Planned Maintenance and Defect Reporting Procedure

Purpose. This procedure explains how the planned maintenance system is used to schedule, carry out and record maintenance on every vessel, and how defects are reported, assessed and closed.

1.The planned maintenance system

Every vessel has a maintenance schedule in the planned maintenance system built from the manufacturers' service intervals, the survey requirements and the company's own experience. Tasks are scheduled by running hours or calendar date and assigned to the vessel's engineer or the shore engineering team.

2.Daily and weekly checks

The engine driver or engineer must complete the daily engine room checks before the first job of the day and the weekly checks on the roster changeover day. Results must be recorded in the engine room log and any abnormal reading raised as a defect.

3.Reporting a defect

Any crew member who finds a defect must complete a defect report form and give it to the master, who must enter it in the planned maintenance system the same day. The report must describe the defect, where it is, when it was found and whether it affects the safe operation of the vessel.

4.Assessing a defect

The Fleet Engineering Manager must assess each defect within two business days and classify it as Critical (vessel must not sail), Major (rectify before the next survey or within 30 days) or Minor (rectify at the next planned service). Critical defects must be reported to the Marine Operations Manager and the Safety and Compliance Manager immediately.

5.Carrying out work

Work must be done to the manufacturer's manual and the applicable standard, with parts and consumables recorded. Isolation and lock-out must be applied before working on machinery, electrical systems or pressurised systems. Work that affects survey items must be inspected by the engineering manager before the vessel returns to service.

• Isolate and lock out
• Confirm the manual and the parts
• Record hours, parts and test results
• Return the vessel to service only after a test run

6.Closing and records

The engineer must close the task in the planned maintenance system with the work done, the test result and the running hours. Records must be kept for the life of the vessel and made available to the surveyor.