05_SAMM_System_Feedback_Process,_EPI.pdf

Military Sealift Command Quality Management System

Procedures Manual

N0711-103.00-AQ

Revision 0.1

Endorsed by the M&R Steering Committee

Issued By: Date:

6/6/2011

SSIC: 4790

ISO: 7.5

ISM: 10

Kevin D. Baetsen COMSC Engineering Director

SAMM System Feedback Process

1 PURPOSE

To establish policy and responsibilities for the Shipboard Automated Maintenance Management (SAMM) System Feedback Process. This policy will enable and promote a continuous improvement to SAMM maintenance plans.

2 BACKGROUND / OBJECTIVES

2.1 Background: The SAMM system contains all scheduled maintenance tasks for all government owned ships. The maintenance within the SAMM database is deemed necessary to attain reliable and safe operation of equipment within the constraints of design and in compliance with all regulatory bodies. It is recognized that maintenance requirements will change due to in-service performance, configuration changes or incorrect initial assumptions in defining the required maintenance tasks. A Maintenance Feedback Process is required to allow for the continuous improvement of the SAMM maintenance database while ensuring changes are aligned with MSC’s Maintenance Philosophy, Reference 5.1 during the life of all government owned ships.

2.2 Objectives:

2.2.1 To ensure that a sustainable process is in place to address changes, additions and deletions to the ship’s maintenance plan while ensuring that the maintenance remains effective and applicable.

2.2.2 To record the justification and disposition for each requested change, addition and deletion to the SAMM maintenance database.

MSC Quality Management System Procedures Manual N0711-103.00-AQ Revision 0.1

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2.2.3 To utilize Reliability Centered Maintenance (RCM) methods to determine the appropriate type of maintenance. RCM shall also be used to extend the periodicity or eliminate unnecessary scheduled maintenance based on operating experience, as applicable.

2.3 Applicability: The requirements of this instruction apply to all Military

Sealift Command (MSC) owned ships (USNS and USS) whether government or contractor operated. Wherever this instruction conflicts with the ship operating contract, the operating contract shall take precedence. The requirements of this instruction shall be required on all future operating contracts after the date of signing.

3 PROCEDURES / PROCESSES: This document is part of the series that comprises MSC’s Ashore Maintenance Management Policy, COMSCINST 4790.4, reference 5.2.

3.1 Feedback Submittal

3.1.1 MSC Program Managers (PMs)/Technical Directors (TDs), Class

Manager’s (CMs) and Ship Operating Companies are responsible for the submission of maintenance feedback for ships under their administrative/contractual control. Feedback shall be submitted either through email, the SAMM system application afloat program or the shore based Feedback tracking system to request changes or updates to the maintenance when any of the following conditions exist;

a. When a maintenance action has an adverse affect or no impact on maintaining system function or safety to personnel and equipment.

b. When a maintenance action is not cost effective when compared to “run to failure” on non critical equipment.

c. When a maintenance action will provide a cost effective solution to predict, prevent or mitigate the risk of a reoccurring failure or safety hazard.

d. When a maintenance action will reduce the risk of a machinery failure that may result in a safety hazard.

e. When a maintenance action will predict, prevent or mitigate the likelihood of failure of a mission critical equipment.

f. When the maintenance narratives require updating to reflect best practices.

g. When it is discovered that the actual equipment configuration differs from what is in SAMM.

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h. When maintenance actions required by a regulatory body are missing.

i. When maintenance action, periodicity, or frequency changes are warranted.

3.1.2 When an MSC employee identifies any deficiency related to SAMM system hardware, software or data, during an OCI inspection, SMS Audit or ship check, that employee shall notify N711.

3.1.3 All recommended changes shall be accompanied by a description for the change including:

a. Operational experience that is driving the need for the change.

b. The benefits of the recommended change on safety, regulatory requirements, mission and/or cost (both short term & long term).

c. The consequences if the recommended change is not incorporated.

3.2 Feedback Review

3.2.1 MSC N7 shall review all feedback for approval or disapproval by ensuring that all changes are applicable and effective and consistent with MSC’s maintenance policy, Reference 5.1.

Additionally, all feedback requests shall be viewed as affecting the entire class of ships unless there is evidence to the contrary. Due diligence will be conducted in determining if feedback is not applicable to all ships in a class through communication with Chief Engineers, ship operating companies and/or PM's.

3.2.2 MSC N7 shall maintain records of all maintenance feedback items that affect the vessel's maintenance plan within the SAMM system.

Amplifying information about maintenance feedback items may be stored in the Engineering Directorate files external to SAMM.

Records & amplifying information shall be retained for as long as the equipment continues to exist within the MSC fleet.

3.3 Feedback Processing

3.3.1 MSC N7 is responsible for the processing of all feedback change requests which is documented in EWI N0711-103.10-W.

3.3.2 MSC N7 shall notify PM’s/TDs and MSC Norfolk N7 of all

equipment maintenance additions and deletions, and the net effect on man hours requirements.

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3.3.3 MSC N7 shall notify the PMs/TDs of proposed maintenance changes to critical equipment (SAMM listed L4) 14 days prior to implementation into SAMM. Responses from the PMs/TDs shall result in a review by MSC N7 and either a new proposed change or no change required. PMs/TDs are responsible for coordinating changes with CMs and Operating Company staff. The PM/TDs shall notify MSC N71 if they are unable to meet the 14 day deadline.

3.4 Process Sustainment

3.4.1 MSC N71 shall maintain the feedback system software and provide training to feedback system users.

3.4.2 MSC N7 personnel researching feedback are Level 1 (Backfit

RCM) and Level 2 (Principles of Reliability Centered Maintenance) NAVSEA RCM certified or equivalent.

3.4.3 MSC N71 shall publish monthly metrics on feedback processing turnaround time. All feedback is to be completed within 60 days.

3.4.4 MSC N71 shall conduct a bi-annual audit to identify deficiencies in originating, reviewing and affecting changes within the feedback process. Each audit will result in recommended corrective actions for any deficiencies discovered. N71 shall record the results of the audit and track all deficiencies to resolution.

3.4.5 N71 shall schedule and conduct yearly management reviews with the applicable PM codes. These reviews shall cover N7 audits, corrective actions implemented, and open items as a result of the audit, metrics, and follow-up actions from previous management reviews. The yearly review shall be conducted to ensure the feedback process is suitable, adequate, and effective. The intent of these management reviews is to recommend and implement actions to improve the effectiveness of the feedback process, customer satisfaction, and ensure that necessary resources are available.

3.4.6 N71 shall brief N7 annually of the combined results of the reviews.

4 RECORDS & REPORTS

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4.1 Audit Records (N7)

4.2 SAMM Feedback Trends and effectiveness records (N7)

4.3 Yearly Review Meetings (PM Codes)

5 REFERENCES

5.1 COMSCINST 4700.1, Military Sealift Command’s Technical Authority, Maintenance Philosophy, and Maintenance and Repair Management System (MRMS).

5.2 COMSCINST 4790.4, MSC’s Ashore Maintenance Management Policy

5.3 Engineering form N0731-001.02-F, Definitions that Apply to COMSC

Maintenance Philosophy and Technical Authority Management

5.4 Engineering Work Instruction N0711-103.10-W, SAMM System Feedback Processing

6 DEFINITIONS:

6.1 For definitions see reference 5.3

7 PROCESS MANAGEMENT:

7.1 Office of Primary Responsibility (OPR): MSCHQ N71

7.2 Interfaces: All Ships, All PM Codes

7.3 Performance Indicators: N7 audits. Monthly metrics on feedback processing (60 day turn-around time), the number of feedback reports that are overdue (beyond the 60 day processing time per paragraph 3.4.3 and net effect of maintenance changes presented in manhours (per paragraph 3.3.2)). Bi-annual audit results (per paragraph 3.4.4).

8 REVISIONS:

https://msc.portal.navy.mil/QMS/SMS/SMS/EX_DOCS/COMSC%20Instructions/M47001.pdf https://msc.portal.navy.mil/QMS/SMS/SMS/EX_DOCS/COMSC%20Instructions/M47904.pdf https://msc.portal.navy.mil/QMS/SMS/SMS/SQ,%20MR%20Documents/N0731-001.02-F.docx https://msc.portal.navy.mil/QMS/SMS/SMS/SQ,%20MR%20Documents/N0731-001.02-F.docx https://msc.portal.navy.mil/QMS/SMS/SMS/SQ,%20MR%20Documents/N0711-103.10-W.docx https://msc.portal.navy.mil/QMS/SMS/SMS/SQ,%20MR%20Documents/N0711-103.10-W.docx

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Original 6/6/2011 Revision 0.1 Added option for email feedback submittal and removed references to MSFSC. Added SAMM Feedback Processing EWI reference.