Implementation of a Computerized Compliance Management System

By Hector V. Pazos, P.E., Naval Architect

In recent years, the emphasis in Maintenance Management has grown for various reasons, all very much related to the financial benefits that the owner of vessels and/or offshore installations will capture by paying much closer attention to Preventive maintenance than was normally contemplated in previous decades. The offshore oil field industry and ship owners/operators need to pay close attention to the development of international conventions containing regulations and classification society requirements regarding maintenance. Classification societies requirements to periodical surveys make possible to establish a survey arrangement for retention of class based on Planned Maintenance System (PMS) on board. This type of survey arrangement has to be approved and can be granted to any type of ship and offshore oil unit provided that certain requirements such as sufficient instructions for Preventive maintenance (PM) and other items are complied with. In simpler words, a proper PM program can replace ABS or other classification societies special continuous machinery surveys, as well as to replace certain regular inspections by the U. S. Coast Guard. There are additional benefits to a proper PM program such as:

a). Reduction of downtime due to breakdowns

b). Reduction of accidents and resulting lawsuits

c). Reduction in spare parts inventory and downtime in waiting for parts

d). Reduction in management time Reduction in insurance premiums. Preservation of asset value.

In summary, the objectives of this system are:

• Maximize utilization of the vessel or unit.

• Minimize the maintenance and overall costs.

• Facilitate regulatory compliance.

• Planned maintenance systems are in general to include:

Inventory: List of items/systems, which are subject to maintenance.

• The schedule or time intervals at which maintenance jobs are to be performed.

• The maintenance procedure to be followed for each equipment.

• A system of reporting maintenance jobs and the results of this work to created documentation and history.

• A way to report major repairs and overhauls to attending surveyor(s) of classification societies during an annual survey.

• A spare part inventory and purchasing control system.

A Compliance and Maintenance group of experts or Planning Unit (PU) that the author of this article represents will: Generate and forward Preventive Maintenance & Compliance/Safety/Security Work Orders on the set schedule. Track and record the completion of these Work Orders and provide a Work Order status report on a regular basis. Unscheduled maintenance work and deficiencies found at inspections are entered and will be followed up until completion, as well as Management reports on a scheduled basis and customized reports as required. The client list for this Computerized Compliance Management System (CCMS) includes Transocean SedcoForex, Bean Dredging, Nabors Offshore/International/USA, Torch, Inc., North Bank Towing, Harvey Gulf, McDonough Marine Service, Stolt Offshore, and other large and small vessel operators. This expert group or Planning Unit (PU), basically provides to the vessel(s) or Operation Units (OU) any or all of the following services: Set up and maintain an extensive list for each vessel or rig (OU) on the CCMS for each item with compliance issues, maintenance requirements, or requiring inspection by third party.

The equipment list is normally developed upon an inspection of the OU by the PU's technician, who, using manuals, logs and other records that may be available develops a database at the Planning Unit (PU). Schedules and Procedures for compliance, preventive maintenance, and inspections of the listed equipment are set up. Procedures are approved by the owner or operator (OU) and updated when required by the OU. Modified procedures are implemented immediately when approved.

Set up a Spare Parts Mater List for each OU on the SPIC system from information supplied or from manufacturers recommended lists. Assist in setting up a Spare Parts Stock List and Spare Parts recorder points, order quantities, and max/min stock quantities.

Generate and distribute work orders to each rig on the CCMS on a monthly basis according to schedules set up. Each work order contains a step-by-step procedure in accordance with the OU requirements.

Provide handheld PC's for each rig where the distributed work orders can be downloaded from our internet website and used by the technician to read the procedure while performing the work. The work orders can then be closed on the handheld and the entered information uploaded via the internet. Software upgrades will be provided when available.

The system is provided on the internet by the PU web application provider. No software is required at the OU. The WO can be provided on a handheld computer (HHPC) by wireless internet connection providing all the instructions for carrying out the work and screen for closing the work orders in the system with immediate upload from the handheld PC to the web server.

Set up and maintain an internet website for the OU to view, print, and enter data in the system from anywhere in the world. The database and internet application will reside on the PU serve protected by firewall and passwords. The input data will be checked for corruption before it is used to update the operative tables.

Produce comprehensive monthly reports that show Planned work orders issued vs. processed, pending work orders, corrective work orders, down-time, spare parts stock / movements, and other reports requested. Produce special reports on request detailing maintenance history of a given rig or a specific piece of equipment. Provide customer support by phone and email to vessels, rigs, bases and management. During the visit to the OU the operating personnel is trained by the PU technicians in the use of the system. Schedules/Procedures for Preventive Maintenance, Regulatory Inspection and Safety/Security inspections, in collaboration with, and approved by the OU (vessel or unit) personnel are prepared. This is done in compliance with Class and other required Regulations, U. S. Coast Guard SIP (Streamlined Inspection Program), MMS (Maintenance Management System), ISM (International Safety Management Code) inspections of the listed equipment as applicable.

Work Orders

The PU generates Work Orders (WO) for Preventive Maintenance (PM) and Compliance/ Safety and Security, which contain a step-by-step procedures in accordance with the given equipment manufacturer's recommendations and/or standard practice on the set schedule. The WO is distributed to the OU (vessel or unit) on a monthly basis for maintenance of equipment and inspections required under ISM and/or other agencies, via internet, email, express mail or fax, or other reliable means. A WO Summary is enclosed with the monthly WO. The list is sorted on craft required to do the job. The WO contains illustrations, pictures or drawings used to support the text procedures. Compliance: The WO contains information to satisfy the requirements of any applicable regulatory agency and can be downloaded from the PU internet website using a handheld PC. Safety: The WO contains warnings/information aimed to the prevention of accidents. Security: The WO may contain any advise, recommendation or instruction aimed to prevent any illegal acts or acts of terrorism. Upon completing the maintenance and compliance activities, which are to be done within one month, the OU or the PU close the WO in the system, incorporating any comments in a form for Corrective Work Order including findings, action taken, downtime and signatures of responsible personnel. Monthly reports are customized to what management decides to follow up on a regular basis and may include: WO closed and overdue; downtime and delay time; pending or incompleted WO; cancelled WO; corrective WO (non-scheduled maintenance work); WO with comments to alert management. Special Maintenance Reports: These reports are developed upon request of the management and may include: Work order history/troublesome equipment/corrective work order summary/cause/downtime, etc. Spare Parts Reports: Several reports can be developed in collaboration with operating unit personnel as part of the Spare Parts Inventory Control Systems, such as:

1). Parts on hand

2). Count Book

3). Parts below order point

4). Parts Received/Economic Order Quantities (EOQ), etc.

5). Automatic calculation of orders per part/supplier, based on Order Form/EOQ.

Megger Tests: A report with the history of Megger Test is prepared and submitted monthly. To manage above activities a Planning Unit CCMS Manager is placed in charge of setups, operating and auditing the CCMS operation at the PU and the OU, assisted as required to maintain a 24/7 control. The computer software involves various programs, which are accessed thru the internet using passwords. This maintenance program does not require any investment of personnel by the owner/operator, as well as it does not require investment in hardware or other resources. The PL provides the expert personnel and proven software to have a CCMS up and running in matter of weeks rather than twelve to eighteen months as typically takes to do it in house. One factor for this fast turn around is the fact that the database has already over 10,000 procedures in records. The vessel or unit is visited at least once a year to update - revise the database.

For additional information on Computerized Compliance Management Systems, contact Hector V. Pazos by telephone at (727) 347-2556 or (504) 367-4072 or by email: [email protected] or [email protected], or Carlos Monje by email: [email protected]. Hector Pazos and Carlos Monje are Naval Architects and Marine Engineers, associated with a Group of Consultants that can help your company to implement a Computerized Compliance and Preventive Maintenance System and/or to provide the required documentation for ISM and for the maintenance sector of ISO 9000.