A Planned Maintenance System is only as good as the data inside it. If the equipment register does not match the ship, if jobs were copied from a sister vessel or written from memory, or if intervals have no source, the PMS produces work orders nobody trusts and records that do not stand up at an audit.
Our PMS database building service starts from the documents the equipment makers supply with the ship. Our team of marine and mechanical engineers reads each instruction manual, extracts the maintenance the maker actually requires, and structures it so it can be imported straight into your PMS software.
What we build
- Equipment register and hierarchy. Every maintainable item on board, organised in your company's structure or a recognised coding system such as SFI, with maker, model, serial number and running-hour counters where they apply.
- Maintenance jobs. Job titles and step-by-step instructions taken from the maker's manual, with safety precautions and the manual reference for each job.
- Intervals. Calendar and running-hour intervals as the maker states them, including "whichever comes first" jobs, so the schedule matches the manual and class can follow it.
- Spare parts. Part numbers and descriptions from the maker's parts lists, linked to the equipment and to the jobs that consume them.
- Critical equipment. Equipment and jobs flagged as critical where your safety management system requires it.
How we work
- Survey the documents. We list the equipment, check which manuals and parts lists are available, and report gaps before any data is written.
- Agree the structure. We map the vessel to your hierarchy and job wording standard, or propose one for a fleet.
- Extract and author. Engineers extract jobs, intervals and parts from each manual. Content that is not in the maker's documentation is not added unless you ask for it, and is labelled when it is.
- Check. Every job is checked against its source: right equipment, right model, right interval, right reference. Nothing is carried over from another machine or another ship.
- Deliver. The database is delivered in your PMS import template, with a short report of what was built, what is missing and what needs your decision.
Why traceability matters
Auditors and port state inspectors increasingly compare PMS jobs with the maker's documentation. A job that cannot be traced to a manual is hard to defend, and an interval that differs from the maker's without a recorded reason invites questions. Building from the manuals, and citing them in each job, gives your superintendents and crews a database they can rely on and explain.
The same discipline makes later work easier: health checks, migrations to new software and fleet-wide analysis all depend on clean, consistent master data.