Company Operational Manual(COM) Technical 3.4 Maintenance Policy	Doc No.: COM 3.4 Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

3.4 MAINTENANCE POLICY AND GENERAL INSTRUCTIONS

3.4.1 Purpose

This procedure defines the tasks to be carried out by the technical department in monitoring and managing the maintenance of the vessels in the Company fleet in accordance with the Company policies and the requirements of the owner, classification, national and international regulations.

3.4.2 Applicability

This procedure is to be used by the technical department in each of the regional offices.

3.4.3 Responsibilities

The Fleet Director is responsible for the implementation of this procedure and may delegate the responsibility for any part of the procedure to a T Manager, TSI and/or a Technical Controller.

Each T Manager shall be responsible for the technical management of a number of vessels the allocation of which may be changed from time to time.

The TSI is responsible for the specific day-to-day technical management of the vessels allocated to him.

The Master has, by regulations, the responsibility for the vessel’s seaworthiness and fitness to execute critical activities. With the help of the shipboard management team, the Master shall verify the maintenance necessary to meet these requirements are performed, controlled, documented and reported.

3.4.4 Planned Maintenance

A planned maintenance system (PMS) is to be established on each vessel. The PMS is to be specifically adapted to the requirements of the vessel depending on type, age and trading pattern and maintained in the English language.

The objective of the system is to prevent machinery / equipment / structural failure and to maintain a reliable vessel as per the Company maintenance policy.

The PMS may be either “DSM”, or a commercially available PMS such as AMOS (should the Owner not wish to use either of the company systems).

The use of paper-based systems is discouraged and the continued use of such a system requires the sanction of the Marine Operations Technical. Agreement for the continued use of a paper-based system will only be forthcoming following review of the content against the requirements of the ISM code. All PMS systems shall be designed to meet with:

• ISM & classification society requirements
• Manufacturers recommended overhaul periods
• Known main machinery running hours
• Flag state survey & specific trade requirements
• The Company maintenance scheduling, reporting & recording requirements

PMS systems can be a preventive maintenance system (i.e. calendar or running hour based) or condition based monitoring techniques may be employed and overhaul periods adjusted accordingly. In addition, the PMS must be able to deal with unscheduled maintenance.

Owners who operate a class-certified PMS notation will be granted improved facilities for dealing with machinery surveys, using class certified Chief Engineer survey credits.

Irrespective of the type of system employed, the following elements shall be included:

• 5 year inspection schedule based on class survey requirements
• Annual maintenance plan based on survey requirements and scheduled maintenance as required by equipment manufacturers.
• Maintenance of electrical equipment including insulation testing of all motors and cabling.
• Provision for accurate record keeping of maintenance carried out together with all necessary condition and calibration reports, running hours, test readings, etc.
• Record of spare parts used and parts inventory.
• Identification and inventory of critical spare parts.
• Monthly feedback to technical department of inspections and maintenance carried out.
• Regular testing of all alarm and machinery safety devices such as over-speed trips, low oil pressure slow/shut downs, high temperature shut downs, etc.
• Routine testing/inspection of all life saving equipment.
• Maintenance of test equipment with intervals for calibration. (i.e. manometers, thermometers, gas detection equipment, alco-meters, etc).

The maintenance of the vessel and the upkeep of the PMS records is the responsibility of the shipboard management team, in co-operation with the TSI.

The TSI is to check that the PMS schedule adequately covers the maintenance requirement of the vessel and shall ensure that any inadequately covered items are incorporated into the system. The effectiveness of the PMS is to be checked as part of the routine inspection visit, discussed with the shipboard management team and changes made to overcome any deficiencies.

Where the trading pattern restricts availability of the vessel for maintenance or where there is a high unit maintenance requirement, the Master/Chief Engineer is to advise the TSI of the anticipated workload.

The TSI will discuss with Fleet Manager and plan a maintenance programme with the Chief Engineer, using ship or shore-based assistance as required to meet that schedule. The Technical Controller shall monitor ship’s survey reports and ensure that the survey status is kept updated in the office and on board by sending the class society quarterly listings to the vessel.

a) Extension of Planned Maintenance Schedules

There may be occasion where outstanding items cannot be closed due to extraordinary reasons such as necessity for a dry dock to complete, or other operational constraints. If any PMS item requires to be re-scheduled outwith previous set parameters, approval should be obtained from the vessel’s TSI with an appropriate postponement date inserted into the Planned Maintenance System.

b) Permanent Extension of Planned Maintenance Schedules

The re-scheduling of any PMP item must be in accordance with the Company’s Management of Change procedures recorded in the PMP system in use.

Inputs to the management of change process should include:

• Review of initial maintenance schedules set using manufacturer’s recommendations, either based on running hours or calendar or a mixture of both. There is usually a window of recommendations based on running profile, and the correct interval chosen.
• The running profile may consist of, but is not limited to:
  • Ambient conditions, e.g. Temperature / Humidity
  • Operating loads and load profile (constant or intermittent as examples)
  • Types of lubricating oil (mineral/synthetic)
  • Use of Condition Based Monitoring such as: Oil Sample Analysis / Vibration – Acoustic Thermal Surveys / Insulation Records
  • Age of equipment
  • History of the equipment
  • Critical nature of the equipment
• Any procedures or requirements laid down in the maker’s manuals or service letters. These should be checked before any decision is made. Any changes based on updates to maker’s intervals advised by way of maker’s service letters, must be backed up by attaching the service letter to the manual(s) onboard.
• Extensions based on condition-based assessments must be documented within the PMS and in the appropriate E-form. For example:
  • 2 stroke Main Engine Cylinder Overhaul – Makers recommended 8000 hours, but “may be extended based on condition”. The inspection may take the form of one or more of the following:
    • Scavenge space inspection
    • Oil scrape down analysis
    • Engine performance figures
• Depending on the Planned Maintenance System in use, the job can either be:
  • Marked completed (with a note explaining the action taken)
  • Manually extended on a one-off basis, or permanently extended, with agreement between the TSI and the Chief Engineer onboard at that time.

3.4.5 Vessels Entering Management

The Company will review the PMS in place on any vessel coming into management and shall subsequently put in place a Company approved system or adopt the existing system if suitable. In the interim period until the full implementation of an approved system, the TSI shall ensure that the maintenance is carried out to the IMS standards.

The information gathered as part of the Pre-Delivery Inspection Report is to be utilised to prepare the PMS for the vessel, and the list of critical items drawn up on a priority basis. The survey status with details of continuous survey of machinery, hull, and other plants shall be made available both on the ship and in the office.

When a vessel enters management with a large quantity of maintenance items overdue, the Fleet Manager/Superintendent should identify which items can be deferred by a suitable timeline to allow ship’s staff time to carry out required maintenance while avoiding the PMS showing a large percentage of jobs overdue.