VMS: Engine-Component Maintenance
Vessel Management System Professional
Because different engines and components require proprietary service intervals and tasks (particularly with regards to maintenance) VMS allows free-form service categories. You may create a new entry (click Add Record) and enter data relevant to your vessel.
You may select a prior entry by clicking one of the drop-down lists (tabs at top of module will sorted entries by Engine-Component, Date, Task, Vendor), or use the Engine Component QuickVIew (click QuickView).
The Engine-Component module illustrated is in Planner View. In this mode Engine-Component maintenance procedures are analyzed and compared against entries in the Engineer's Planning Log. Any service interval that occurs on a previously entered Engineer's Planning Log event is shown if the Engineer's Planning Log event Due date coincides with the Task due event. You may jump directly to the Engineer's Planning Log entry with a single click anywhere in the Planner View event description.
You may show records previously archived by clicking the button just below the Vessel Name. Clicking again will hide the archived records.
The status of the module will be shown in the title area at the top of the module. In this case Archived Records are Shown and the Bookmark is Active.
Definitions for this module are divided into two parts. The illustration at left shows the Engine definition fields. You may re-use all fields after once entered, rather than re-typing each entry. In this example the Generator Port may be assigned any number of Tasks (below). Files and Hyperlinks may be associated, Vendors assigned and records archived.
You may add your own descriptions in the Task fields (shown here as Align Vibration Mounts) with your own definition, date, engine hours and service intervals. To view the current age of any currently displayed, pre-assigned task enter today's accumulated engine hours in the field Hours Now (the Due Date is calculated with your computer's system date and the Interval in Days). If the actual interval is larger than the interval specified (date or hours) a Service Due flag is presented.
Any Engine/Component maintenance task with a service flag showing will appear on the Engine/Component reminder modules, useful for a quick examination of tasks due.
Typically you'll want to differentiate jobs that have either been completed by date or interval time from those jobs that are pending, or incomplete. The logical sequence of action (see below to automate)
1) update the Last Serviced at Hour field and the Last Service on Date fields, then
2) duplicate the record
3) mark one of the duplicated records as compete, then
4) archive one of the duplicated records, then 5) start a new record where the last one (the record must marked completed) left off.
You may automate the duplicate/archive operation in one go by simply archiving the current record (see full module illustration above). If you choose this automatic method (recommended) you'll be receive a dialog explaining the applied processes and the module will re-load the record you just processed. Note that an identical record (hours, dates, definitions, etc.) now exists, but is neither archived nor tagged as complete. This new record will be come the current record, which you'll use to advance the next maintenance period.
There may be several tasks assigned to specific machinery, like oil changes, belt renewal, water pump impeller changes, etc., all requiring different intervals, but all assigned to the same component. You can make a global Hours Now alteration to any active engine-component (not archived) by clicking the Global Update Hours / Task Debit button (above), which will invoke the dialog shown at right. This will change all Tasks with the chosen Engine-Component name to the same accumulated hours.
You may also debit inventory, if appropriate, for the task performed. When you click the button Debit Inventory this module will expand to show the Task, as in this example. The New Hours Now and Engine/Component fields will be locked to prevent inadvertent alteration of an inappropriate record. You may choose a Task, then click the Debit Inventory Assigned to this Task button to invoke the module shown below:
Any item previously associated with this Task will be shown, with the Engine-Component and Task iterated in the module's title. Click any line (320 Weight Crude is illustrated) to invoke the parent Inventory Module showing the specific inventory item previously associated with this task. The module will open in a limited mode, with the Quantity On-Hand field already highlighted, allowing you to debit the inventory item.
Any future purchase orders issued to the vendor assigned to these items will reflect the inventory adjustment. When the purchase order is received the appropriate inventory restock quantities will be distributed to the appropriate vessels at their specified minimums. Therefore it's conceivable that you'll want to define tasks and assign inventory for many common tasks, creating a fast track for performing the task, adjusting it's attendant inventory and re-ordering consistent with requirements of each vessel.
You may associate any number of graphics, documents or hyperlinks to the Engine/Component module. This is particularly useful if you have mechanical drawings, manufacturer supplied specifications and/or service checklists, pictures, etc.
Associating specific Engineering inventory (from the Engineering Inventory Module) to any Engine/Component task will allow quick check of current or future inventory stock levels for the task. You may then rotate through the inventory record, back to the Engine/Component QuickView, and then back to the specific Engine/Component record.
Click Inventory Assigned to Task and you'll open the Inventory QuickView which will show only inventory items associated with the task chosen.
If you have work performed by outside suppliers you may assign a Vendor to any record, just drop the field and choose from the Vendor Address Book. To view information about this vendor, click the button View Vendor.
Virtually unlimited tasks can be assigned to each engine, thereby providing as many aged tasks on a single engine or component as you need. However many records will have a similar appearance (because only hours or dates may change) so you may choose to Archive all but the latest version of a specific task. If you Hide Archived Records the Index will find only records not archived (presumed current).
If you have multiple tasks to be serviced on any single engine at the same interval (or date) you may duplicate the first entry, then duplicate, then create another task definition for that engine using the same hours/date. After duplication, you'll probably want to archive the old record, that is(the original from which the dupe was made. Make a new record of similar tasks at each engine service and a complete running history of engine maintenance will be created.
You may also use Duplicate with the Move function if you have the same machinery on several vessels. So you might enter all the definitions and due intervals on one vessel, then duplicate and move to other vessels as a method of reducing data entry. Each vessel would then be responsible for entry of it's own service history.