship’s crew must complete each PM action or document a valid reason why they need to defer the performance of the PM.

Utilities

The Utilities sub-module has several functions that aid the Chief Engineer and First Engineer in ensuring that the system is configured correctly to ensure that right maintenance is scheduled at the right time on the right machine. The functions described in this section will be moved into the planned maintenance and work book modules in future versions of SAMM. This module provides a function that allows the user to update the current running hours of machinery this is done to ensure that the proper running hours based maintenance is placed on the workbook when the Chief Engineer runs the scheduler function. Equipment on the ship may be in a reduced operating status (ROS) or a full operating status (FOS), the utilities module has a function that allows the user to set the operating status of equipment on board the ship so that the proper maintenance task will be scheduled. This module also has a function for the CE to add temporary equipment or maintenance, with a periodicity, to the SAMM ships database. The scheduler function permits the Chief Engineer to update the workbook with the next set of maintenance actions due for completion. The scheduler algorithm looks at the entire set of maintenance actions for the ship and based on several factors, some of them previously discussed, decides which maintenance actions that are already on the workbook to remove, which actions to retain on the workbook and what new actions to add to the workbook.

Workbook

The Workbook sub-module provides those functions necessary for the ship’s personnel to manage the execution and documentation of the maintenance tasks that are due for the current month. The Workbook sub-module is designed with functions that permit the distribution of the work required to complete all maintenance tasks that are due. This can be done in two methods via paper distribution or electronic distribution.

When the paper method is used the Chief Engineer will print the PM job tickets and distribute to personnel based on the billet that he assigned to the maintenance task using the Utilities sub-module function. In addition to the PM job tickets, the Chief Engineer may print the Lube Oil Sample labels for those sumps or systems that are due for sampling. The PM job tickets print outs are then used by the personnel as a reference for the work to be done and to make notes as necessary for documenting the completion of the work. These documents are then collected and the notes transferred to the SAMM system.

When the electronic method of work distribution is used each member of the ship’s force personnel logs in to the SAMM Workbook sub-module and uses the billet navigation tree to filter the Workbook maintenance task to only those assigned to the user’s billet. The user can then print job tickets, lube oil sample labels and complete maintenance task as assigned.

Maintenance task requiring the collection of an oil sample are automatically completed when the sample bottle label is printed. Once collected, lube oil samples are mailed to the MSC oil test lab for analysis. When tasks for the collection of a vibration samples are due, the job ticket print out provides which machines are due for sampling. The user then ensures that the vibration pick up pads are attached to the machine in accordance with the VTAG and that the machine is operating in a manner that meets the test conditions described in the VTAG. The data is then collected using the ViPRe data collector. Once data is collected, the user connects the vibration collector to a work station running the SAMM software and the vibration spectra is uploaded and the Workbook sub-module automatically documents the maintenance items as complete.

The completion of maintenance items in the Workbook sub-module may require special test forms to be completed such as the megger form before the maintenance item can be documented as complete. Some maintenance items may have attached excel spreadsheets that must be completed and attached to the maintenance completion record before the maintenance item can be documented as complete.

Finally, maintenance task for diesel engines may require the collection of combustion analysis data. When this is required, the users downloads configuration information to the data collector, collect the data at the engine loading as required by the equipment MCode. Once data is collected from all cylinders, the data is downloaded to SAMM. This download of data results in the automatic completion of the maintenance task for the engine in which data was collected.

When the maintenance task cannot be completed they are deferred using the defer maintenance function in the Workbook sub-module. The user is required to select a deferral reason prior to the completion of the deferral. Maintenance that was not completed in the previous scheduled period will remain in the Workbook module after the scheduler function is run to generate the next set of maintenance tasks that are due.

Planned Maintenance – Industrial Assistance (PMIA)

The PMIA sub-module is located within the Ashore M&R module. The PMIA sub-module provides the Port Engineer with a list of PMIA items which must be associated with one or more equipment MCodes and may be associated with the standard work item. A work items is a record/file that contains a work specification, independent government estimate, drawings, technical manual and other enclosures. The standard work item can be edited and associated to a PMIA items in the Ashore M&R Library items sub-module. The PMIA sub-module provides functionality to determine what maintenance is due, schedule maintenance into future availabilities and document the completion of maintenance.

The planning process for an availability can start as much as 310 days prior to the start of the availability. As a part of planning for an availability, the MSC Port Engineer identifies the planned maintenance that is coming due prior to the end date of the availability. The PMIA sub-module tracks the due date of planned maintenance based on the last completion date and periodicity of the equipment MCode, or the earliest due date of the equipment MCode’s coming due, if there are multiple equipment MCodes associated with the PMIA item. The PMIA sub-module provides functionality so that the Port Engineer can filter the PMIA items to view those that are coming due within the next year from the current date. The Port Engineer then selects those equipment MCodes, that are associated to the PMIA item, that are to be accomplished in the availability. The Port Engineer can then use the scheduling function to assign the PMIA items to an availability in the availabilities module. The standard work item will then be included in the work package that may be awarded to a shipyard to conduct maintenance on the ship during the availability period. If a standard work specification was not associated with the PMIA item, the Port Engineer will have to prepare a work specification and associate it to the PMIA item in the Availabilities sub-module. As described later in this document the Port Engineer, records cost, progress and reporting data for work items during the execution of an availability.

Once an availability has been completed, the PMIA sub-module provides functionality that the Port Engineer can use to complete the planned maintenance items thus triggering the calculation of a new due date for the PMIA item based on the periodicity of the equipment MCode. A history record is created when the PMIA item is completed.

A properly maintained PMIA sub-module that supports planning, budgeting, execution and analysis will have the following:

• All PMIA items associated to a standard work item will have an estimated cost and work specification uploaded in the Library items sub-module.

• All PMIA items that are due within the next two years, or overdue, will show that they have been associated to the appropriate availability.

• All PMIA items with have updated due dates for those availabilities that have been completed.

Corrective Maintenance

MSC’s corrective maintenance reporting, processing, execution and analysis processes are defined in its QMS and SMS procedures and work instructions. In support of MSC’s corrective maintenance processes SAMM contains four modules: Repair (soon to be renamed Corrective Maintenance), VRRs (Voyage Repair Requests), Availabilities and PENG. The SAMM software provides tool to manage the process from work request, designation of the appropriate source to take action, documentation of the execution and completion of the repair.

The ship’s crew, regulatory bodies, MSC condition monitoring technology experts and internal MSC inspection authorities identify deficiencies or failures that are recorded in the SAMM corrective maintenance module as a work request, ship’s force work list item (SFWL), or a voyage repair request.

Repair (Corrective Maintenance)

The Repair sub-module is designed to allow anyone onboard a MSC vessel to submit a work request. Work request are also generated based on deficiencies found during vessel inspections. These requests are an output from one of the SAMM inspection modules (SMART or OCI Web Tracker) to be discussed later in this document. Work requests are also generated shoreside when the results of an analysis by shoreside experts in vibration, lube oil, combustion or water chemistry recommends action to mitigate a condition that can lead to further deterioration of a machine or system. The Chief Engineer reviews the work request to determine if the skill level of ship’s force personnel is commensurate with the technical difficulty of the work required.

If the work request can be satisfied using ship’s force labor to complete the work then the work request is changed into a Ship’s Force Work List Item (SFWL). Upon creating the SFWL the Chief Engineer assigns the work to the appropriate billet. The SFWL record captures man hours worked in making the repair, as found conditions, as left conditions, identification of the machinery worked on, and various categorizations of the work to facilitate data analysis. If in the course of completing a repair request the engineers determine that a planned maintenance requirement was also satisfied, the appropriate planned maintenance (equipment MCode) action can be associated to the SFWL item and completed as part of completing the repair record. To document the consumption of parts the SAMM repair sub-module has an interface to the MSC shipboard logistics database for the identification of parts based on the equipment associated with the SFWL item.

When the work request requirements are determined to be beyond the capability of the ship’s force a work request or a SFWL item may be used to generate a Voyage Repair Request (VRR). A VRR has the same functional capability as the SFWL item. The VRR also contains Port Engineer and shore side status information. This section of the VRR provides the Chief

Engineer with ability to view scheduling information and status comments from the Port Engineer. This scheduling information is added to the VRR by the Port Engineer using the SAMM Ashore M&R -VRRs sub-module.

VRRs

The Port Engineer is responsible for screening VRRs to ensure that there is sufficient information to facilitate planning of the repair requirement. When the requirements of a VRR conflict with regulatory body requirements, the Port Engineer may request Engineering Typedesk approval to disapprove the request and add comments explaining the reason for disapproval. If the VRR is to be address by engineering staff outside the continental united states (OCONUS) then the repair may be assigned to a MSC field office and designated via the FORAC (for action) selection in the VRR. As part of planning for an Availability, the Port Engineer or the field office support engineer may schedule the repair for a specific ship availability and identify the work item that will be used to address the repair requirements in the Availabilities sub-module. If a standard work item is not available in the Library items sub-module, the Port Engineer will have to prepare a work item and associate it to the VRR in the Availabilities sub-module. These work items will then be included in the work package that may be awarded to a shipyard to conduct maintenance and repairs on the ship during the availability period. As described later in this document, the Port Engineer records cost, progress and reporting data for each work item specification during the execution of an availability.

A properly maintained VRR sub-module that supports planning, budgeting, execution and analysis will have the following:

• VRR’s with a response date that is no greater than 14 days after the VRR open date.

• More than 50% of open VRRs scheduled into an upcoming availability, and associated with a work item.

• All VRRs associated with past availabilities will have shoreside status of complete and shipboard status of closed.

• Any attachments such as condition found report, technical reports or other machinery history relevant items such as pictures of the repair work.

Availabilities

An availability is a scheduled ship repair period similar to an outage at a commercial manufacturing plan. As part of planning for an availability, port engineers will review and schedule repair requests for completion, review regulatory deficiencies that must be completed during the outage, review PMIA maintenance requirements that are due, overdue or coming due, and review the list of approved Transportation Alterations (TransAlts) to determine those that can be scheduled for the repair period. The Port Engineer will then retrieve standard work items from the work item library, identify past work items that used in previous work packages that can be used to meet current requirements or create a new work item for the work being planned.

The Port Engineer will then estimate the cost of all work items. If necessary, the Port Engineer will identify the parts required to complete the work and order the parts with the assistance of the MSC Logistics Supply Chain staff.

The Availabilities sub-module is designed with functionality to facilitate the Port Engineer’s planning for an upcoming availability. As stated previously, MSC Port Engineers may be required to start planning for an availability as far out as 310 days prior to the start date of the availability. To ensure that the planning effort is completed in a timely fashion MSC has standardized POAMs (Plan of Action and Milestones) to track the completion of work during the availability planning period. The Availabilities sub-module is also designed to facilitate advanced planning to help facilitate budgeting. MSC uses the MRT availability schedule to plan maintenance and repair requirements up to 5 years in advanced. These availabilities can be entered into the Availabilities sub-module along with the advance scheduling of VRRs, PMIA items and TransAlts. This planning information along with the estimated cost can be used to determine if the planned budgets in those out years will support the currently known maintenance, repair and TransAlt requirements.

When the advance planning for an availability is initiated, the Port Engineer uses the Availabilities sub-module to define the new availability by entering the ship name, availability type and the performance period. Once the availability is saved, the port engineer selects a POAM based the availability type and on whether the availability is expected to occur CONUS or OCONUS. Upon establishment of the availability the port engineer uses the add a work package function for the grouping of multiple maintenance, repair and TransAlt requirements of varying scope to be awarded to a single repair facility as work items. To add a work package the port engineer enters/selects the availability, the contract number, the name of the lead port engineer, primary account to be used for funding the majority of the work items. The Port Engineer may also add a service order specify work to be completed during the availability as a service order which is a single maintenance or repair requirement of limited scope awarded to a separate contractor for completion during the same ship availability period. To add a service order to an availability in SAMM the port engineer enters/selects the availability, SWBS number, the service order number, the service order title, the account that will be used to fund the work, performance period, estimate and work specification.

Multiple work items will be created and bundled as a work package. To add a work item to a work package the port engineer will enter/select the availability, work package, SWBS number, work item number, work item title, the account that will be used to fund the work, estimate and equipment, if applicable. If government furnished parts or materials (GFM) will be provided for completion of the maintenance or repair work, then port engineer will associate the parts via the SAMM - CMLS interface based on the equipment association to the work item.

Once all parts have been identified, the Port Engineer then uses the order parts function to provide the necessary procurement source and delivery requirements to submit a material order request into CMLS for processing by the MSC supply chain support logisticians.

A properly planned availability in this submodule that supports planning, budgeting, execution and analysis will have the following:

• POAM with complete dates for each milestone

• Work Items that are associated with their appropriate source record VRR, PMIA, TransAlt or Library Item

• Independent government estimates for every work item.

• Work specifications for every work item.

• Equipment association as appropriate

• Enclosures included as file attachments

• Identification of the funding account for every work item

• GFM parts from CMLS associated with the work item where appropriate

PENG

Once the contract for the planned work is awarded to a repair facility for execution, the Port Engineer uses the PENG submodule to track, modify and document the execution of the work items by the repair contractor. MSC typically uses an Availability Management Team consisting of the ship’s Master, Chief Engineer (CHENG), Principle Port Engineer (PPE), Administrative Contracting Officer (ACO) and other engineering support as required. To transition the work package to an award status the port engineer enters the award date, the name of the repair contractor and the location. PENG is then used to enter contract set up data which includes, the contractor address, major contract dates and milestones, contract award labor rate, work item award cost, the contract labor rates for additional government requirements (AGR), the number of AGR labor hours and the total funding for each account to pay for additional work during the availability execution. All contract award information is entered into PENG prior to the start of the availability.

For the management of the execution of an availability PENG has eight modules:

Contract, Work Item, RFP, Condition Reports, Deficiency Reports, Port Engineer’s Notebook, Situation Reports, and Progress. MSC ship availabilities are typically managed by a team of MSC personnel onsite using an office and a computer network provided by the repair contractor.

To ensure that the PENG software functions correctly and communicates back to the MSC consolidated SAMM database, MSC provides the SAMM software to the Port Engineer on a data collector that is preconfigure with the software and all maintenance and repair data for the ship.

After configuration, the data collector is then shipped to the MSC Port Engineer or provided to the Port Engineer at the time of pre-availability training. The data collector has remote access software installed for troubleshooting and data entry support during the execution of the availability.

The MSC Availability Management Team may be supplemented with an Administrative assistant. The Administrative assistant will typically assist with entry of Condition Reports and RFP settled cost data into PENG. The Administrative assistants are typically trained remotely.

Condition Reports are used to maintain written communication with the MSC Availability Management Team, the repair contractor may submit a condition found report for such issues:

work specification conflict, work specification technical shortcoming, delivery of a technical report, condition as found upon inspection, request for compensation of additional work to be performed, etc. These reports may or may not require an answer from the on-site Port Engineering staff. The PENG Condition Reports Module provides functions to keep a log of all repair contractor issued Condition Found Reports and the responses from on-site Port Engineering staff. The Port Engineer acknowledges receipt and provide guidance back to the contractor within 48 hours. Proper documentation of Condition Reports in PENG includes

• Identification of the work item that the work is being completed under

• A descriptive title

• Identification of the MSC action required

• The MSC POC that is responsible for responding to the condition report

• The date the condition report was received

• The date the response was sent to the repair contractor

• Text summarizing the report

• The document(s) from the repair contractor attached

• The text containing the Port Engineer’s response

• An electronic copy of the signed response from the Port Engineer

• A link to the appropriate RFP if the action identified was “Issue RFP”

During the course of executing the maintenance and repairs identified in the awarded work specifications, the Port Engineer will typically encounter occasions where the original scope of a work specification will need to be modified. The contract is modified by issuing a contract change order (CCO) which in the PENG software is referred to as an RFP. The RFP module is where the Port Engineer records the additional work needing to be accomplished during the repair availability. A properly documented RFP record in PENG will include:

• Identification of the work item being modified by the RFP.

• A descriptive title

• A class description that is the primary reason for the change.

• Text specifying the details of the change required.

• An estimate of the cost to complete the change specified.

• The MSC POC if it is not the PPE.

• An attached copy of the PPE and ACO signed RFP issued to the repair contractor

• The repair contractor’s proposed pricing.

• An attached copy of the repair contractor’s proposal document

• The final negotiated pricing.

• A statement of fair and reasonable determination

• A link to the appropriate condition report as required

• The date issued to the repair contractor

• The date the contractor’s proposal was received

• The date of agreement on the final negotiated pricing (settled date).

• A status of settled or cancelled

While in the shipyard it is the Port Engineers role to monitor, inspect, witness and document the quality and progress of the repair contractor’s work daily. As the Contracting Officer Technical Representative for the repair contract, it is important for the Port Engineer to document his conversations and inspections of the contractor’s work. MSC policy requires the Port Engineer to maintain a notebook for logging this type of information daily. The PE Notebook module is where the Port Engineer documents conversations with repair contractor personnel, any industrial accidents, observations made during inspections, and the attendance of regulatory body representatives. The Port Engineer’s notes may for the basis of the government’s position in post availability price negotiations.

Based on observations, inspections and discussion with the repair contractor the Port

Engineer enters a record in the Notebook module. A properly entered notebook module record will contain the following

• The date work shift and weather conditions

• A high light of daily activities including o Time, location and notes on conversation with repair contractor personnel o Observations of work being conducted and manning of work o Time, location, notes and name of regulatory body representatives witnessing testing and performing inspections o Time, location, notes of accidents or high risk unsafe events (i.e. welding without a fire watch)

The Port Engineer and ship repair contractor management staff will typically meet weekly to discuss work progress. The Port Engineer does not base his assessment of progress on the ship repair contractor’s expenditure of labor, but on the actual amount of work completed at the time as a percentage of the total work required to complete the requirements of the contract.

The Progress module is used to document the agreed upon progress of each individual work item and contract change order. Properly maintained progress records will have been entered weekly with a value between 0 and 100%. All work should be progressed between 95 to 100% by the end of a typical availability.

The Port Engineer is responsible for keeping management, operations and sponsor personnel abreast of the progress and events that are occurring during the ship repair availability.

In accordance with MSC policy the Port Engineer prepares and distributes a weekly progress report. The report summarized work progress, milestones reached or delayed, expected end date of the availability, status of growth work, status of government furnished materials, problem areas, areas of concern, and comments from the Master and Chief Engineer. The SitRep module auto generates a report template with summary data from the other module. There will be a SitRep report for each week of the ship repair availability in a properly maintenance SitRep module.

On occasions when a Port Engineers discovers damage to or loss of Government Property, or non-compliance with the quality standards or processes required in the contract, the Port Engineer will fill-out and provide the MSC contracting officer with a quality deficiency report (QDR). The QDR notifies the ship repair contractor of a specific case of non-compliance with the terms of the contract and requests a detailed plan of action to alleviate the situation. The QDR should instruct the ship repair contractor on the nature of the deficiency, how to correct the deficiency, and set a time limit for correcting the deficiency. When production progress appears to placing a significant risk on the ability of the ship to leave the repair facility on the scheduled departure date, the Port Engineer will provide the MSC contracting officer with a Production Schedule Delinquent Progress Notification. These reports are generated and documented using the Deficiency Reports module.

Upon completion of an availability, the MSC Port Engineer is responsible for submitting an availability completion report that contains cost analysis data, lessons learned, recommendations for improvements and outstanding work to be complete in a future availability.

The Port Engineer is responsible for closing out VRRs that were completed in the availability, documenting the completion of PMIA items and the submittal of completion reports for any Transportation Alterations (TransAlts) that were completed during the availability.

Historical Items

When planning for an availability, there are occasions where it is more efficient to use a work specification from a ship within the same class that has recently completed the same work.

The historical items sub-module provides access to work items that have been used in a ship repair availability. The module provides the ability for the Port Engineer to assess the quality of the work specification and view change orders prior to adding it to his planning work package in the Availabilities module.

Library Items

To reduce the probability of having to issue change orders when ships are actively executing a ship repair availability, MSC has established a work item library. The Class Engineers and Life Cycle Engineers are responsible for standardizing work specifications for assigned ship classes. The Library Items sub-module is designed to provide functions to facilitate the management of standard work items. Standard work items are updated based on the data entered in PENG during the execution of a ship availability. The sustainment of the Library Items sub-module standard work items requires periodic review of the data in PENG and updating of the work specifications and cost estimates as appropriate. The execution tab of the library items sub-module provides the engineer with a list of availabilities where the standard work item was included in a work package with a link to the PENG module to view the execution data. Work items in the Library items sub-module with a type “Maintenance” assigned are scheduled in the SAMM PMIA module. The Library items sub-module is used to update the standard work specification, the estimated cost and make an association to a SAMM equipment MCode for scheduling. Work items in the Library items sub-module with a type “Template” are not scheduled but can be associated with an availability type for the purpose of identifying when the item should be incorporated into a work package.

Alteration and Administration Support

MSC’s ship alteration and technical documentation administration reporting, processing, execution and analysis processes are defined in its QMS and SMS procedures and work instructions. Alterations to MSC ships are called Transportation Alterations (TransAlts). The critical aspects of the MSC ship alteration process are as follows:

• The ship Program Manager review, approval and planning of ship alterations

• The design, regulatory and technical approval of ship alterations

• The execution and completion reporting of ship alterations

• The updating of MSC technical documentation

• The updating of MSC maintenance and logistical support documentation

SAMM provides supports for all of the critical aspects of the MSC ship alteration process with the exception of the updating of the logistical documentation. The TransAlt-PM, Task Manager, TransAlt-Ship and VTL modules provide the functions that support the Alteration process.

TransAlt-PM

TransAlt-PM is the sub-module used by the Class Engineers and Life Cycle Engineers to manage the review, approval, planning and close out of TransAlts. The TransAlt process starts when a SAMM user submits a TransAlt request. A request can be submitted by anyone. The request must contain information describing the change and estimate cost. TransAlt requests are screened by Class Engineers and Type Desk Engineers prior to submitting them for Program Manager approval. The TransAlt-PM sub-module allows users to create a TransAlt request and then notifies the Class Engineer that a request has been submitted. The system provides the Class Engineer with the ability to edit the request, communicate back to the originator, record comments and request the review by Type Desk Engineer for the ship class. When the TransAlt impact, benefit and feasibility are determined to be technically acceptable by the Class and Type Desk Engineers it is forwarded to the Program Manager for approval. Upon Program Manager approval, the Class Engineer will initiate the process of developing the work specification and obtaining Regulatory Body and Technical Approval. This is supported in the TransAlt-PM sub-module by the function that permits the creation of a service request to the Task Manager sub-module.

After Technical Approval of the TransAlt via the Task Manager sub-module, the Task Manager sub-module is used to route the TransAlt to the logistics staff to determine the impact, and Program Manager for final funding and implementation planning approval. The implementation plan is entered with the budget estimate and execution fiscal year for each ship.

Once this is complete the Port Engineer is authorized to schedule the TransAlt for execution using the TransAlt-PM sub-module.

Task Manager

Task Manager is the module used by all Engineering Directorate staff ashore for assignment of action items and management of task related to projects as a result of a service request. Service requests are submitted via the Task Manager module and reviewed prior to acceptance. Service requests are reviewed to ensure that the scope of the service request is clear, feasible and time bound. As part of submitting a service request the customer is required to define the deliverables. For TransAlts the minimum deliverables are predefined, as it is MSC policy that all TransAlts are submitted to the Engineering Directorate for technical approval.

TransAlts submitted as a service request for engineering technical development support must be approved by the program manager for the ship class prior to its acceptance. Task Manager provides a link to the TransAlt record details so that the reviewer can open the TransAlt record to confirm program manager approval without leaving the Task Manager module. Once a service request is accepted it becomes a project. Within Task Manager a project may be associated with multiple tasks that may be assigned to personnel within different divisions of the Engineering Directorate. To assist with work load management each project, tasks are assigned to an individual with fields for an estimated number of hours, actual hours worked and estimated remaining hours. To assist with the review of a task prior to completion, the Task Manager sub-module provides the ability to identify attachment types (i.e. design drawings) and mark attachments as deliverables. Once the required technical deliverables and regulatory body approvals have been obtained and associated with the Task Manager service request the status can be updated to routing. Once the status is set to routing, the system sends a notification to all of the engineering senior staff members that are required to review the service request for technical review and approval. Once Technical approval is obtained, the Class Engineer reviews the deliverables and forwards the TransAlt and service request response to the Program Manager for approval using the TransAlt-PM module.

TransAlt-Ship

Once the Program Manager provides final approval and execution planning are complete in the TransAlt-PM module, TransAlt-Ship is used by the Port Engineer to scheduled and submit completion documentation. The Trans-Alt ship module differs from the in that the TransAlt data is filtered per ship allowing the quick identification of TransAlts within a class that are applicable to the ship the Port Engineer is assigned.

Virtual Tech Library (VTL)

The MSC Virtual Technical Library (VTL) module is the repository and central distribution point for all of MSC’s technical documentation. The physical location of the VTL is at the Norfolk Naval Station. The Technical Manuals, Drawings and Service Bulletins are distributed to the applicable ships in the fleet. All other technical documents are accessed through the ashore VTL module, and are not distributed across the fleet. The Tech Library staff maintains the data in the SAMM VTL module and uses the SAMM software to receive and respond to customer requests for library services.

Condition Monitoring Support

SAMM utilizes, Vibration Analysis, Diesel Engine Combustion Analysis, Oil Analysis, Special Tests and Water Chemistry Analysis to identify problems in the early stages so that scheduled corrective maintenance can be made to prevent costly and unplanned failures. SAMM includes portable data collection devices that facilitate the efficient, consistent, and repeatable collection of data across the vessels. This data is analyzed by a shore staff utilizing the Shipboard Engineering Analysis Systems (SEAS) module of SAMM to analyze the current data set, identify trends across data sets, modify test conditions or automatic analysis properties for future tests, and set test severity and document recommendations based on the findings. If these recommendations require action by the Ship’s crew, a SAMM Work Request is generated.

MSC’s Condition monitoring program is most effective when the following activities are completed

• Samples and data are collected when scheduled in SAMM and under the conditions prescribed in SAMM

• Shipboard staff are properly trained in the use of the condition monitoring tools and software

• The samples and data are sent ashore

• The SAMM contractor ashore analyst support performs an analysis and transmits the results and recommendations back to the afloat staff

• The MSC Afloat staff takes action on the results and recommendations or provides ashore analyst with operational feedback on concerns in regards to the test and analysis. When action is taken the MSC afloat staff records the machinery conditions founds in the machinery history module.

• The SAMM support contractor ashore analyst reviews the operational feedback and condition found information and makes appropriate adjustments to the condition monitoring program.

MSC’s condition Monitoring program is recognized by ABS and allows MSC to avoid many costs associated with ABS open and inspect requirements. The SAMM support contractor manages the maintenance, repair, and calibration of data collection hardware. The analysts use the following criteria to set the test severity which drives the repair recommendation priority:

FAULT SEVERITY: EXTREME

REPAIR PRIORITY: MANDATORY

DESCRIPTION: Machine problems or failure is probable within days to weeks if operated continuously. Failure is probable within approximately 50 to 250 hours of run time. Repair should be accomplished as soon as possible.

FAULT SEVERITY: SERIOUS

REPAIR PRIORITY: IMPORTANT

DESCRIPTION: Machine problems or failure are probable within weeks to months if operated continuously. Problems or failure are probable within approximately 100 to 750 hours of run time. Repair should be accomplished at the next convenient downtime, or in the next two to six months.

FAULT SEVERITY: MODERATE

REPAIR PRIORITY: DESIRABLE

DESCRIPTION: Machine problems are probable within a period that is shorter than the design life. Repair can generally be deferred and scheduled based on changing severity over time.

FAULT SEVERITY: SLIGHT

REPAIR PRIORITY: NO RECOMMENDATION

DESCRIPTION: Condition is unusual and no repair action is required. This severity level is primarily used for trending purposes.

Vibration Analysis System (VAS)

The Vibration Analysis System (VAS) sub-module has several components. The first component is the onboard portable data collection device (Emprise Corporation’s ViPRe) and associated fixed and portable accelerometers. Some accelerometers are mounted semi-permanently to promote safer collection of data around rotating machinery. The portable data collection device, when connected to the network, receives the defined list of equipment, associated measurement points and test conditions from the SAMM system, and automatically triggers the Expert Alert Diagnostic System (EADS) to execute on the most recent data recieved.

The ship’s crew member utilizes the Vibration Test Analysis Guide (VTAG) and the portable data collector to collect data around the ship.

The data replicates ashore and based on the EADS automatic pre-screening, the data is manually analyzed by the SAMM support contractor in the SEAS VAS sub-module of SAMM.

The test severity and recommendations are documented in SAMM. The SAMM support contractor uses SEAS VAS sub-moduleto perform the following functions, as necessary to increase accuracy of the EADS:

• View data in high resolution in a variety of formats, with or without average data

• View fault trends

• Overlay previous and average data.

• Catalog discrepancies by type and cause for statistical purposes

• Identify harmonic series, and side-bands, and identify a given peak’s amplitude and frequency/orders.

• Renormalize data, rerun expert system as needed

• Spectrum data splitting tools for detailed trend analysis.

• Print expert system results.

• Plot high resolution single and tri-axial spectra.

• Send manual results to ship, including reviewer comments

• Update averages with current data

• Modify expert system rulebase experimentally or permanently

Diesel Engine Combustion Analysis System

MSC’s Diesel Engine Combustion Analysis System consists of a portable data collector (Icon Research Doctor models DK2 and DK20) and the related analysis software that is integrated into SAMM.