Updating MLC e f3 - Module 1

MANAGEMENT LEVEL COURSE – ENGINE FUNCTION 3
INTRODUCTION :
The effectiveness of any evaluation depends on the accuracy of the description of what is
to be measured.
The learning objectives that are used in the detailed teaching syllabus, Column 3 –
Methods for demonstrating competence – and Column 4 – Criteria for evaluating
competence – in Table A-III/2 of the STCW Code, set out the methods and criteria for
evaluation.
Instructors should refer to these when designing the assessment.
It is consistent with the intent of STCW that demonstration of skills and practical
understanding is determined by direct observation, while knowledge and theoretical
understand is determined through written examination in a variety of question styles.
LEARNING OBJECTIVES :
Upon successful completion of the training under this Module, trainees shall be expected to
have gained the minimum knowledge, understanding and proficiencies needed to carry out
and undertake at the management level the tasks, duties and responsibilities for
maintenance and repair on seagoing ships powered by main propulsion machinery of 3,000
kW propulsion power or more
SCOPE :
This Function 3 of this updating course covers the topics relating to the gaps that were
identified in order for Management Level Marine Engineer Officers who were certified
under the STCW ’78 Convention, as amended in 1995 to meet the additional knowledge,
understanding and proficiencies (KUPs) under the 2010 STCW Manila Amendments for
“Maintenance and Repair at the Management Level”.
ZRC TRAINING CENTER PHILS. INC. CEBU Page 1

MANAGEMENT LEVEL COURSE
FUNCTION 3
MAINTENANCE AND REPAIR
MODULE 1
Manage Safe and Effective Maintenance and Repair Procedure

(Theoretical Knowledge)

 MANAGE SAFE AND EFFECTIVE MAINTENANCE AND REPAIR PROCEDURES

(Theoretical Knowledge)
 Discusses the preparation and use planned maintenance systems (PMS) as per
ISM Code
 Objective of PMS
The PMS - Planned Maintenance System is a paper/software-based system which allows

ship owners or operators to carry out maintenance in intervals according to manufacturers
and class/Classification Society requirements. The maintenance, primarily supervised by
the on board personnel, is then credited towards inspections required by periodic surveys.
The planning and scheduling of the maintenance, as well as its documentation, must be
made according to a system that is approved by classification societies like Germanischer
Lloyd, Lloyd’s Register, Bureau Veritas or Det Norske Veritas, etc. All these classification
societies are members of IACS (International Association Of Classification Societies Ltd).
Having a planned maintenance system on ships is now mandatory as per ISM
(International Safety Management Code).
 Describe the use of planned maintenance system
The work organized and executed with forethought, control and records which is the
minimum necessary for the prevention of breakdown of equipment. Therefore, the
adoption of a Planned Maintenance system will afford reductions in total operating costs.
The effect of the introduction of a planned maintenance scheme on the remaining cost
areas is difficult to determine since they are very much inter-dependent. However,
generally, the use of an organized work program, at both office and ship level, would
increase the effectiveness of the ships work force, with consequent reductions in the
amount of work carried out in dry dock. Likewise, spare gear costs would fall after
introducing a planned maintenance system due to the reduction in compound failures.
Therefore, the introduction of a planned maintenance system would be a first step towards
achieving an optimal maintenance policy. The following notes relate particularly to a P.M.
system for machinery maintenance, although a similar approach can be used when dealing
with structural maintenance.

 Describe the elements of maintenance planning
The basic element required in a planned maintenance system may be illustrated on the
chart below.
Thus, before the work program can be developed, it is necessary to determine:

a. Determinations of items to be maintained.
In answering this question, there are a number of initial questions to be answered.
These would be under the broad heading of:

1. Is it worth maintaining?
2. What would be the penalty for not maintaining?
A useful checklist of questions to apply before including items in the planned maintenance
scheme would be:
3. Are items required for Continuous Survey Machinery?
4. Would failure through lack of maintenance incur loss of hire of vessel?
5. Would lack of maintenance cause an unacceptable fall in performance standards?
6. Would failure due to lack of maintenance incur high spares cost?
7. Would failure due to lack of maintenance cause significant loss of safety?
If the answer to any of these questions was YES, then generally, it would be desirable to
include the item in a planned maintenance system.

b. Determination of the maintenance jobs to be carried out.

The assessment of what maintenance is to be carried out would initially be based upon
operating experience and makers recommendations.
In general, the total maintenance tasks on a particular machinery item would be made up
of:
1. Inspection involving visual examination.
2. Minor Overhauling involving partial strip down of machinery item.
3. Major Overhaul involving full strip down of machinery it .
4. Survey involving full strip down of machinery item then examination by surveyor.
In most cases, the smaller jobs involve completing part of the schedule for the larger jobs,
so that the description of work to be carried out at major overhauls will include all the
work required for minor overhaul.
Hence, for a steam driven boiler forced draught fan, the maintenance statements could be
made up of:
1. Inspection Check crankcase oil level. Check oil level in pedestal bearings.
2. Minor Overhaul Carry out crankcase inspection-spanner test fittings-clean L.O. suction
strainer.
3. Major Overhaul Liners, piston and piston valve to gauge and record. Piston and valve
rings renew as required. Main bearings, bottom end bearings, top end bearings and
guides adjusted. Piston valve setting to check with “sticks”. Remove and clean L.O. auto
clean box. Examine and adjust piston and valve rod scrapers.
4. Survey As per major overhaul-present for survey.
In certain areas of maintenance, particularly main engine, there are cases where a
“replacement of overhauled spare” policy could be incorporated in the maintenance
statements. An example of this policy would be on Sulzer RD engines, where unit overhaul
statements would include “Replace piston by overhauled spare”.

c. Determination of frequency of carrying out particular maintenance

Since one of the aims of the planned maintenance system is to produce an organized work
schedule, the requirements of the schedule must be considered. The schedule itself is more
readily drawn up using calendar time intervals, rather than running hours, so that
frequency of overhaul data should be generated in calendar times.

However, before attempting to determine the times between successive maintenance

operations, a number of factors, in addition to those of a technical nature (i.e. maker’s
recommendations) should be considered. These factors may be illustrated as shown, and
are made up of:
1. Survey cycle maximum length
2. Relationship between calendar time and running time
3. Number and magnitude of jobs in individual maintenance schedules
4. Number of units in each set of machines
5. Time interval required for the control function
Equipment covered under PMS
Class societies allow special status to ships with well-implemented PMS. Survey of various
machinery components is performed usually with regular Class surveyor inspection, and it
is based on schedule given in Continuous Machinery Survey (CMS). Surveyor comes to ship
several times per year and inspects various machinery components, determining their
condition.
Inspection is scheduled every five years and the system is intended to assure good
functionality of ship's machinery and therefore safety of the ship. As PMS is increasing
overall safety and reliability of the ship, Class societies allow another form of Survey to be
performed on the ships with well established PMS. Most of CSM inspections (all except
steering gear and pressure vessels) is carried out by Chief Engineer, based on regular PMS
jobs, and Class surveyor is coming on board the ship only once a year to inspect items Chief
Engineer is not entitled to and to check what items were inspected since last Class
inspection.
Today, there is a minimum requirement that one Planned Maintenance system must
contain:
 The description and documentation of the Planned Maintenance system are to be

in the English language.
 Reports in Planned Maintenance system should be in English, except when not
suitable for the crew. In that case a brief English summary is required.
 Planned Maintenance program must include equipment manufacturer
requirements.
 Inventory content, i.e. items/systems have to be included in the maintenance
program.

 Maintenance time intervals, i.e. time intervals at which the maintenance jobs are
to take place.
 Maintenance instructions, i.e. maintenance procedures to be followed.
 Maintenance documentation and history, i.e. documents specifying maintenance
jobs carried out and their results.

 Reference documentation, i.e. performance results and measurements taken at
certain intervals for trend investigations from delivery stage.
 Document flow chart, i.e. chart showing flow and filling of maintenance
documents as planning cards, job cards etc.
 Signing instructions, i.e. who signs documents for verification of maintenance
work carried out.
PMS organizes schedules and co-ordinates all the maintenance activities of your vessel,
automatically updating Stock lists, Tasks, Order planning, and reporting relevant
maintenance functions.
The program covers both scheduled and unscheduled maintenance tasks, preventive
maintenance and related activities such as class surveys and updating the Office-based
program as required. Modules can vary between different programs, but they are all based
and built around main module, Maintenance.
 Critical equipment
Below are mentioned 20 of the most important tasks that one should keep a close eye on
board ships using PMS are:

Flow Meter Filters - Cleaning of flow meter filters for generators and main engine should
be included in PMS. Some cases of black out have been reported because generator flow
meter filters were found blocked. These flow meters are generally covered with original
lagging and are located close to the tank bulkhead.
Steam return line filter - Steam return line filter cleaning should be considered as these
days it has become a neglected item because of various reasons already known to us.
Viscotherm - is one single item that ensures correct combustion in marine engines. This
equipment runs silently without requiring any maintenance. However, it might show erratic
behavior because of some reason. These days cleanliness of exhaust is of prime importance
and that is why this equipment must find a prominent place in the PMS.
Funnel and Drains - With reduction in the ship’s crew, the funnel top is one area which is
often neglected. This area should therefore come under PMS to check the structural
strength of various uptakes, cracks in the bottom, and clearing of drains at correct places.
Spares of Emergency Equipment - It is often noticed that while testing emergency
equipment, we never check about essential spares of emergency fire pump, emergency

generator, life boat engine etc. Besides merely testing of emergency equipment, a more
detailed maintenance check (in accordance with the relevant Instruction Manuals) should
find a place in PMS.
Calibration of Tools - Calibration of important working tools such as torque spanners and
hydraulic equipment, including various electrical tools, should form a part of PMS. There
should be a prominent file to include all test certificates and calibration records. This
becomes very handy during audits.
Bow Thrusters - should never be neglected and must find a place in PMS, including testing
of its bilge alarms.
Deck Air Line and Fog Horn - generally deck air line is often neglected until some leakage
aggravates or the line is broken. Moreover, the forward whistle air filter is hardly taken into
consideration. It is important to get these tasks into PMS, including the fog horn solenoid.
Stern Light - How often does one pays attention to stern light on ships? There have been
few incidences wherein deficiency was found in stern light during inspection.
Telephone System - Maintenance on Ship’s telephone system is extremely important
Bridge Equipment - It is to be checked if maintenance of bridge equipment, including

Christmas tree fittings, scanners, and lifting table batteries is adequately covered.
Evac-sanitary system - On Car Ships, Evac sanitary system is often not covered. This
system needs good attention along with a place on PMS.
Mist Box - Mist box on the funnel should also be checked and if possible added in PMS Valve
Bodies = Valve bodies and filter box bodies under laggings often get neglected and fail
(either the body or the joint) at critical moments.
Steering Fan of Exhaust Fan - Exhaust fan of steering room is often neglected. Add it to the
PMS.
Hot Well - Hot well structure in the bottom and its filters often do not find our attention. In
earlier days we used to have “Loofa Sponges” to catch any oil leak from the heating coils. We
used to put them in a bucket, clean them with steam and put back on the hot well. Stub
pieces (pipes) connecting hot well and feed pump suctions must also be checked.
Fridge - On domestic fridge, the return line filter (liquid suction line) is often neglected and
never cleaned. Same is the case with return line manifold (it eventually develops a pin hole
which is difficult to detect from under the moist lagging).
Hot Water Circulating Pump - The hot water circulating pump is also always neglected. It
should be added to the PMS.

Main Engine Air Cooler - Main Engine Air cooler moisture drain system should find a place
on PMS.
Spares Parts - Spare parts including solenoids and relays should also be given attention.
An example of Critical Equipment
 Emergency Fire pump – starts automatically when fire main pressure drops –can
also be started manually. Previously several steps had to be taken to provide fire
main pressure (see previous slide)
 Emergency Ballast pumps installed – This allows the rig to recover from an angle
of 15⁰ by the head
 Emergency Anchor Release –Remote release fitted to Temporary Refuge EEC,

controlled release during black out
 Gas detection system up graded – Controls installed in Temporary Refuge EEC.
Preparation of vessel specific PMS
 Explains actual assessment guidance of machinery part:

 Running test of mechanical units

Main engine

 The engine should be run under steady conditions at maximum load (minimum
80%) during performance measurements. Indicator cocks must be in order
 Bridge control, control room control and emergency control to be tested
 Alarms and shutdown functions to be tested

Steering gear

 Time measurement during sailing, with one and two pumps running (from 35º one
side to 30º other side and vice versa)
 Emergency steering test during sailing

 Simulation tests of elect/electro equipment

Electric power generation


 All auxiliary engines should be run under steady conditions at maximum load
(minimum 80%) during performance measurements.
Note : Indicator cocks must be in order
 Load sharing / automatic start of standby generator

 Black-out test (alternatively by simulation)
Auxiliary functions

 Automatic start of standby pumps
 Quick closing of fuel- and lubrication oil tanks
 Pressure tests
General
In addition to the testing and inspection of materials, as required the following tests on the
fabricated piping are to be witnesses by the Surveyor after bending and the attachments of
flanges.
 Steam, Boiler-feed and Blow-off Piping - Piping in steam, boiler-feed and blow-off
systems is to be tested, preferably before installation, to 1.5 times the design
pressure specified. Pipe joints welded on the ship are also be tested to 1.5 times the
design pressure, expect that when pipes are attached to the boilers and it is
impracticable to isolate them for testing, they are to be subjected to the same
hydrostatic pressure to which the boilers are testes after installation.
 Fuel-Oil Service System - Pressure lines are to be tested after installation to 1.5
times the design pressure of the system but not less than 3.5 kg/cm² (50 psi).
 Fuel-Oil Suction and Transfer Lines - Transfer systems and fuel-oil suction lines are
to be tested after installation to 3.5 kg/cm² (50 psi).
 Starting-Air Piping - Piping in starting-air systems is to be tested, preferably before

installation, to 1.5 times the design pressure of the system.
 Cargo-Oil Piping Systems - After installation cargo-oil piping system are to be

tested to 1.5 times the design pressure of the system.
 Hydraulic Power Piping - After fabrication, the hydraulic power piping system or
each piping component is to be tested to 1.5 times the design pressure. For
steering-gear piping test, and for controllable pitch propeller system piping test.

 All Piping - After installation all piping is to be tested under working conditions.
 Cargo handling - Cargo pumps’ test (revolutions, suction- & discharge pressures
and rate for each pump). Alarms and shutdown functions to be tested.
 Calibration tests of instrumentation

1. Definition of Measuring Instrument

The measuring instruments to which this Procedure applies are as prescribed below:

a. Portable measuring instruments

 Oxygen content meter
 Flammable gas content meter
 Toxic gas content meter

Fixed measuring instruments

 Portable oil level gauge
 Oil content monitoring system for engine room bilge
 Boiler pressure gauge
 Liquid level gauge for tanker cargo console
 Slop indicator
 Closed sampling device
2. Responsibility
The Master shall be responsible for calibration of measuring instruments, and assign the
responsible person in each department as follows:

 Deck Department - Chief Officer
 Engine Department - Chief Engineer

3. Calibration of Measuring Instruments

Above measuring instruments shall be calibrated in accordance with the following
procedures:

 Carry out zero adjustments and span adjustments of portable measuring
instruments (oxygen content meter, flammable gas content meter, toxic gas content
meter) every three months in accordance with the procedures. Mark the required
date of replacement of sensors on the detector as reference.
 The monitoring equipment for tankers shall be inspected and calibrated by a service
contractor arranged at least one month before the ship goes into a dry-dock.
 The oil content monitoring for engine room bilge shall be zero adjusted every three
months after cleaning the light receiving unit.

 Pressure gauges for boilers shall be calibrated every year.

 The liquid level gauge for a tanker cargo console shall be compared with the actual
measurements once every voyage, and if abnormalities are detected, zero
adjustment and span adjustment shall be carried out. A manufacturer’s engineer
shall be called in at the time of dry-docking for inspections and adjustments.
4. Calibration Records of Measuring Instruments

 The responsible person in each department shall, after calibration, note the results
in the Calibration Record of Measuring Instrument and report to the Master.
 The Calibration of Measuring Instrument shall be retained by the Chief Officer.

5. Safety Record

 Calibration Record of Measuring Instrument
 Opening up for internal inspection

With regard to stand-by units, for example auxiliary engines and main lubricating oil
pumps, it will be the responsibility of the Chief Engineer, in consultation with the Master in
their joint capacity as representatives of the Operator, to ensure that such items are only
opened up for examination under favorable conditions so that no hazard, including fire, to
the ship or cargo would result from breakdown of a working unit.

The number of auxiliary generator sets must be such that all services essential to the
propulsion and safety of the ship, together with preservation of the cargo, can be supplied
when any two of the sets are not working. One of these two sets could then be overhauled
while the other remains available as the stand-by set.

Items such as auxiliary engines, independently driven pumps and compressors are to be
examined under working conditions by the Surveyor who, if not satisfied, may require any
item to be opened out for inspection.
The Operator is to instruct Chief Engineers that the survey of auxiliary engines is to
proceed as indicated below:

a. The engine is to be completely opened up and a careful examination made of all
cylinders, liners, covers, valves, valve gear, pistons, piston rings, top and bottom end
bearings, gudgeon pins, crankcase door fastenings and explosion relief devices.
b. The top halves of all main bearings are to be removed and at least two bottom halves
turned out for inspection. If these are found in good condition the remaining bottom
halves need not be removed.
c. A very careful examination is to be made of all crankpins and journals for cracks
especially at the fillets and in the vicinity of oil holes.
d. The crank web deflections are to be measured and recorded. Care must be taken to
ensure that the journals are resting on the main bearings when the readings are
taken.

e. The cylinder liners are to be gauged and the wear recorded.

f. The lubricating oil cooler is to be opened, examined and tested.
g. Any direct driven lubricating oil pumps, cooling pumps, air compressors, etc., are to
be opened up and examined.
h. It is to be verified that all safety devices are in efficient working condition.

Any damage, defect or breakdown which could invalidate the conditions for which class has
been assigned, are to be reported to a Class Society office without delay.

Any machinery item which is subject to a condition of class is excluded from this
arrangement and is to be dealt with by the Surveyor.
Maintenance schedule and job procedures

 Specifies the job objectives: scope, specifications, standards

 Mechanical and electrical units
Generators

 Generators should be clean and windings free of oil and moisture. Insulation should
be healthy with no damage or cracking. Insulation resistance should be measured
with the machine still hot after just being shut down. Insulation resistance should
ideally be at least 1 MW between windings and between windings and earth.
 Slip rings and commutator surfaces should be smooth and display no eccentricity.
Brushes should be of the correct type and length and make contact with slip rings /
commutator over the full contact area. Springs should be set correctly and carbon
dust should be absent.
Circuit Breakers
 Circuit breakers should be checked visually for cleanliness and all contacts checked
for burning and overheating, wear and erosion and misalignment. Arc chutes and
barriers should be clean, free of blackening and arc debris. All the auxiliary wiring
should be sound. All connections and fixings should be checked for tightness.
 Linkages and other mechanical parts should be checked for wear, together with
springs, clips and the like. The settings of over-current protection devices should be
checked.
Switchboards
 Switchboards should be clean (inside and out). All connections and fixings should be
checked for tightness. All bus bars should be checked for overheating and corrosion
at joints and connections and bus bars insulation checked for deterioration and

tracking. All auxiliary wiring should be checked for soundness. Incoming cables
should be checked for soundness and their glands inspected.

Protection Relays
 Settings should be correct and relay operation confirmed where possible during
generator operation tests.

Cables
 Cables should be subject to visual examination, particularly cables installed in
locations subject to arduous conditions such as on the open deck. Points to be
checked are signs of damage to the outer sheath and the armor particularly at glands
and expansion loops and stopper boxes.
 Cable support and brackets and clips should be sound. Deterioration of cables due to
oil or oil vapor should be looked for especially at cable ends. Flexible cables of
portable appliances are especially prone to abrasion damage and cuts and require
particular inspection.
Insulation Resistance

 Insulation resistance records for all ships’ equipment and circuits should be checked
for regular entries and acceptable values.

Motors and Starters

 Motors and starters should be checked for cleanliness. All connections and fixings
should be checked for security. Slip rings and commutators should be inspected for
smoothness and even wear, and brushes for correct type, adequate length, good
contact with rotating surfaces and correct spring tension.
 Motors should be run, and checked for vibration and smooth running. All start and
stop controls, local and remote should be checked and all indicating lamps should
operate correctly.
 Automation and testing

Unattended Machinery Space (UMS) Ships
 These are fitted with remote control of engines equipment, various back-ups and
interlocks to ensure fail safe operation, alarms and fire detection and alarm
equipment.
 All electrical equipment should be checked for cleanliness, tight connections and
fixings, acceptable insulation resistance and equipment confirmed to be in overall
sound condition.
 Effective control of the main engine from all control stations must be proved. The
associated electrical control equipment will be proved at this time.
 Correct operation of the electrical generator control equipment must be proved by
demonstrating that in the event of failure of the service generator, the back-up
generator will automatically start up and connect to the bus bars within the
required 45 seconds.

 In addition the sequential start equipment should then restart the designated
essential auxiliaries. Similarly, in the event of complete failure of the main
generators, it must be shown that the emergency generator will automatically start
up and connect to the bus bars.
 For those essential services where duplicate equipment is provided, it must be
shown that failure of the service unit will result in automatic start up and operation
of the backup unit.
 The alarm system must be proved to operate correctly. The main alarm display nit,
repeater display units and the accommodation alarm call units should be checked,
together with the main and standby power supplies.
 All alarms fitted to the main engine, to their essential service equipment and to the
auxiliary generators must be proved to operate by simulating a fault condition.
Where automatic shutdown of equipment must occur under fault conditions, this
also must be confirmed by simulating a fault condition.
 The fire detection system should be inspected and tested, all sensors should be
checked and all control station and accommodation alarms proved to operate.
o Identifies the activities or tasks from start to finish:

The job card system involves creating a single job card for each of the maintenance tasks on
board ship. Obviously, this is a lengthy task so it becomes necessary to develop a system of
priorities based on most difficult – most frequently undertaken first. The advantages to be
achieved by adopting this system of working are numerous.

 Mobilization and site preparation
 Makes a maximum use of the sea staff available. With the jobs planned and specified
prior to commencement, the Chief Engineer is able to group the number of jobs
required to be done during port time to maximize the amount of work done.
 Start of process
 Reduces the overall time required to carry out a particular maintenance task. The
job card provides a planning tool showing the exact sequence of tasks.
 Reduces time wasted looking for tools. It is possible to assemble all tools and
equipment required for the job prior to commencement.
 To new personnel joining the ship, the job cards provide a means of familiarization
with the types of machinery, the method of construction and best method of
overhaul.
 End of process
 To junior officers the job cards provide an effective training tool giving an
appreciation of the overall job to be undertaken which reduces the learning time.

 Testing
 Upon completion of work specified herein, all new and affected compartments,
equipment, fittings, systems pipelines, electric cable systems and other operable
items, shall be tested to demonstrate of the specifications and authorized changes
thereto, have been fulfilled. Tests shall be performed to the approval of the Port
Engineer and the satisfaction of the various Regulatory Bodies as their interests may
apply.
 The scheduling of all specification inspection and work-related items than require
Regulatory body involvement shall be accomplished to ensure minimizing the
number of visits required by the parties concerned, i.e., the accomplishment of
regulatory inspection items shall be grouped together to maximize Regulatory body
attendance.
 Demobilization and cleaning of site

 After everything has been replaced and the ship is made ready for sea, rigorous
trials are performed. The engine room is thoroughly cleaned by a squad of men,
removing all unnecessary materials not used - rubber joints, nuts and bolts, welding
rods, temporary lighting equipment etc. Finally the floor plates are cleaned.
 Identifies the resources related to activities:
 Manpower
A meeting shall be held before the start of any task, and the following points shall be
confirmed:
 Details of the given tasks, procedures and methods, and allocation of personnel
 The conditions of work clothes and protective equipment
 Identification of equipment and tools to be used, and designation of person/s to be
in charge of them
 Methods of signaling and communication between the supervisor and workers and
between workers
 To prevent to crew members during hazardous and other onboard operations, Code
of Safe Working Practices for Merchant Seamen shall be observed

 Time
 In an environment where labor costs are, to a large extent, fixed, then the criteria
changes from one minimizing the cost of overhaul or operation, to one of
maximizing the utilization of the resources available. If by improving the method of
component overhaul the time required is halved, then all other considerations being
equal twice the number of components can be overhauled.
Material and Consumable

Unless specifically identified as Owner’s furnished Materials, Equipment or Services, all
materials, equipment, services, and labor shall be Contractor furnished.

New gaskets, seals, wicking and fasteners shall be installed when closing up manholes,
bolted inspection plates and flanges.
All gaskets, seals, wicking and fasteners shall comply with the design service requirements
(i.e. pressure, temperature, system fluid and material compatibility) of the systems or
components for which they are installed. Gaskets shall be pre-manufactured or made by
contractor’s personnel with the use of designated gasket cutting devices; the use of ball pen
hammer or striking devices shall not be permitted.
All workmanship shall be performed to the complete satisfaction of the company’s

attending Superintendent Engineer and the applicable regulatory bodies. The acceptance of
the company’s attending Superintendent Engineer shall be obtained in all cases where the
contractor intends to employ subcontractors.
Reference (i.e. manufacturer’s instruction manual, etc.)

Management of Shipboard Library
The Master shall be responsible for overall shipboard management documents and
publications control, and the following persons in charge shall be responsible for retention
and management services of management documents within the respective assigned
departments.
Deck Department / Radio Department : Chief Officer
Engine Department : Chief Engineer

The Marine Division Manager shall be responsible for overall control of management
documents ashore.
Shipboard Management of Reference Books
The person in charge of the Library of each department shall examine the Ship Standard
Library as of December every year and report the results to the Master.
The Master shall collect the reports from all departments and prepare two copies of the
Ship Standard Library List, one shall be submitted to the Ship Department General Manager,
and another for retaining on board.
The list of reference books may be in free forms, number, and published year of the books
and the stored location shall be noted.
The Master shall place a requisition as appropriate for reference books that are considered
to be necessary for shipboard use in accordance with the Purchase Procedure of Spares and
Ship’s Stores.
Management of Finished Plans

The person in charge of Deck and Engine Department reference books shall confirm the
maintenance of the Finished Plans as of December every year and record it in the List of
Finished Plans.

When the omission of the Finished Plan is reported by the person in charge, the Master
shall contact the Marine Division Manager and ask him for another copy.
Shipboard Retention of reference Books
The Master shall make appropriate use of the reference books on board and circulate new
books, bringing them to the attention of the crew as necessary. The books shall be kept on
the bridge, in the engine control room, clerical office and other appropriate places in each
department, which are readily accessible for crew member
Maintenance and repair procedures will differ from one engine to another, and instruction
manuals should be consulted. Manufacturer’s instruction manuals should be studied prior
to undertaking a task.
Identifies the factors that may affect activities
Safety arrangement
The shipping environment has always been considered a high risk area of work, never more
so than when vessel is docked, with the many uncertainties that go with docking
operations. While the ship is at sea, it is in its “normal” operational state and tends to ply its
trade in a generally well organized pattern with cargo being loaded and shipped with
regular maintenance ongoing throughout the voyage.
Safety of Work Areas

Work areas shall be kept tidy and free of unnecessary items at all times.
Before entering a poorly ventilated space, the space shall be completely ventilated, and the
densities of toxic gases and oxygen shall be measured to ensure safety.
Poorly lit spaces shall be sufficiently illuminated using portable lighted.
Appropriate protective clothing shall be fitted to meet environment of working space.
Any other safety precautions, such as anti-skid measures and warning coloration, shall be
taken.
Work Orders
The supervisor shall issue orders using signals as designated in the Work Orders.
The Master shall post the Work Orders in the meeting room or other suitable location to
apprize crewmembers of signals to be used during work operations.
Other precautions
To prevent harm to crewmembers during hazardous and other on board operations, Code
of Safety Working Practices for Merchant Seamen shall be observed.
Weather/sea condition
The Master shall obtain information of weather and sea conditions as much as possible and
confirm that there will be no hindrance to the voyage.

Information to be collected:
Weather charts, wave charts, charts of ocean currents, typhoon information (weather
facsimile).
Gather surface analysis information as much as practicable in accordance with the weather
facsimile broadcasting schedule.
Obtain upper air charts and wave charts as the situation demands.
The Marine Division Manager shall acquire weather information as appropriate, and
transmit facsimile messages on typhoon information to ships under management.
Weather warnings and forecasts (International VHF, Telegram, NAVTEX, EGC) – collect as
much as practicable.
Weather forecasts by TV and radio – make appropriate use when navigating near coast of
information received by TV and Radio.
Information obtained by means of audio or visual display facilities – when an officer
receives information by means of audio or visual display facilities, he shall report it to the
Master in written.
Typhoon Information etc.

When heavy weather due to proximity of a typhoon or abnormal conditions due to sea ice
are forecast, collect necessary information by all means available.
Request the Marine Division Manager to supply information if necessary.
The Marine Division manager shall collect the latest information through the weather
information-gathering organizations such as the Meteorological Agency, Weather Routing
Services Ltd., etc., and supply it to the ships.
Confirmation of Information
The Master shall confirm the collected materials such as weather chart, waves chart,
weather warning etc., and file them all in a Weather Information File after putting his
signature on them.
Keep the Weather Information File in a prominent place on the Bridge.
Check weather and sea conditions and take appropriate action such as sheltering, deviation
from the route etc., when difficulties in navigation are expected.
Responses to Heavy Weather

If any of the following occur, reduce the rotational speed of the main engine:
 Entry into torque rich range

 Racing
 Surging on turbochargers
 If auxiliary blowers start and stop frequently because of reduction of the rotational
speed of the main engine, generators shall be operated in parallel with them in
order to maintain continuous operation.

Vessel planned activities
Checking, in case the job can be done only in port, that the vessel has sufficient port stay to
complete the job.
Ensuring that the vessel will be ready to move within the shortest possible time by
dismantling the minimum parts to carry out the maintenance.
Prioritizing the jobs in port in case the entire planned job cannot be done in port due to
short port stay.
In case the vessel’s itinerary is known for the next month, the job schedule shall be
segregated into jobs to be done during passage and jobs in port/anchor, etc.
The list also shall include the items which were listed due in the past months but which
were brought to this month due to various reasons. The reason shall be mentioned in the
job list.
The job list shall also indicate the reference number, page etc. in the manual for specialized
jobs which require to be done with great care.
Explains the necessity of monitoring activities

A correctly operated maintenance scheme will incorporate and integrate all the types and
aspects of maintenance earlier mentioned. Despite all correctly applied maintenance
procedures, unscheduled equipment failure will inevitably occur and emergency action will
have to be taken. The maintenance scheme must be flexible enough to handle such
emergency situations.
The mechanics of operating a maintenance system may well be perfectly understood and
carried out by the maintenance team. However, the continuing benefits of the system
depend entirely upon the good offices of the team and their outlook on their tasks. The
system must be looked on as a continually developing unit and improvements made as and
when required.
 The use of computers in storing data and records has eased the management of the
maintenance scheme. The computer has particular advantages in that it can handle
large quantities of feed back data and provide management information from
analysis of costs, après, usage, downtime, etc. The computer can be interrogated at
any time for management information.
 Terotechnology is the total approach to maintenance which combines management,

financial and other functions in the maintenance of equipment and physical assets at
economic life-cycle cost. The shipboard maintenance team is the vital element.
• Updating of maintenance schedule
o Explains the two systems of planned maintenance commonly used

Periodic maintenance
Periodic Maintenance is the application of specified routine maintenance after a

predetermined calendar period has elapsed, or after a number of running hours for the
equipment have been recorded. A special case arises for equipment in which no inspection
or repair is possible. For such equipment life maintenance is applied. Life maintenance
means that no maintenance is carried out during the units predetermined useful life. At the
end of this period, the unit is replaced (unless, of course, breakdown occurs and emergency
maintenance applied).
There are specific advantages of periodic maintenance
 There are fewer breakdowns and consequent reduced down time produce much
higher levels of operating efficiency
 Maintenance is carried out at times most favorable to the operation of plant
 There is more effective utilization of labor because maintenance is carried out at
times favorable to the ship’s staff
 Replacement equipment can be ordered in advance at opportune times
 Equipment is maintained in a safe condition and with reduced possible dangers
 When the specialist services of the manufacturer are required, they can be arranged
for opportune times
 Life maintenance of short life components is arranged at scheduled times
The operation of a periodic maintenance system requires the setting up of specifically

designed wall charts and documentation and is controlled, usually, by the chief engineer.
Regular planning meetings (weekly) where decisions on the work to be done are a feature
of the system.
The wall charts consist of:
a. A main planning board – this being the ‘main control panel’ for the whole
system.
A typical display would include all planning documents for:
 Three months of calendar maintenance routines;

 Monthly and weekly maintenance routines;
 Hours-run maintenance routines;
 Unscheduled and detect notes;
 Work not completed in the period;
 Work to be carried out in port.

Planning documents for each item of equipment which details:
 The item of equipment;

 The work to be carried out;
 The tools and spare parts required;
 The necessary safety precautions;
 A record that the work has been carried out;
 Notes for future reference.
A work allocation board – where the names of all operating staff are displayed. Work is
allocated by transferring the planning documents from the main planning board to the
work allocation board against the names of the individual staff members. The names of
shore contractors and manufacturers can also be displayed for work allocated to them.
Defect Documents - When defects are discovered on equipment, which are outside the
scope of the work scheduled in the planning documents, they are recorded and displayed
on the main planning board for future attention. The chief engineer will be in charge of
operating the system. Weekly meetings with all staff and daily inspection of the main
planning board will bring agreement a to the work to be carried out, when and by whom.
 The operation of the system usually follows a flow chart. Although systems, at first
sight, appear complex, they usually operate very well and do produce significant end
results.
 One defect of periodic maintenance is that maintenance work is carried out on

equipment whether it needs maintenance or not. It has been said that periodic
maintenance is an expensive way of opening up equipment and finding it did not
need to be opened up at all. It must be said that this comment is not altogether true
as the results of experience have shown. Nevertheless, it is this point that has
promoted the development of the third system of maintenance.
Condition Maintenance
The concept of condition maintenance is altogether different from the two categories of
maintenance already described. Condition maintenance has been developed to avoid
routine interference with equipment that is performing perfectly satisfactorily. The system
is designed to detect trends in the operating characteristics of equipment that indicate that
deterioration is developing and therefore that maintenance is required. The techniques
involved in monitoring the condition of the equipment are based upon periodic
measurement of:
 Vibration and shock pulse to detect bearing deterioration;

 Insulation testing to detect electrical insulation deterioration;

 Performance checks to detect general deterioration by measurement of current,
speed, temperature, pressure, or other prescribed quantities
 Visual checks to detect wear, leakage, corrosion, security of mountings and the like.
Experience has shown that most failures in electrical machines are not due to electrical
faults, but rather due to mechanical faults, the commonest of all being bearing failure. It is
obviously difficult to quote general figures for the proportion of electrical motor
breakdowns which are directly attribute to bearing failure but a figure of 50% seems
conservative – some operators put the figure as high as 90%. The cause of bearing failure
depends to a large degree upon the size of the motor and its load application and this
accounts for this wide range of figures.
Planned Maintenance
Planned maintenance involves the setting of formal schedules for maintenance and
overhaul of machinery. Running time or calendar time may be used for establishing a
schedule. Such schedules are generally established by the machinery manufacturer and
include lubrication servicing; filter, bearing, and seal replacements; as well as major
overhaul.
• Spare Parts Inventory
o Explains the use of spare-parts control system
 PMS is able to keep track of your stock levels, automate requisition and purchase
order generation. At the same time, it allows you full control over the entire
ordering process (from initiation of requisition, to query, to order, and finally to
receipt of new stock). Initially, during the setting up of your data (in the Planned
Maintenance/Component screen), you decide the minimum, maximum and re-
order stock levels for each component onboard the vessel.
 You also establish your actual physical stock and their location onboard the vessel.
Spare parts belonging to different components can be linked so that they are not
duplicated. As part of your maintenance routine, you will regularly use PMS to
review exactly which items need to be re-ordered and to generate requisitions by
using the Stock control and Order Processing/Requisitions functions.
 Once you are happy that the data in Stock control/Stock Items, is an accurate
reflection of your stores situation, you can generate requisitions for those parts that
are required according to the system (including spares for re-ordering). This can be

done either manually or automatically (this is triggered when the level of spare part
falls below a predefined minimum stock level).
 The modules of Maintenance, Stock Control and Order Processing work together, so
that if when you completed a maintenance job you have reported that certain spare
parts had been used, these spare parts will automatically be removed from the
existing stock level.
 Contact register provides information about the suppliers and manufacturers

relating to all components and is used during the order processing routine.
Explains the major considerations when deciding upon spare-parts as: safety, class
requirements, consumption, delivery time, critical components
 It will dependent on planned maintenance but ultimately any decision on

replacement would depend on financial considerations if increasing running costs,
capital depreciation, sale value, inflation, etc. An exception to this approach is where
components, particularly electronic, reduce only slightly at a particular time and are
then useless. A timed replacement, during shutdown periods, may prove less
expensive than casual failure with expensive (and possibly dangerous) breakdown
of plant operation. The timed replacement policy is established mathematically on
probability calculations.
 Minimum cost is achieved by replacement after two years. Clearly component life
and random replacement cost may well be very high if a significant part of the plant
is affected by failure, also the risk factor is high, each makes a replacement policy
especially attractive.
o Explains the main requirements for spare-parts system: information about spare
parts in stock and their location, spare-parts ordered and sent for reconditioning,
order data, manufacturer’s specification
a. Information About Spare Parts in Stock and their Location
Management of Ship’s Stores on Board
 Management of ship’s stores shall be conducted in accordance with the Term End
Report of Ship’s Stores arranged for the Deck Department, Engine Department,
radio Department, Steward’s Department and Medical Department respectively.
 In the use of ship’s stores, eliminate waste to the maximum possible extent and
contribute to the protection of the environment.
 The person in charge of each department shall pay attention to deterioration of
products due to their not being used or being stored too long.
 Ship’s stores are to be stored in specified places after being received.

 Ship’s stores shall be stored with consideration of for their properties, for the
movement of the ship and the surrounding atmosphere so as to keep deterioration
of them to a minimum.
 The person in charge of each department shall check the inventory of ship’s stores
kept by the department every four (4) months and shall enter the results in the
Term End Report of Ship’s Stores and report them to the Master.
 The Master shall collect the Term End Report of Ship’s Stores for all departments
and submit it to the Ship Maintenance Division Manager.
 If the ship uses a personal computer for management of ship’s stores, computer
printout of the inventories for the four month periods ending at the ends may be
submitted to the Ship Maintenance Division Manager in place of the inventory
books.
Shore-based Management of Spare Parts and Ship’s Stores

 The Ship Maintenance Division Manager shall review the spare parts inventory
books and the term end reports submitted and enter the information they contain in
the Maintenance Report after confirming that spare parts and ship’s stores are being
correctly maintained in the ships and shall report the findings to the Ship
Department General Manager.
b. Spare Parts Ordered
1. Objectives
This procedure shall have the objectives of ensuring management of ship’s spare parts and
ship’s stores and achieving effective usage and smooth purchasing procedures for them.
2. Responsibility
 The Ship Department General Manager is responsible for the purchasing of spare
parts and ship’s stores
 The Ship Maintenance Division Manager shall be responsible for purchasing spare
parts and ship’s stores on board the ship
 The Master shall be responsible for purchasing spare parts and ship’s stores on
board the ship.
 The Master may assign the duties of management and application for spare parts
and ship’s stores to the following personnel:
 Deck Department : Chief Officer
 Engine Department : Chief Engineer
 Radio Department : Chief Radio Operator

 Medical Department : Health Supervisor or person in charge of health
 Catering Department : Chief Steward
3. Order Sheet
Requisition, approval, order and delivery for spare parts and ship’s stores shall be managed
by using an Order Sheet. There are four copies of each Order Sheet as follows:
White Page: The Ship Maintenance Division Manager
Blue Page: Copy for the Ship Maintenance Division Manager
Yellow Page: Copy to be sent back to the ship by the Ship Maintenance Division Manager
Red Page: Copy of representing an indent for spare parts and ship’s stores and kept by
the ship.
If a personal computer is used for management of spare parts and ship’s stores, the ship is
exempt from the following procedures described above and shall prepare invoices (A-4
size) in four copies and handles them in the same way as the Order Sheet
The process flow of an Order Sheet from indenting to delivery is shown in the “attached”
Ordering Flow Sheet
4. Receipt of Spare Parts and Ship’s Stores
 The Master shall check the spare parts and ship’s stores delivered against the order
and keep the yellow copy of the Order Sheet after checking for any over delivery,
short delivery, non-delivery or wrong delivery
 If the delivery is confirmed or correct, the Master shall put his signature on the
statement of delivery and the receipt prepared by the suppliers and keeps the
statement of delivery.
 When over delivery, short delivery, non-delivery or wrong delivery is found, the
Master shall enter the details on the Receipt and return it to the suppliers. In this
case, a copy of the clause receipt shall be sent to the Ship Maintenance Division
Manager.
 When wrong delivery is found, the Master shall immediately return the wrongly
delivered or items to the suppliers.
 The Master shall immediately report the delivery details to the Ship Maintenance
Division Manager by telephone and telex.
 When spare parts or ship’s stores delivered are found, during the voyages, to be
unsuitable, the Master shall immediately inform the Ship Maintenance Division
Manager and take necessary stopgap measures.

5. Management of Shipboard Inventory of Spare Parts
 Management of spare parts shall be in accordance with the spare parts inventory
book arranged for each department. It will be acceptable, if the ship uses a personal
computer for spare parts management
 When spare parts are used, obtain authorization from the persons in charge of the
departments concerned
 When spare parts are used or received, the persons in charge of departments shall
immediately enter the information in the spare parts inventory book and shall
always keep the inventory up to date
 When spare parts are used, check the inventory and if there are any shortages
against the standard numbers of parts, apply immediately to replenishment
 Spare parts shall be stored in the placed specified in the spare parts inventory book
 Spare parts shall be stored with consideration of their properties and characteristics
for the movement of the ship and the surrounding atmosphere so as to protect them
from deterioration
 The person in charge of each Department shall check the inventory of spare parts as
of 31 December of each year and enter the results in the spare parts inventory book
and report them to the Master
 The Master shall collect the spare parts inventory books all departments and submit
them to the ship maintenance division manager
 The Master shall collect the spare parts inventory books all departments and submit
them to the ship maintenance division maintenance
 When a ship uses a personal computer for management of spare parts, a computer
printout or printouts of the inventories dated 31 December may be submitted to the
ship maintenance division manager in place of the inventory books
c. Spare Parts Sent for Reconditioning
Procedures
1. Order Sheet for Shore Repairs
 Application and approval for and ordering and execution of minor repair work shall
be managed using the Order Sheet.
There are four copies of each Order Sheet as follows:
 White Page: Order Sheet to be sent to repair work contractor through the Ship
Maintenance Division Manager
 Blue Page: Copy for the Ship Maintenance Division Manager
 Yellow Page: Copy to be sent back to the ship by the Ship Maintenance Division
Manager

 Red Page: Copy responding an application for repair work and kept by the Ship
 The sequence of procedures from application to execution of work using the Order
Sheet corresponds to the ordering flow sheet described in the purchases procedure
for spares an ship’s store.
2. Application of Minor / Reconditioning Repair
 When minor repairs are required, the responsible person from the Deck
Department, Engine Department or Radio Department shall prepare an application
identified by the voyage and submit it to the Ship Maintenance Division Manager
after obtaining the Master’s approval.
 Consider the following requisitioning for minor/ reconditioning repairs are as

follows:
 Use the Order Sheet for shore repairs as application form

 Enter as much relevant information in the Order Sheet as possible including steps to
be taken, removal of fastenings, etc. and the spare parts, if any, which are expected
to be used
 The most suitable place (port) and time for carrying out the work shall be decided
with consideration to the ship’s movements and conditions
 The Master shall keep the red copy of the Order Sheet an send the other three
copies to the Ship Maintenance Division Manager.
3. Ordering of Minor / Reconditioning Repair
 The Ship Maintenance Division Manager shall proceed with review and of the
application and ordering of the work in the following manner checking.
 Checking the contents of the Order Sheet forwarded from the ship and ascertaining
the details of the work
 Selecting repair contractors and obtaining estimations from them
 Reviewing of application from the ship, taking into considerations the annual budget,
capability of the ship’s crew and the contractor’s estimation
 If the application is judge after review to be not appropriate, the Ship Maintenance
Division Manager may amend it in consultation with the Master. If the estimation for
repair work is close to purchasing price of new unit of item to be repaired, the
alternatives of such a purchase shall be consider
 Entering the contents of the Order Sheet and placing an order.

 The Ship Maintenance Division Manager shall confirm the details of the order by
returning the yellow copy of the Order Sheet to the ship for dissemination
 The Ship Maintenance Division Manager shall keep in close communication with the
repair contractor, keep them informed ahead the ship’s movements and arrange for
the work to be executed without delay. The ship shall be informed of the time and
place of repair.
4. Execution of Minor / Reconditioning Repair
 If necessary, the Ship Maintenance Division Manager shall dispatch a proper person
to supervise the work after obtaining approval from the Ship Department General
Manager.
 The Master shall instruct the responsible persons in the departments concerned to
make the arrangements necessary for the work.
 The Master and the supervisor shall report the progress of the work to the Ship
Maintenance Division Manager as appropriate.
Order Data
Ordering of Spare Parts and Ship’s Stores
 The Ship Maintenance Division Manager shall review every application form the
ship for the supply of spare parts and ship’s stores, taking the ship route, inventory,
annual budget and other relevant factors into consideration
 If the application is judged after review to not be appropriate, the Ship Maintenance
Division Manager may revise it in consultation with the Master
 The Ship Maintenance Division Manager shall submit to the Ship Department
General Manager after entering the results of his review on the Order Sheet
 The Ship Maintenance Division Manager shall, after obtaining approval from the
Ship Department General Manager, place an order
 The Ship Maintenance Division Manager shall return the yellow copy of the order
sheet to the ship as confirmation that the order has been placed
 The Ship Maintenance Division Manager shall clearly instruct suppliers as to the
time, date and place to be delivered by informing them of the ship’s movement, and
shall provide the same information about delivery to the ship
e. Manufacturer’s Specification

Application for Spare Parts and Ship’s Stores
 The responsible person in each department shall make note shortages or

insufficiencies of spare parts and ship’s stores in the relevant inventory, and indent
to the items needed through the Ship Maintenance Division Manager. The procedure
to follow are given below:
 An application for the supply of spare parts shall be made using the form Order
Sheet for Ship’s stores/parts identifying the spare parts are for the equipment
 An application of ship’s stores shall be made using the form Order Sheet for Ship’s
Stores/Parts
 For spare parts, enter name of equipment item, name of part and part number in the
spare parts lists (for spare parts which are not listed in the spare parts list, enter
drawing number and part number, or description or name plate) in the article name
column of the order sheet
 For ship’s stores for which the standards are not known, attach sketches or copies of
drawings to the order sheet
 The quantity units for stores are to be clearly identified. Ship’s stores shall, in
principle, be ordered by the case or other packaged lot exceeding the standard given
in the Spare Parts List or items which are not listed in it is intended for the reason
for the application shall be shown on the order sheet without fail
 The Master shall keep the red copy of the order sheet and send the other three
copies to the ship Maintenance Division Manager
Recording of defects
 The Master shall, when machinery fails, prepare a Report of Machinery Failure after
taking the necessary steps, and report to the Ship Maintenance Division Manager.
 Manage Safe and Effective Maintenance and Repair Procedure (Practical

Knowledge)
 Manage safe and effective maintenance and repair procedures
Dry-docking repair file
 Routine docking of a vessel is generally programmed into the trading pattern of a

ship and can be influenced by other factors like company expansion, where new
ships are built, bought or chartered, so providing an opportunity to release existing
tonnage for required maintenance. Such developments are influenced by corporate

planning decisions and such would benefit from flexible contract dates for docking
the vessel. This allows dry docks to accept emergency work before a scheduled,
routine docking operation and leaves contracts somewhat open ended.
 Occasionally when the ship’s routine docking becomes due, the dock itself might the
unavailable because it has taken on an emergency repair case. As contracts do carry
penalty clauses for lengthy delays, it is therefore in the docks interest to ensure that
emergency work does not encroach on fixed dated contracts of the future by turning
the “docked” ship round and completing the refit quickly, in order to satisfy any
ultimate deadlines.
 When a vessel is routinely dry docked, it usually incorporates survey work and/or
extensive refit work. Alternatively dry docking may take place as an essential
activity because the vessel has sustained accidental damage and requires immediate
repairs to remain operational in a seaworthy condition.
 The role of the Master is to bring the vessel safely onto the blocks and ensure that
the owner’s interests throughout the dry dock period are protected.
o Determination of dry docking timing
 The need for docking a ship may seem obvious at first, but the reasons are varied.
The routine scheduled Dr Docking of a vessel is probably the most common and
tends to coincide with the need to meet the survey demands of the Classification
Society. However, this is not always the case and the survey requirements can and
often do, generate the necessity to dock the vessel in order to continue legitimate
trading.
 Prior to docking any vessel, adequate preparations should be made by

comprehensive advance communications. Timing schedules, to avoid docking with
cargo on board, or the use of a “lay-by berth” are not only cost effective but achieve
safer conditions aboard the vessel to be docked as well as going some way to
provide a faster refit period. To this aim close liaison between ships staff, company
officials and the Dry Dock Manager must be considered as essential planning
elements to return the vessel to its normal working habitat, at sea.
 In general, a ship’s dry-docking and repairs shall be carried out once every 30 months. Not
less than two months prior to the intended dry-docking, the Ship Maintenance Division shall
inform the Master an approximate date and place for dry-docking.
 The Ship Maintenance Division Manager shall draw up dry-docking work

specifications coincidently with the Bottom Survey of the ship, and obtain approval
from the Ship Department General Manager.

 The Ship Maintenance Division Manager shall communicate the dry-docking

schedule with the Master six (6) months in advance.
o Preparation for dry-docking and repair specification
 Upon receipt of the notice for dry-docking, the Master shall review the reports for
unreported deficiencies and submit to the Ship Maintenance Division Manager with
the proposal of dry docking repair specifications as soon as practical for checking
and approval. Special care has to be taken on the report
 “Requisition to Correct Deficiencies” and the “Remarks”, “Notes”, and “Comments” on

other reports.
 In the meantime, the Ship Maintenance Division manager shall prepare a repair list
in consideration of the necessity of the intended survey items and the projected
maintenance works. Upon receipt of the repair specifications from the Master, the
Ship Maintenance Division Manager shall verify and combine the repair lists.
 The repair list is normally grouped into two parts, 1). Is for carrying out repairs by a
dockyard or repairers, 2). The other is for carrying out by the ship staff during and/or
after the dry-docking period with supporting of material supplied by the Company.
 The Ship Maintenance Division Manager shall consider the following factors while
examining the repairs:
The necessity of safe navigation
 the necessity of pollution prevention
 the Company’s budget for repairs
 the ability of ship staff and the appropriateness of the repair work done by ship staff
After examination and compilation of the repairs, the Ship Maintenance Division Manager
shall submit the repair list to the Ship Department General Manager for approval.
As soon as the repair list is concluded, the Ship Maintenance Division Manager shall inform
the Master of the same. Upon approval of the, the repair list is normally sent to dockyards
for estimation before fixing a dock space, depending on the time factor and the
appropriateness to do so.
The Ship Maintenance Division Manager, in consultation with the Ship Department General
Manager, shall select the shipyard. As soon as dock space is fixed, not later two weeks
before the dry-docking, the Technical Superintendent must inform the Master for the
location of the dockyard and the expected date to dock in.

The Ship Maintenance Division Manager must inform the Master of the survey and
repair arrangement, including the inspection date and place, prior to dry-docking of the
vessel, if possible. The Master must commence to plan and make preparation for repairs
and surveys such as:
 to shift bunker to acquired trim for dry-docking could be obtained and specific tank
to be inspected
 to remove obstructions from the areas where repairs are intended so that time loss
can be avoided
 to check and repair watertight doors in advance for load line survey
 to check safety equipment in advance and test emergency fire pump for safety
equipment survey
 to check and prepare special tools in advance for engine overhaul
Before entering a dry-dock, the following items should be given attention:
Repairs
 A full and detailed list of repairs to be carried out while in dock should be prepared,
duplicating at least so that all interested parties, such as the Owners, the ship’s
Officers, the ship-repair Managers, the foremen, and the Dock master, can each be
provided with a list. In dock, each item may be crossed off the list as soon as the
repair is accomplished to the satisfaction of the Officer or Surveyor in charge.
Draught and Trim

 In many cases these are stipulated by the Dock Authorities, who take into account
the depth of water at the docks sill when the vessel is scheduled to enter, and also
the declivity, i.e. the slope, of the blocks at the dock entrance. The Dock master
should be informed of the draught and trim as soon as possible so that he may be
able to give ample notice if he requires them to be altered.
Structural Features
 The Dock master should be notified of the position of bilge keels, if any, the rake of
the stem, the type and number of propellers, and the position of echo-sounder
transmitter and receiver units. Any protruding logs (distance recorders) should be
withdrawn into the hull.
Cargo
 The Authorities should be informed of the existence and disposition of any cargo
within the vessel. This subject will be dealt with in more detail at a later stage.

Movable Weights
 These should be secured, since it is desirable that the vessel should be in the same
condition of trim, preferably large stability, and zero list, both when entering and
finally leaving the dock. Tanks should be either full or empty so that no free surfaces
exist, which are detrimental to stability.
 The fore and after peak tanks should preferably be empty, since these are difficult
areas to support with shores, and the vessel may become hogged. As soon as the
vessel is sewed, the tanks and bilges should be sounded throughout the ship, and
these readings are duplicated before refloating the vessel. A list of soundings may be
given to the Dock master. If tanks are full there is the advantage of being able to
rapidly observe leaks.
Derricks, Gangways, and Anchor

 These should preferably be in the stowed positions both when entering and leaving
the dock.
Registration and specification of jobs

 No later than one day before the vessel’s arrival at Contractor’s facility, Contractor
shall deliver to the company’s attending Superintendent Engineer a Production
Chart clearly indicating planned start date and completion date for each
specification item by Contractor and sub-contractors. Contractor remains
responsible for providing the chart, based upon input from sub-contractors.
 Each chart shall be subdivided into its major components, i.e., Design, Procurement,
Shop Fabrication, Installation and Test. The Production Chart shall indicate each
item of activity and each principal event.
 The Production Chart shall be amended weekly to incorporate added / deleted
work, and shall be legibly marked to indicate current status of the activity.
 The Production Chart shall have an appropriate title block indicating job
identification number, vessel name, chart date, amendment letter and approval
authority.
 The Production Chart shall clearly indicate items critical to completion of the total
work package.
Planning of work
 The Ship Maintenance Division Manager shall supply information necessary for dry-
docking to the Master / Chief Engineer.
 The Master and the Department Head of the ship shall confirm that preparations for
dry-docking work have securely implemented referring to the Check List for
Docking / Undocking Operations.

 The Ship Department General Manager shall dispatch the Ship Maintenance Division
Manager, or the Superintendent Engineer and the person in charge of the shipyard
for dry-docking work to the ship at an appropriated time before dry-docking, and
have final consultation and confirmation on the following items:
 Reconfirm dry-docking condition and anchorage

 The contents of dry-docking work (items deleted from the dry-docking work
specifications quotation, additional work items arranged by the company, etc.
 Repair areas and procedures (on-site guidance)
 Distinction between owner supply and yard supply for packing, tool, etc.
 Yard’s requirements for crewmember to stay in the living quarters of the ship in a
dry-dock
 Timing and items of class survey
 Other necessary items
Evaluation of tenders and selection of yard
The ship’s owner will usually specify where the companies’ vessels will routinely enter Dry
Dock, but the decision will be influenced by several factors, not least the price being
charged for the docking services.
 Capacity of the Dock – the physical size of the vessel must be within the dock
facilities and capacity regarding overall length, beam size and deadweight.
 Docking after Emergency Incident – where a vessel is involved in an incident
necessitating Dry Dock repair work, the choice of dock is often decided by
recommendations of the Marine Authority. Where damage is such as to directly
affect the seaworthiness of the vessel, the nearest available Dry Dock, with the
capacity to accept the ship size and have the capability to repair, could be well be
the obvious choice.
 Time, Efficiency and Reputation– docking operations and their operators, managers
and labor, acquire a reputation for efficiency and completing tasks on time. Such
attributes tend to be remembered and the reliability for the dockyard to return
quality work, within a recognized time period, is appreciated by charterer’s, and
ship owners alike.
 Dry Dock Facilities – the decision regarding which dry dock to use will not only
depend on the capacity, size and physical capability of the dock but also on the
additional facilities that the dock authority can provide, and of course the respective
costs for use of these amenities.
 Administration– would usually be equipped with the ability to a copy large ship
plans as well as providing office accommodation for surveyors, company officials
and the like. At the same time the day-to-day documentation of correspondence and
communications would be on-going from what is considered the main dock office
building.
 Plate Storage – the need for new steel supply especially where damaged vessels are
admitted, is a continuous requirement for the progress of the dock.
 Workshops –an essential element of any dockyard is the machine/work shop. These
are normally extremely well equipped with all the necessary drilling machines,
lathes of various sizes and an extensive range of tool supply, suitable for every
manner of task associated with the docked vessel.
 Store Supply – such a major operation such as a dry dock facility will require a
regular supply of standard and consumable stores, light bulbs, disinfectant, brushes
etc., no to mention machine spares.
 Labor – dry docks tend to have a small pool of manpower engaged on regular
employment and these tend to form the nucleus of the labor force. Much of the dock
force is either self employed or private contractors brought in for special tasks.
 Medical and First Aid Facilities – every dockyard will have a dedicated
accommodation for immediate medical treatment in the eventuality of an accident
or illness occurring on site.
Bidding is the usual method for a shipyard to obtain a contract for ship construction or repair
or dry docking. A bid is a price and delivery offer prepared by a shipyard in response to a
request for proposal (RFP) or an invitation for bid (IFB) issued by ship owners or ship
operators. The contract is awarded based on the prior announced criteria: either to the lowest
price bidder, or to a combination of the price and duration, or may other set of conditions
where the price is normally the primary component.
There are three (3) types of shipyard contracts: (a) fixed price, (b) fixed price plus charges, (c)
time and material.
 Fixed Price Contract – sets the price firmly, allowing for just a few changes which
have been agreed upon at the time of the contract award. This type of contract does
not consider any substantial change of work scope, therefore it required a thorough
development of contract documents and bid estimates.
 Fixed Price Plus Charges – this is the most widely used ship construction and
overhaul contract is one that provides compensation to the shipyard for contract
changes in addition to the original fixed price. The price for changes is established
by the shipyard with the owner’s approval based on the agreed labor rates and
certain unit prices.
 Material and Time – is mainly used for emergency repairs and is based on
calculations of the actual expenses incurred by the yard. Unit prices might be used if

agreed by the yard and the ship owner. The profit rate should also be agreed before
the contract commences.
 The Ship Maintenance Division Manager shall offer the dry-docking work
specifications to several shipyards at least two (2) months before dry-docking,
taking into account the dry-docking period and place, and ask them to propose
quotations on the basis of the dry-docking work specifications.
 Contractor costs and profit ordered under supplemental growth will require
negotiation on a case to case basis in order to accurately compensate effort and risk
on an individual subcontract basis.
 Direct material costs may include reasonable and allocable materials handling costs,
and profit, to the extent they are clearly excluded from the hourly rate or the
individual fixed price line items.
 The Ship Department General Manager shall examine the Report of Dry-docking
Plan submitted by the Ship Maintenance Division Manager.
 The Ship Maintenance Division manager shall immediately communicate with the
Master / Chief Engineer if approval is obtained for the dry-docking place and period.
 The Ship Maintenance Division Manager shall dispatch the final dry-docking Work
Specifications to the Master one (1) month before the planned dry-docking time
Execution of work
Presence at Surveys and Dry-docking Work and Shipboard Work
 The Superintendent Engineer shall present at class surveys, and supervise dry-
docking work to ensure smooth work progress.
 The Master shall assign a person in charge of management of ship’s equipment and
safety. For use of naked flames by crewmembers, the regulations of the area
governing the shipyard shall be observed.
 The Superintendent Engineer shall, if anything that causes the dry-docking schedule
of the ship to delay or impair the safety navigation of the ship occurs, report to the
Ship Department General Manager immediately, and do his best to manage such
extraordinary situation in accordance with the instruction given by the Ship
Department General Manager.

 The Master shall, if he detects hull or machinery damage due to marine casualties,
while the ship is in dry-dock, prepare a Damage Report, and submit it to the Ship
Department General manager via the Superintendent Engineer.
 The Master and the responsible person in each department shall, together with the
Superintendent Engineer, present himself at trial runs and performance tests after
completion of dry-docking work. When mooring trials are necessary, consult with
the shipyard side for procedures, etc.
 The Master and responsible person in each department shall, in the presence of the
Superintendent Engineer, put his signature on the Confirmation of Dry-docking
Work Completion.
 The Master shall contact all the necessary parties as soon as the ship has undocked.
Dry-docking and in-water survey
 Prior to a vessel entering a dry dock it would be usual practice for the company or
the Master of the ship to ensure that the intended Dry Dock, and the Dry Dock
Manager is furnished with the necessary documentation in order to prepare the
dock itself to receive the ship on arrival. The essential details would be the ships
general particulars together with the Dry Dock Plan of the vessel (often referred to
just as the “docking plan”).
 The main function of any dry dock operation is to carry out ship repairs, ship
conversions and vessel refits. These three areas all require to be conducted to a
satisfactory standard and to this aim, associated shipboard surveys form an
extensive activity within the dock operations. These include, hull and structural
surveys, engine and boiler surveys, safety equipment surveys, load line surveys and
ISM audits as well as continuous general inspection work.
 A dry dock survey is part of the general programme of periodic surveys as stated
above as well as being a requirement of a special survey. Depending on the
circumstances, however, and the trade that the ship is engaged in, it is possible to
replace the intermediate docking surveys by “in-water surveys”, which fall due
between the “special surveys”.
 It is acceptable that ships can undergo an “in-water survey” in lieu of the

intermediate docking, normally scheduled between the “special surveys” required by
the five year period of the ships life. The proviso being that as far as practicable, the
“in-water survey” will provide that information normally obtained from a “docking
survey”.

 The in-water survey requires the same information as a docking survey, and to this
end divers and/or video displays are employed for further inspection of the hull.
• Initial and final dry-dock inspection
Initial
 Most ships would submit two repair lists, one from the Chief Officer to ensure all
deck work is attended to, the other from the Chief Engineer of the vessel to ensure
that engine room requirement are also satisfied.
 It would be normal practice to specify any “survey work” required, as if this is left
unfinished, due to say time constraints, then the vessel might be left without correct
certification and prevented from sailing. Minor repairs, of a non-survey nature may
often be put off to a more suitable time or place but essential survey work must be
carried out and monitored.
 The function of the repair lists is to allow ships’ personnel to monitor the ongoing
work in the Dry Dock and by so doing protect the ship owners’ interest. To this end
most officers of the ship would be issued with a copy of the repair list with various
tasks by which they are delegated to monitor progress.
 Such listings may be accompanied with a spares/catalogue number as appropriate,
when known. They are also often endorsed with relevant remarks which may be
directly related to the listed task.
Final
Once the docking specification is nearing completion, ships personnel and dockyard labor
will need to carry out their respective checks on the vessel and around the dock area.
The Chief Officer would need to ensure that the following activities are completed:
 It is normal practice that the ships Chief Officer is considered the vessels working
boss and as such he would be expected to ensure that all the listed work is
completed to a satisfactory standard. In particular that all “survey work”is
completed, prior to leaving the dock. To this end a final internal inspection of the
vessel would be the order of the day.
 The Chief Officer would also carry out an external inspection of the hull and enter
the Dry Dock. This final visit to the dock floor would also encompass the replacing of
any tank plugs that have been drawn. This task should not be delegated to a junior
officer, and for peace of mind, the Chief Officer himself would sight all tank plugs
being replaced.
 The Dry Dock Manager would in all probability accompany the ship’s Chief Officer
on final inspections and ensure that no vehicles, materials or personnel are
remaining in the dock, prior to commencing any flooding/re-floating operation.

 The Chief Officer would have informed the Ships Master of the expected departure
time and the crew would be engaged in such activities as to make the vessel ready
for sailing. Such activities would include such tasks as; ordering the navigator to
plan the ships movement from the dock, posting the sailing board and cancelling
shore leave, placing engine room and respective personnel on stand-by, carrying out
checks on all navigation equipment and making relevant entries into the deck and
official log books.
 The Chief Officer would also ensure that a full set of tank soundings have been taken
and that adequate supplies of fresh water, fuel and lubricating oil are on board to
suit the ships movement needs.
 All hatch covers would be closed up and the watertight integrity of the uppermost deck
assured. Anchors and cables would be heaved up and stowed correctly aboard the vessel.
All pipelines, power lines, etc., would need to be disconnected and relevant power should be
made available both ashore and onboard the ship in order to release these safely and at the
appropriate time.
 Tugs, the marine pilot and linesmen would need to be ordered to stand-by for the
time of departure. Ship’s crew would be placed on stand-by, at stations fore and aft
to tend moorings.
 The Chief Officer would finally be asked to sign the “Authority to Flood” certificate.
Provided he is satisfied that the Dry Dock Authority has completed the docking
specification and that the ship is in a seaworthy condition. This certificate should
then be completed to allow the flooding of the dock to commence.
 Finally the gangway must be landed ashore once the dock personnel have cleared
the ship.
 As the dock floods and the vessel floats clear of the blocks it would be normal
practice for the Dock Manager to record the ships draughts and pass these on to the
Chief Officer.
Once the vessel is afloat and clear of the “blocks” the ship may move to clear the dock under
her own power or alternatively secure tugs to aid the maneuver.
Supporting the vessel in dry-dock
 The Dry Dock Plan is a large plan containing an outline of the ships bottom hull. Any
appendages which extend from the hull area are included within the plan to ensure
that damage is not incurred to such fittings as bilge keels or echo sounder positions
when taking the blocks.
 The main function of the plan is to show the distribution of the blocks and shores
which are expected to support the ship once inside the dock. A Plug Planfor the

vessels tanking system may sometimes be incorporated within the Dry Dock Plan
but not always. Alternatively the ship would carry a designated Plug Plan
highlighting the positions of the tank plugs to allow these to be located and drawn to
permit selected tank drainage.
o Describes the organization and actions during stay at the yard as:
Presentation of responsible persons
 Attending the vessel for the Owner will be the Company Port Engineer who is also
the Company Representative. The Contractor will be informed in writing of the
designated individuals and their authority upon award of contract.
 For the purpose of this specification, the Company Representative is the Port
Engineer. In cases where the Port Engineer is not present or is unable to attend or
witness inspections/test etc, Port Engineer may so designate the Assistant Port
Engineer, Chief Engineer and Chief Mate as Company Representative. In matters
relating to the contract, Company Port Engineer is defined as the port engineer.
 If the Contractor intends to use a Technical Representative in lieu of the

Manufacturer’s Representative a written request shall be submitted to the Company
Representative for review. The Company Port Engineer reserves the right to
approve or not approve such substitution.
Start-up of critical jobs
 Critical Instant (dry docking) is defined as that moment when the ship’s hull makes
contact with the blocks and the stability of the vessel is at its worst condition prior
to landing overall.
 Critical period (dry docking) is defined as that interval of time between the vessel
first touching the blocks and landing overall (the fully landed vessel is described as
being “sewn” on the blocks).
 Figures 21.1A and B illustrate what happens as the ship enters the dry dock and the
water is pumped out of the dock.
 The ship enters the dry dock with a small trim by the stern and is floated into position.

Figure 21.1A – Ship enters dock with a small trim by the stern
 The gates are closed and water is pumped out is pumped out of the dock until the
ship touches the blocks aft. Immediately the ship touches the blocks aft this denotes
the start of the critical period (it is now that the ship will start to experience a loss of
stability, hence the term
Figure 21.1B – Water is pumped out of the dock until the ship
touches the blocks aft
 As more water is pumped out of the dock the true mean draught will start to reduce
as the ship experiences more and more support at the stern. The up thrust afforded
by the blocks at the stern is termed “P FORCE”, this continues to increase as the
buoyancy force reduces. Throughout the docking process the ship will displace a
progressively lessening volume of water as the true mean draught reduces and the P
force increases to provide more support to the ship (in effect, the P force takes over
supporting the ship and the role of the buoyancy force in supporting the ship

reduces). For reasons discussed later, the loss of stability will also be increasing as
the P force increases.
Figure 21.2A – During the critical period P force increases as the effect of the Bf reduces –
overall Trimming Moment Draught (TMC) reduces as the ship trims by the head.
 Eventually the ship will come to rest on the blocks along its entire length, this
critical instant denotes the end of the critical period, since for a flat bottomed ship
the problem of stability loss is no longer of concern.
Figure 21.2B On touching the blocks fore and aft the

Draughts start to reduce uniformly forward and aft
 When the dock becomes nearly empty and the ship is fully dry the up thrust P will
be equal to the ship’s displacement having now replaced all the up thrust afforded
by the buoyancy force.

Figure 21.3B – Once the ship is dry the P force has completely taken over from the buoyancy
force
Use of mobile communication equipment and installation of telephone.
 This should be place aboard the ship if possible, primarily for rapid summoning
of fire or ambulance services. Many dry docks are often located well clear of
local communities and consequently effective communications are can be poor.
 The need to bring in the fire brigade or ambulance service may become
essential and poor communications could have fatal consequences. Masters
must ensure that the ship is equipped with an effective communication link for
emergency use, especially important if use of the ship’s radio is curtailed when
inside harbor limits.
Noting the ship is on the blocks
 Alignment of the vessel should be achieved in conjunction with the

cooperation of the Dry Dock Manager who may employ docking “plumb bobs”
to line up the keel on the centre blocks, and may additionally employ divers
to confirm the desired position.
 Use of moorings to port and starboard, to hold station, is expected once
alignment is established, prior to pumping operations being commenced.
 While the vessel remains afloat the stability will be unimpaired, but once the
ship physically touches the blocks the positive stability will start to
deteriorate and become progressively worse as the water line falls. A
destabilizing effect is generated by the upthrust from the blocks and this
upthrust is proportional to the lost buoyancy. As the water level continues to
fall the vessel’s trim will reduce until she becomes “sewn” overall on the
blocks, and at this moment stability no longer remains a problem.
Daily meetings

 An arrival conference shall be held between Contractor’s senior staff and the
Company’s representatives.
 Weekly / daily progress meetings shall be held between Contractor’s Ship
Manager and Senior Staff and Company’s Superintendent and Ship’s Senior
Staffs.
 All meetings shall be held in the Company’s Superintendent assigned
conference room or at Contractor’s conference room.
 Surveyor will be on site for the entire duration of contract and have the right
to observe all work and attend all meetings.
Preparation for dry-docking and undocking
• Explains the work to be carried out at a ship repair yard as agreed.
 The Ship Maintenance Division Manager shall visit the ship before dry-docking,
assess and identify the present state of the ship, and have detailed discussions with
the ship’s side on the basis of the dry-docking work specifications. If necessary, he
shall discuss the dry-docking work on board the ship with the shipyard side.
 If changes or additions to dry-docking work are required before or during dry-

docking, the Ship Maintenance Division Manager shall consult with the Ship
Department General Manager to revise the dry-docking work specifications for the
proposed changes or additions.
 The Ship Maintenance Division Manager shall have prior consultations with the
Classification Society on the contents and the procedures of survey.
o Explains the division of work between shipyard and ships crew
 The Master shall pay attention so that shipboard work by crewmembers might not
disturb dry-docking work. In this connection, the responsible person in each
department shall prepare a Shipboard Work Schedule (in dry-dock) and call the
attention of crewmembers to the Schedule.
o Lists the major preparations for repair work to be made on board before arrival at the
yard such as:
Assigning follow-up responsibility
 The Master shall ensure that dry docking work is carried out smoothly in
accordance with the Procedure for Dry docking Repairs, confirm particulars of the
work done, and report to the Ship Maintenance Division Manager.

 The Ship Maintenance Division Manager shall implement surveys required by laws,
rules or regulations at appropriate intervals according to the Procedure for
Receiving Class Surveys.
Planning own activities
 One key element of an operations and maintenance partnership is well-organized

daily or weekly planning and scheduling meetings. Although you may already have
these meetings, are they as productive as they could be? The purpose of such
meetings is finalizing a schedule and possibly finalizing minor planning. The
meeting objectives or agenda are the following:
 Review work from yesterday

 Update work for today
 Finalize work for tomorrow
 Finalize schedule for following week by 2PM on Friday
 Track planning and scheduling of key metrics
 Schedule 100% of work force including contractors
 Resolve new work requests
 Meeting should be attended by the department head or the maintenance

supervisors and planners. The operations liaison must have sufficient clout to set a
schedule without overriding by others after the meeting. Maintenance should
represents all engine personnel concerned.
 In addition to the meeting indicators, the group should track classic planning and
scheduling indicators such as scheduling compliance, planning compliance, paper
machine compliance, etc
Preparation of relief plan
 Drawings illustrating the complete design of new or equipment

modifications, arrangement of piping, and all details of construction and
workmanship shall be submitted for the company’s attending
Superintendent Engineer’s acceptance prior to fabrication and installation. If
specified for contractor to obtain Regulatory Body approval, drawings shall
be submitted to the Port Engineer for review prior to submitted to
Regulatory Bodies. No work shall be put in hand before approvals.
 The contractor shall provide a minimum of four (4) copies of

drawings/sketches approved by Regulatory Body Inspectors.

Identifying certificates of renewal
 The Master shall manage certificates and retain them in such a manner that
they are ready for presentation whenever requested.
 The Master shall, before leaving a port, check the retention condition and
validity of certificates in accordance with the procedure for entering /
leaving a port of the Procedure for Safety Navigation (Deck). When expiry or
near expiry of any certificate/s is detected as a result of checks, the Master
shall communicated with the Marine Division manager immediately.
 The Master shall post the copies of the Ship Inspection Certificate and the
certificate issued in accordance with the SOLAS Convention at readily visible
places onboard the ship.
 The Master shall return old certificates that have become invalid as a
consequence of surveys at an early opportunity to the Marine Division
Manager.
 The Master shall confirm the contents of a certificate issued, renewed or
endorsed at a port of call, and forward the copy to the Marine Division
Manager.
Making available special tools and equipment, spare-parts, drawings, and

manufacturers manuals and instructions
 Tools normally furnished with the engines include hydraulic tighteners for
main bearings and cylinder heads, extension gauges, component lifting
attachments, alignment tools, valve refacing and grinding tools, pullers and
extractors, fuel nozzle tester, maximum cylinder pressure indicator, special
wrenches and pliers, special turbocharger tools, and engine barring lever,
conventional wrenches and lifting equipment.
 The provision of spares varies with the duty of the vessel, and to some extent,
with the preference of individual owners. As a minimum the Classification
Society for the vessel will stipulate a holding dependent on whether the
vessel is engaged on short or long voyages. In the former case it is smaller,
because it is likely that adequate provision can be made from a central spares
depot.
Marking of components /areas

Safety Signs
 Any safety signs permanently erected on board the ship for the purpose of
giving health and safety information or instruction shall comply with the
Regulations and Merchant Shipping Notice. Other National and International
standards providing for equivalent safety will be accepted.

 Safety signs, which include hazard warnings, should be used whenever a

hazard or obstruction exists and such sign is appropriate. Particular
attention should be paid on passenger ships to hazards which may be
familiar to seafarers but not to passengers.
 Where the language other than English is extensively used on a ship, any text
used in conjunction with a sign should usually be displayed also in that
language.
General
• Colors and symbols, when used appropriately, can provide information and
warnings of hazards which can be understood by anyone, regardless of what
language they speak. It should conform both International systems, where they
exist, and European wide standards.
• Symbols relating to life saving appliances are governed by International Standards

and are mandatory. Those relating to fire control plans are recommended
International Standards.
Role of the Employer

 Employers should ensure that safety signs are displayed where appropriate. If the
employer is not in a position to provide signs – for example, where the fittings of the
ship are not within his control – he should ensure that signs are in place before
allowing workers to start any relevant work.
 The employer should also ensure that the system of signs in use is clearly
understood.
Workers’ Responsibilities
 All workers should ensure that they understand the meaning of signs and any color
coding system in use on their ship and follow the relevant safety procedures.
 Those aware of any deficiency in their color vision should tell their supervisor or
employer, and take extra care where color is used as a means of identification.
Cleaning
The provision of this section shall apply to ship repairing, shipbuilding and ship-breaking
except that paragraphs (c) and (e) of this section do not apply to ship-breaking.
 Good housekeeping conditions shall be maintained at all times. Adequate aisles

and passageways shall be maintained in all work areas. All staging platforms,
ramps, stairways, walkways, aisles and passageways on vessels or dry docks
shall be kept clear of all tools, materials, and equipment except that which is in

use, and all debris such as welding rod tips, bolts, nuts and similar material.
Hoses and electric conductors shall be elevated over or placed under the
walkway or working surfaces or covered by adequate crossover planks.
 All working areas on or immediately surrounding vessels and dry docks, graving
docks, or marine railways shall be kept reasonably free of debris, and
construction material shall be piled as not to present a hazard to employees.
 Slippery conditions on walkways or working surfaces shall be eliminated as they

occur.
 Free access shall be maintained at all times to all exits and to all fire-alarm boxes
or fire-extinguishing equipment.

 All oils, paints thinners, solvents, waste rags, or other flammable substances
shall be kept in fire resistant covered containers when not in use.
The exterior of the engine should be kept clean, and the paintwork maintained, so that
leakages can be easily detected.
Every endeavor should be made to keep the ship as clean as possible, and while deck
washing may not be convenient, there is no reason why a regular daily sweeping should
not be carried out. Arrangements should be made to have the ship’s refuse removed at
frequent intervals, particularly in hot water.
Gas freeing or inerting

 Provide gas-free certificates, "Safe for Personnel, Safe for Hot Work," as well
as daily “Competent Person”reports for any areas requiring burning or
welding. Those areas requiring entry for inspection, not hot work, shall be
certified "Safe for Personnel, Not Safe for Hot work.”
 Only a certified “Gas Chemist” or “Competent Person”as defined by regulations

shall issue certificates. Copies of certificates shall be posted at the work site,
at the gangway and a copy shall be provided to the Company Port Engineer
on a daily basis. Provide all labor and material to clean and ventilate the
spaces for certification, and the cost of this item shall be included in the
individual items.
Gas Free Operation

 A tank to be gas freed shall be separated from other tanks.
 Air shall be supplied by connecting a portable fan or a fixed type fan with
cargo oil pipes.

 When fixed fans for inert gas are used to supply fresh air into tanks,
connections of the lines leading to other tanks which are being kept in inert
condition shall be shut off.
Entering Tanks - The criteria for entering tanks shall be as follows:
 Oxygen concentration – 20% by volume or more
 Inflammable gases concentration – 0.02% by volume or less
 Toxic gases concentration – TLV and less (when presence of toxic gases such
as benzine and hydrogen sulfide is expected)
While workers are staying in tanks, forced ventilation with fresh air shall be continued and
concentrations of oxygen and gas in tanks shall be measured frequently.
Dismantling
 Where the specifications requires the opening of machinery, piping, fittings,

etc., it is intended that the Contractor shall close such machinery, piping,
fittings, etc., and shall prove functional and in good working order and ready
for use after examination and approval by the Port Engineer. Prior to closing
such items, all disturbed parts, such as jointing, packing, insulation, studs,
bolts, nuts, gaskets and split rings, etc., shall be reinstalled in good order by
the Contractor.
 Should the Contractor require the removal or shifting of any parts of the
vessel’s fittings, stores, fuel, water, outfit, equipment, or piping for carrying
out the work specified or implied, the same shall be done by him, and all such
removals shall be subsequently reinstalled in a satisfactory manner. The
Contractor shall be held responsible for the protection of existing and newly
installed equipment and materials. Any equipment that is damaged by the
Contractor or loss resulting there from shall be renewed or restored/
repaired to original condition at the Contractor’s expense.
Locking up tools and valuables not needed during stay at the yard
 The need to maintain and store properly all the tools should be obvious.
Owners will have different ideas on the detail of the way this is achieved, but
most provide for the purpose a centrally sited store, to which, of course, they
should immediately be returned after use.

Preparation of tank plan
 Since tank cleaning is the operation most likely cause sea pollution, the
International Convention for the Prevention of Pollution from Ships and the
Law relating to the
 Prevention of Marine Pollution and Marine Disaster shall be observed while
carrying it out and the guidelines set by IMO, OCIMF etc. shall be followed so
as to avoid causing such pollution.
 In the preparation of the operation plan, the condition at the final unloading
location, the dry-dock location, the water areas where tank cleaning and
water discharging will be conducted, the forecasts weather and the size
(number) of the crew shall all be taking consideration. Attention shall also be
given to the following:
 Controlling Ship’s Trim and Heel
Trim – In principle, the bigger the trim the better, but about 1 to 2 meters is
to be preferred. The trim shall further be adjusted to ensure the greater
stripping efficiency, depending on the location of the suction bell mouth
when slop tanks and wing tanks at the stern are being stripped.
Heel – In principle, the ship should be upright. In the case of a ship with
center tanks, however, a heel of from about 0.2 to 0.5 degree to the side
where the suction bell mouth is located will give better results.
 Pressure and Temperature
 As pressure varies with the type of machine, it shall be kept within the rated
pressure range of the one used. However, it is preferable to keep the maximum
working pressure in the allowable range for improving cleaning effect with
consideration of pipelines, valves, pumps, etc.
 Cleaning operations are to be carried out at ambient temperature and there is no
particular restriction, although efforts should be made to prevent static electricity.
 Cold cleaning – depending on the type of previously carried cargo, tank cleaning
with cold water is a must. The requirements in the Tank Cleaning Manual shall be
observed.
Tank cleaning shall be conducted in Atmosphere C (Atmosphere which are likely to burn up
if their oxygen concentration are reduced by feeding in inert gas or nitrogen gas) and
attention shall be paid to the following items:

 Keep oxygen content of tank atmosphere to 8% (volume ratio) or less by volume at

all times.
 Close the openings to living spaces on deck and prevent petroleum gas from
entering into them:
Survey work and maintenance during dry-dock
o Survey application
 The applicant, in principle, is to submit the survey application using the form
"APPLICATION FOR SURVEYS AND ISSUE OF CERTIFICATES", which is available at
any Classification Society Home page, to Exclusive Surveyors' office nearest the port,
at which the surveys are scheduled, in advance so that the survey can be carried out
at the proper time. Regarding information relating to ship management, including
survey status, periodical survey items, survey due dates, which is available to all
Classification Societies online information service system for owners and managers,
or “LIST OF SURVEY STATUS”, which has been periodically sent to the registered
owners or the managing company.
 In case class transfer is considered for a ship classed with a Society member of IACS,
owners/managers must produce documentary evidence of the surveys held by the
previous classification society (losing society) as follows:
1. Updated survey status including recommendations, if any.

2. Updated continuous Hull & Machinery lists, if any
3. Copies of class certificates
4. Copies of statutory certificates
5. Copies of documents issued by the flag Administration (Registry, Safe manning etc)
o Notification/ ordering classification society survey and service personnel
 “The utmost care and discrimination have been exercised by the Committee in the
selection of men of talent, integrity, and firmness as Surveyors, on whom the practical
efficacy of the system and the contemplated advantages must so materially depend;
the Committee have in their judgment appointed those persons only…who appeared to
them to be most competent to discharge the important duties of their situations with
fidelity and ability, and to ensure strict and impartial justice to all parties whose
property shall come under their supervision.”
 Ships are subject to a through-life survey regime if they are to be retained in class.
These surveys include the class renewal (also called “special survey”), intermediate
survey, annual survey, and bottom/docking surveys of the hull. They also include

tailshaft survey, boiler survey, machinery surveys and, where applicable, surveys of
items associated with the maintenance of additional class notations.
 The surveys are to be carried out in accordance with the relevant class
requirements to confirm that the condition of the hull, machinery, equipment and
appliances is in compliance with the applicable Rules.
Surveyors is a general term used by anybody wanting to inspect the ship or its cargo, its
procedures or operation.
They can be associated with:
1. The company - superintendents, auditors etc.

2. Quality/sep/ism code
3. P & I clubs
4. Underwriters
5. Classification Societies
6. Flag State authorities
7. Port State authorities
8. Cargo
9. Possible buyer of vessel
10. Independent surveyor
There is no such person as an independent surveyor - all surveyors are contracted to work
for some person or organization and they must be dealt with in a careful manner.
In many case the office will request the ship for permission for a surveyor’s visit and will
provided his details, such as name and organization.
On all occasions identification must be requested and when in doubt, refuse permission to
board until the office has been contacted.
Time must be spent showing them the ship and its operation, though company
confidentiality must be respected. In areas of doubt, ship’s masters are advised to contact
the management office and – ask.
Time must be spent showing them the ship and its operation.
Types of Survey
1. Special Survey – Every five years

2. Intermediate Survey – Every two and a half years (three months before or after
due date
3. Annual Survey – Every year (three months before or after due date)
4. Bottom Survey – Every three years at maximum (twice or more in five years)

5. Propeller Shaft Survey and Stern Tube Survey – depending on the type of
propeller shaft, the intervals of survey range from two to five years (further
extension for one to five years is acceptable)
6. Boiler Survey – Every two and a half years (six months extension acceptable at
maximum)
Notification of suspension or withdrawal, when class is suspended or withdrawn, the Society

will at the same time:
 inform the owner, flag Administration and underwriters (the latter at their request);
 publish the information on its website and convey the information to appropriate
databases (Equasis, etc.).
Arrangements for Receiving Surveys
 The Ship Maintenance Division Manager shall prepare a Survey Schedule specifying
the type and timing of surveys (including endorsements of certificates), and submit
it to the Ship Department General Manager at an early period every year.
 The Ship Maintenance Division Manager shall examine the Survey Schedule and
confirm that all necessary surveys are covered. The Ship Maintenance Division
Manager shall retail Survey Schedules.
 The Ship Maintenance Division Manager shall, before receiving surveys,

communicate the following matters with the ship two (2) weeks before the ship
enters the port for surveys:
 Place and date/s of survey/s

 Types of survey and particulars
 Date of visit of Surveyor/s to the ship
 Name and date of the person from the Company to witness the survey, if any
 When a sub-contractor is arranged for receiving survey/s, the sub-contractor’s
name
 The Ship Maintenance Division Manager shall apply for an extension of survey, if
necessary
Preparation for Survey
 The Master shall make preparations for receiving surveys in accordance with the
Scheme for receiving Surveys, and report the results to the Ship Maintenance one
week before arrival at the port.

 The Master shall, when equipment covered by the Continuous Machinery Survey
scheme are opened up and inspected onboard the ship within five (5) months before
receiving surveys, submit the Record of Shipboard Equipment Overhauls to the Ship
Maintenance Division Manager coincident with the above item.
Recording Surveys Received
 The Master shall confirm the contents of the certificates, the Ship Inspection
Memorandums from the Classification Societies survey reports issued after
receiving surveys, retain the original copies, and forward duplicate copies to the
Ship Maintenance Division Manager.
 The Ship Maintenance Division Manager shall confirm the contents and retain the
certificates, etc.
Safety Records
 Survey Schedule
 Scheme for Receiving Surveys
 Record of Shipboard Equipment Overhauls
 Survey Report/s (Class)
Typical arrangements for the supply of electrical power, fresh water and sanitation facilities
while the vessel is in dry-dock
Explains the typical items to be covered under “general services” such as: shore connection,
steam, fresh water, telephone, fire hoses, crane, tug, cooling water, electric power, ballast
water, garbage disposal, heating lamps, dry-docking.
Shore Connection
Provide a heavy-duty shore power cable in good condition, connect on arrival and
disconnect at departure. Supply shore power to the vessel while the vessel is in dry dock
with exterior circuit breaker located on the pier between shore power source and the shore
power connection on vessel, with phase and surge protection. The dry dock in charge
personnel shall check for proper phase rotation during each connection of the service.
Provision for hull grounding shall be made for entire vessel during availability period.
Steam
Prior to supplying a vessel with steam from a source outside the vessel, the dry dock
representative/s shall ascertain from responsible vessel's representatives, having
knowledge of the condition of the plant, the safe working pressure of the vessel's steam
system. The dry dock personnel shall install a pressure gauge and a relief valve of proper

size and capacity at the point where the temporary steam hose joins the vessel's steam
piping system or systems. The relief valve shall be set and capable of relieving at a pressure
not exceeding the safe working pressure of the vessel's system in its present condition, and
there shall be no means of isolating the relief valve from the system which it protects. The
pressure gauge and relief valve shall be located so as to be visible and readily accessible.
Steam hose and fittings shall have a safety factor of not less than five.
When steam hose is hung in a bight or bights, the weight shall be relieved by appropriate
lines. The hose shall be protected against chafing.
Steam hose shall be protected from damage and hose and temporary piping shall be so
shielded where passing through normal work areas as to prevent accidental contact by
employees.
Drinking fresh water
To be supplied to Vessels potable water tanks as required during Vessels stay at Yard.
Quantity receipts to be signed by Chief Officer at each delivery.
Steam hose and fittings shall have a safety factor of not less than five.
When steam hose is hung in a bight or bights, the weight shall be relieved by appropriate
lines. The hose shall be protected against chafing.
Steam hose shall be protected from damage and hose and temporary piping shall be so
shielded where passing through normal work areas as to prevent accidental contact by
employees.
Drinking fresh water
To be supplied to Vessels potable water tanks as required during Vessels stay at Yard.
Quantity receipts to be signed by Chief Officer at each delivery.
Telephone
Contractor shall be responsible for the costs, labor, material, and equipment for installing,
connecting, maintaining, and disconnecting all telephone lines and telephones. All
telephone lines shall be for the unrestricted use of the Owners authorized representative/s
and shall be direct lines with unlimited local and long distance capability.
To be placed on board and located as instructed by Master. Telephone to be connected to

Yards switchboard for local and trunk calls, also outside office hours. Separate telephone
for local Yard calls to be placed in ships office. Yard telephone directory to be posted.

Instructions in English language, for effecting emergency procedures are to be clearly

posted in the immediate vicinity of the telephone. These instruction shall include day and
night telephone numbers of the Owners representative / attending Engineer
Superintendent, Contractor’s Senior Official, Gatehouse, Security Office, Safety Office,
Ambulance and Firefighting Departments.
Fire hoses
The hoses are fitted with jet or jet / spray nozzles of 12mm outlet diameter. These should
never be used levering or hammering in an emergency, and should be treated with respect
at all times. The hoses are normally made of canvas, the use of rubber being prohibited.
They are not to be used for any other purposes, must be drained and dried before stowage
subsequent to firefighting or drill, and must be left rolled up for long periods.
Crane
Yard to provide crane service to perform lifts / handling of vessel’s stores and spare parts
including transport within the Yard. This service is to include crane, crane operator, hook
on and off Rigger and safety person.
Tugs
Should the need arise for the use of tugs to move the ship, including shifting piers at the
Contractor’s facility, movement will be for the Contractor’s account.
Cooling water
Hose for supply of cooling water to Vessels provision refrigerating plant to be arranged
into the Engine room during dry-docking period, incl. water supply.
Electric power
Provide electrical source of power separate from vessel’s bus for lighting, blowers, hoists,
welding machines, etc., and for all compartments and spaces as necessary to accomplish
work specified in the work specification. There shall be an exterior circuit breaker located
on the pier between shore power source and shore power connection on vessel with phase
and surge protection.
Ballast water
Contractor shall be responsible for providing clean, fresh water for ballasting the vessel as
necessary for dry-docking. The vessel’s shall be ballasted to its original (arrived) condition
with clean fresh water after dry-docking. Contractor is responsible for ballast / deballast
operations required to prepare the ship for docking / undocking.

Dispose of ballast in accordance with local and federal regulations. Currently forepeak and
defer peak tanks are filled with sodium silicate treated fresh water.
Garbage
Furnish labor and facilities to remove debris and garbage on alternate days from vessel,
generated by ship’s crew. The food waste and other garbage generated by ship’s crew shall
be removed and disposed as part of this item. Contractor shall be responsible for removing
debris generated by contracted work. Food or eating on the vessel by the contractor’s
personnel is not allowed.
Scrap and debris, as well as dirt in Engine room, related to Yards work, to be regularly
removed / cleaned up for Yards account.
Sanitary Discharge
Overboard and sanitary water will be discharged overboard while Vessel is in dry-dock or
alongside. If special Port Pollution Regulations are in force, Yard to provide necessary
reception arrangement, or exemption from regulations, to avoid Vessel to come into
conflict with said regulations during stay at Yard. Water discharges on hull to be provided
with plugs/spouts to lead drain water clear of hull plating whilst painting.
Engine room bilges to be emptied as required during- and at end of repair period.
Heating Lamps
It is important that the insulation of the electrical apparatus be protected against moisture
after the vessel has arrived at the dry dock. The most satisfactory procedure is to maintain
the insulated parts and the air immediately surrounding them at a temperature of 15°C to
25°C (59°F to 77°F), higher than the engine room air temperature in which the apparatus is
located but not less than 40°C (104°F) actual temperature.
If continued during the time generally required to erect large apparatus, this drying
procedure will usually raise the insulation resistance from a value indicating extreme
dampness to one entirely satisfactory for over-potential tests or for placing the apparatus
in service again.
The method of producing and applying the heating lamp will depend on various conditions.
Seldom will conditions be ideal and the problem of drying often may require much
ingenuity and resourcefulness on the operator’s part. Heating lamps is mostly done in dry
dock where ambient temperature is less than 15°C.

Dry-docking
Vessel to be dry-docked on high even blocks for bottom cleaning and painting, inspections
and propeller repairs as specified below. Proper gangways for crew and Yard personnel to
be provided Port & Starboard sides (Vessel accommodation ladders not to be used).
Yards Dock Master to co-ordinate with Master / Chief Officer for trim, stability, ballast, fuel
and water conditions before and during dry-docking, and prior to re-floating of vessel.
Dismantling and re-location of bottom plugs to be Yards responsibility.
Contractor to supply and install mooring lines of sufficient strength to secure the vessel to
the wharf at all times during contract period. Vessel is dead ship, mooring winches cannot be
used. In the event of storm conditions, the Contractor will attach additional mooring lines
and fenders to protect the ship and provide standby watch services to check lines and
safety of the vessel at no additional cost to the owner.
The vessel’s mooring lines shall not be usedfor towing purposes or for mooring at the
Contractor’s repair facility.
Special arrangement during dry-dock for the prevention of fires and explosions
Connecting the fire main
 The fire main runs throughout the vessel, on both sides, and has hydrant outlets.
The fire hoses, when required, are secured to the outlets by means of instantaneous
couplings of 6.3 cm diameter. Two jets of water are capable of being directed to any
one compartment by the fire main.
 The line is supplied by several pumps widely dispersed so that a fire will not render
them all out of action. If the fire main is damaged the stop valves on either side of
the fracture should be closed. The water is then by-passed by connecting a hose
between two hydrants, each beyond the stop valves.
Clearing combustible material from places of burning/ welding
 With the many maintenance tasks required aboard a vessel in dry dock, Masters or
Officer in charge must be concerned with exceptional circumstances which could
affect normal safety procedures. Extensive burning, electrical work, or enclosed
space entry are considered the norm when in dock and all such activity must be
covered by a “permit to work” system.
 A briefing of officers and crew regarding safety awareness and the dangers of not
complying with recommended practice should be delivered and understood by all
personnel, bearing in mind that over any dry dock period many contractors are

employed to carry out specific functions and may not possess the same degree of
safety training inherent with seafarers. Their function could overlap with crew
activity and adversely influence safe practice aboard the vessel.
Instituting fire controls
 In a dry dock full of fire fighting preparations should be made as soon as the vessel
docks. Hoses are difficult to run from the dockside to the ship and the operation
takes considerable time, so they should be kept permanently rigged. If pumps are
under repair a supply of water should be arranged from ashore either through
several rigged hoses or by means of one hose coupled to the ship’s fire main or wash
deck line.
Coordination of ship/shore fire routines, including ship’s CO2 fire fighting system
 The ship will be required to produce and keep readily available the“fire
arrangement plan” for use by dry dock authorities and / or emergency services. This
plan indicates the positions of all the shipboard fire fighting equipment inclusive of
fixed total flood systems, fire stations and the main water fire main with its relevant
hydrant positions.
 The problem of fighting fires aboard ships in dry dock is that the supply of water as
a fire fighting medium is not as readily available as when the vessel is at sea. The
possible need and use of the International Shore Connection may therefore play a
role in connecting a shore side supply to pressurize the ship’s mains.
 CO2 Systems – The total flood, fire fighting systems of ships are generally inspected
every twelve months and usually subjected to a bi-annual functional test. The Dry
Dock schedule is a convenient time to carry out this test. Bottle contents can be
checked and replenishment gas is readily available in most parts of the world.
 Provide qualifies fire watch person/s and supply portable fire extinguishers at all
times in each area / compartment, properly equipped, where burning and / or
welding is being done. Ship’s extinguishers will not be used.
 Arrangements should be made to provide the vessel with an adequate supply of

firefighting water, and in addition, all fire appliances should be ready for instants
use. Frequently the Dock Authorities provide a fire-patrol service whereby one or
more watchmen visit every part of the ship each hour, their movement being
recorded by suitably placed time clocks.
 Yard to maintain fireguard on board when work in progress, and for regular fire
inspections outside working hours. Fireguard to report to Vessels watch Officer at

inspections outside working hours. Shore connection to be arranged on Vessels fire

main, and pressure/adequate water capacity maintained continuously.
The management of oil and water tanks during dry dock. Testing of tanks by
hydrostatic and pneumatic means
 The majority of vessels entering Dry Dock will find it necessary to have work carried
out tank inspections from time to time and it is the responsibility of the shipowner
to present the tank in a safe condition for inspection. Ships Officers, as the owners
representatives, are therefore charged with the task of ensuring such a safe
condition exists, prior to date of inspection.
 The ship’s tank area is depicted in the general arrangement of the ship but a
separate plan view of the outline and designation of ships tank is also kept on board
the vessel. Such a plan would show the designation of fresh water tanks, as opposed
to ballast water tanks, together with fuel oil and lubricating oil tanks.
 It would be normal practice to have all tanks sounded prior to docking taking place
and such soundings are labeled as wet soundings while the hull is still afloat. A
further set of soundings would be made as soon after the vessel is sewn on the
blocks and these would be known as “on the block soundings”.
 Tank operations of any kind require a “permit to work” system or similar safety
procedure to be in place. Such a system cannot eliminate accidents but it is expected
to go some way towards preventing accidents in this specific working environment.
 Although any shipboard tank is liable for inspection some attract more attention
than others. Examples of these could be contaminated oil tanks, where unusable oil
is drained into receptacles via the tank plug, or freshwater tanks that are
periodically emptied for inspection.
 Freshwater tanks must be drained to permit inspection and are often recoated,
especially so if any corrosion is noted in the tank. Cement washing is a popular
treatment of freshwater tanks and Chief Officers are advised to wash the tank at
least twice after the tank has been certified as satisfactory. The washing process
 clears any residual powdering effects left from the treatment and renders any
freshwater contents “sweet”for the coming voyage.
Plugs
 When tank operations are proposed it would be normal practice to empty the tank
space using the ship’s pumping arrangement or by drawing the external hull plug
from the respective tank. The location of the plug will be found by reference to

the“plug plan” or alternatively to the “Dry Dock Plan”. Chief Officers are advised to
take possession of any tank plugs drawn, and visibly oversee the same plugs being
replaced once the work has been completed.
 In March 1995, IMO drew attention to the environmental threat from oil pollution and
specifically referred to oil pollution, inclusive of tank cleaning in connection with dry
docking and operations involving bilge and fueloils.
Describe the preparations, inspections, records, planning, maintenance and events which occur with
dry-dockingand in-water hull surveys
Docking Survey – A ship is generally docked routinely at approximately 2 yearly intervals

and at such tome the Classification Society Surveyor would conduct a docking survey. This
particular inspection pays special attention to the condition of shell plating, stern frame
and rudder. Anchors and cables are also assessed where possible, together with the general
condition of the ship.
Preparation for survey
o As per IMO Maritime Safety Committee (MSC)
 The IMO Maritime Safety Committee (MSC), in considering that the preparation of
surveys in dry dock shall not be limited to ESP ships, considered pre-planning to be
essential in order to ensure that major necessary repairs and maintenance works
were effectively carried out during dry-docking. The MSC also agree that it was the
duty of shipowners to prepare the dry-dock survey and provides some guidelines
for pre-planning of surveys in dry dock (MSC.1/Circ 1223).
 To ensure that a survey in dry dock will be effectively and safely carried out in
accordance with the relevant rules and regulations applicable to the ship and that
major necessary repairs and maintenance will be effectively undertaken, the owner,
the attending surveyor and other interested parties (i.e., a representative of the
thickness measurement company), should co-operate and meet in advance of the
dry-docking survey. The pre-planning meeting should occur in advance to co-
ordinate the work to be undertaken during the survey which should include, as a
minimum, a review of the following information:
1. survey status and basic ship information;

2. survey records from the previous bottom survey;
3. details of any outstanding recommendations or known damaged areas (due to
grounding, lightering, etc) that affect or may affect the dry-docking survey;
4. details of any known structural damage previously suffered by the ship;

5. Reports of known structural repairs that will be carried out during the dry-docking
survey;
6. details of any additional items to be surveyed, thickness measurements to be taken
and known maintenance work that will be carried out during the dry-docking survey.
 Discretion may be exercised in the application of the Guidelines for smaller sized
ships (e.g., cargo ships of less than 100 m in length)
o As Per Classification Society Preparation for Survey which is more detailed
1. The essential items required for each periodical survey with regard to internal
examination, opening-up examination, test, measurement and confirmatory
examination excluding general condition examination and visual examination.
Whenever the applicant submits the application for periodical survey, please make
necessary preparation for the surveys referring to the tables.
2. The applicant is recommended to have ship's crew or repairers check the condition
of hull, machinery, equipment etc., and to arrange for repairs or renewals prior to
the surveys, if necessary. By submitting the records of such checking and the
records of maintenance by crew to the Surveyor, the applicant may have such
benefits that the items or extent of survey may be reduced at the discretion of the
Surveyor.
3. Prior to thickness measurement for hull structure members and the related surveys,
the meeting between the owner’s representative, thickness measurement firm’s
representative and surveyors is to be held in order to carry out them safety and
efficiently.
4. Special survey may be commenced at 4th annual survey after classification survey
or the last special survey and be progressed during the succeeding year with
completion by the 5th anniversary date.
5. At intermediate survey for bulk carriers, oil tankers, ships carrying dangerous
chemicals in bulk over 10 years of age and for general dry cargo ships (not less than
500 gross tonnage) over 15 years of age, general examinations, Internal
examinations, close-up surveys and thickness measurements equivalent as the last
special survey including docking survey (except surveys related to anchors) are
required. The intermediate survey for the above ships may be commenced at the
time of 2nd annual survey or after and be completed at the time of 2nd or 3rd
annual survey.
6. For oil tankers, chemical tankers and bulk carriers (including ore carriers) engaged
in international voyage, the survey programme is to be submitted as a part of survey

preparation for special survey, intermediate survey for oil tankers, chemical carriers
over 15 years of age and intermediate survey for bulk carriers over 10 years of age
to NK surveyor’s office in advance.
 Agreement for an “in-water survey” as opposed to a full “dry dock survey”would be

dependant on the requirements of the Classification Society together with those specific
aspects of the survey that could be carried out without actually docking the vessel.
 An example of this could be a hull inspection by qualifies divers to report on the

condition of the ship’s bottom plates. Hull surveys would be looking to inspect the
condition of underwater coatings and note any degree of indentation. Prominent
hull areas are specially noted as these coatings in these areas are more exposed
damage or corrosion.
 In “docking survey” is one of the inspection of the lower, external areas, on the hull to
include the rudder, sea connection fastenings, overboard discharges and any other
similar side fittings. The examination, conducted in a Dry Dock must be carried out
six months either side of the halfway dote of the period of validity of the certificate.
Attendance to surveys
The owners or their representatives are to contact with the surveyor’s office for the
preparation of the intended surveys in advance and to arrange a supervisor who is well
conversant with the survey items in order to provide the necessary assistance to the
surveyor during the survey.
Maintenance and presentation of documents
The following documents kept onboard are to be presented to the attending Surveyor prior
to the surveys.
1. Certificates, etc.
a. Certificate of Classification
b. Registration Certificate
c. Statutory Certificates - Cargo Ship Safety Construction Certificate, Cargo Ship Safety
Equipment Certificate, Cargo Ship Safety Radio Certificate, International Load Line
Certificate, International Oil Pollution Prevention, Certificate, Fitness Certificate
d. Cargo Gear Booklet
e. Inspection Notebook of Japanese Government (only for Japanese ship)
2. Survey record files

a. Black File (for class / statutory survey records)
b. Green File (for condition evaluation reports of ships to which ESP has been applied)

3. Finished plans on hull, machinery and equipment, approved manuals and documents
(Loading Manual, Stability Information, etc.)
a. Ship’s safety management system as required by SOLAS (R1) Chapter VIII, should be
consulted when carrying out maintenance and repair work. Manufacturer’s
Instruction and Operation Manual give guidance on maintenance. Spare parts
availability should be checked before starting maintenance procedures. Availability
of specific special tools and lifting equipment safety should be determined.
b. Ship’s loading manual, stability and other information should be always available for
verification for any related works during the dry-docking period.
4. Service records/Maintenance records
a. Hull thickness measurement record

b. Periodical inspection table for automatic and remote control systems
c. Insulation resistance test record
d. Chief Engineer's report for Continuous Machinery Survey
e. Others
5. Enhanced Survey Progamme (ESP)
a. Condition Evaluation Report (Executive Hull Summary)

b. Main Structural Plans for Hull
c. Cargo and Ballast History
d. Repair History
e. Thickness Measurement Reports
f. Survey Programme
g. Inspection Report by Ship's Staff with reference to:
i. structural deterioration in general

ii. leakage in bulkheads and piping
iii. condition of coating and/or corrosion prevention system, if any
h. Record of use of IGS and COW system (if provided in oil tankers)
4. Service records/Maintenance records
a. Hull thickness measurement record

b. Periodical inspection table for automatic and remote control systems
c. Insulation resistance test record
d. Chief Engineer's report for Continuous Machinery Survey
e. Others

5. Enhanced Survey Progamme (ESP)
a. Condition Evaluation Report (Executive Hull Summary)

b. Main Structural Plans for Hull
c. Cargo and Ballast History
d. Repair History
e. Thickness Measurement Reports
f. Survey Programme
g. Inspection Report by Ship's Staff with reference to:
i. structural deterioration in general
i. leakage in bulkheads and piping
ii. condition of coating and/or corrosion prevention system, if any
h. Record of use of IGS and COW system (if provided in oil tankers)
Lays ups. Plan aspects of dry-docking, in water hull cleaning, and vessel lay
up/reactivation
 Hull cleaning probably one of the most common reasons, under the title of routine
maintenance, for a vessel to enter Dry Dock. If the vessel has been operational in a
river or port area for any considerable time then weed growth and possible
barnacles may be attached to the underwater hull form and even to the propeller.
Such growth is bound to affect the performance of the vessel speed through the
water by providing unwanted resistance to the hull and added weight to the
propeller.
 Hull areas are therefore either water blasted or grit blasted to clean off to the bare metal.
Although it should be noted that “grit blasting”is now considered environmentally
unfriendly in certain areas of the world and the alternative of vacuum dry blasting is
becoming even more popular. High pressure water blasting is still widely employed and
water residual is easier to dispose of and much more cost effective than grit / sand blasting.
(High pressure “jet wash” systems tend to operate up to 3,000 psi).Prior to protective coating
of the metal surface, a freshwater hose wash, to remove salts and dust, is a general
requirement following either jet wash or dry blast operations.
 The cleaned surface is subsequently primed and coated with anti-fouling paint to
resist future growth.

 Manage Safe and Effective Maintenance and Repair Procedure (Practical

Knowledge)
 Planning maintenance, including statutory and class verifications
 Planned Maintenance that requires dismantling and inspection / calibrations
o Dismantled in sequential order as per manufacturer’s instruction manual
 Only competent persons are permitted to dismantle, store or dispose of plant or

equipment. That competent person must be provided with all relevant information
provided by the designer or manufacturer or users to enable safe access to the plant
or equipment.
o Cleaned prior to inspection
 Appropriate controls must be implemented to ensure the safety of persons working

on or near plant and equipment that is in the process of being cleaned, serviced, or
repaired. A risk management approach should be taken to eliminate or reduce the
level of risk associated with cleaning, servicing, or repairing or altering equipment is
in accordance with the manufacturer’s manual.
o Inspected and/or calibrated as appropriate
 The equipment should be calibrated and adjusted according to intervals in

accordance with relevant standards and manufacturers requirements. Storage
environments can also affect the integrity of the equipment and its calibration. If the
equipment is supplied and used by external consultants, there should be
confirmation that the equipment has been correctly calibrated and maintained.
o Items are assessed to determine whether can be reused or need to be

replaced/repaired/reconditioned
 This means that after a certain number of running hours, equipment that is due for
overhaul is taken off line, dismantled and inspected. Based on visual inspection and
measurements, parts may be exchanged or repaired. This type of planned
maintenance is supplemented by equipment condition monitoring that should occur
at various intervals while the equipment is running.
o Above information recorded in maintenance record of equipment/machines
 Equipment maintenance is supported by good record-keeping and tracking of

operating parameters by Chief Engineers for monitoring and recording all
maintenance. The system, however, is only as good as the data, or as the saying goes ,
"garbage in, garbage out." It is imperative that accurate recording of observations

and findings, maintenance work performed at sea and calibration records are
maintained in distinct work orders. It is also important that records, photographs
and drawings are attached to work orders and transmitted to the managing office.
This will allow follow up and close-out to be monitored by shoreside staff.
 Excellence in ship operations requires the highest standards of maintenance be

performed on board vessels. Ensuring that maintenance records are well kept is
paramount and having equipment history is vital. Detailed record-keeping and good
cooperation between ship and shore is essential to ensuring the maintenance
strategy is implemented throughout the fleets.
o Entry completed in spare part inventory
 The carriage of spares on board ship represents dead money as far as the owner is
concerned and the spares carried should be kept to a minimum. These are essential
spares which are insisted upon by the Classification Societies but it is wasteful on
space and uneconomic to carry equipment which will not be used for some time, if
ever. Computer based recording of spares allows a check to be kept upon what is
available on board at any time but this requires items used to be recorded as they
are used. Low levels of particular items can trigger an automatic order and if the
computer has been programmed to assess the rate of usage the optimum ordering
time can also be determined.
 The planning of maintenance enables necessary spares to be ordered in advance of

the work if they are not already on board.
 The work if they are not already on board.
 Planning Repairs (Practical Knowledge)

 Planning repairs relevant
Conduct planned maintenance assembly and testing
Every manufacturer will provide facilities and recommendations for taking such
observation of the engine’s behavior as he consider helpful in maintaining its full efficiency.
They also provide for guidance a schedule of maintenance attention recommending
intervals at which all necessary servicing with similar work in undertaken.
The aim of the “Maintenance Manual” is to help to ensure that the maintenance which has
to be carried out at specific intervals is done correctly. It is assumed that the staff charged
with such work possesses the necessary know-how. Information covering engine operation

as well as the description of the functioning of specific systems is contained in a separate

book “Description and Operating Instruction”.
Names of manufacturers and trade designations of items are mentioned in the

specifications as a means of specifying the general design character with respect to the
quality and construction of the item/s.
Many examples can be seen in devoted to particular makes of engine showing clever
redesign, so that, for instance, air, coolant and lubricant connections are made
automatically when a cylinder head is refitted.
o Individual parts are tested as per manufacturer’s instruction manual
 The IMO MARPOL 73/78 convention and the EPA (Environmental Protection
Agency) marine regulations are a complicated set of requirements for engine
manufacturers, packagers, builders, operators, and enforcement agencies.
 The International Convention for the Prevention of Pollution from Ships, commonly
identified as MARPOL, was adapted in 1973 and modified in 1978 and 1997. The
convention consists of six annexes dedicated to various aspects of environmental
pollution.
 The MARPOL Protocol 97 Annex VI was not ratified until May 2004 and did not go
into effect until May 2005. However, the requirements outlined in the NOxtechnical
code are retroactive back to January 1, 2000. Therefore, engine manufacturers
started producing engines with power levels equal to or greater than 130
kW(175hp) that previously met the requirements in January 2000. The NOx limits
range from 9.8 to 17.0 g/kW-hr, depending on rated engine speed. The limits are
based on specific test cycles defined by ISO 8178-4. These test cycles represent
typical load cycles in various applications, and the installed engines need to meet
the NOxlimits for their particular applications.
 Engine manufacturers are required to submit the test data to a recognized agency to
certify that an engine meets these requirements. In some cases, this requires the
certifying agency to witness the engine test and emissions measurement. Depending
on the ratifying country, the recognized agency may be different.
 Engine manufacturers are subjected to various testing, document controls, and

labeling requirements. Once an engine is tested to the appropriate test cycle (same
as defined in IMO MARPOL Protocol 97 Annex VI) and EPA approves the data
submitted for certification, the engines can be produced. The engine manufacturer
must permanently label the engine for the intended use.

 Engine manufacturers cannot produce new engines for introduction into the U.S.
commerce stream that do not meet the current emissions levels for the engine
displacement per cylinder and power levels.
 In addition, all parts of machineries on board are tested as per manufacturer’s

manual prior to installation as to their performance ratings and rigidity.
o Parts are assembled in sequential order as per manufacturer’s manual
 Engine components wear at different rates and replacement parts should be

replaced before wear results in failure which could cause serious damage to other
engine parts. The extent of any wear must be established by taking measurements
after dismantling a particular section of the engine, or by using probes located in
components such as cylinder liner walls or bearings. Abnormal cylinder liner wear,
like scuffing or piston burning, can be detected by visual inspection and a decision
made to replace the part or investigate further. Although wear is a major cause of
parts having to be replaced it is not the only one.
 A decision can then be made whether or not to replace the component. This is not
practical, however, as it would require much of the engine to be dismantled and
expensive methods to be employed to detect the crack. The decision to replace parts
is therefore made on the basis of operating hours, which indicates the number of
stress reversals if the operating speed is known.
o Pre-start checks are carried out in accordance with the manufacturer’s

instruction manual
 Prior to starting the engine checks must be made to ensure that there is sufficient
air pressure in the starting air receivers. Circulation of the engine jacket cooling
water and piston cooling systems must be commenced a number of hours before the
engine is to be started to raise temperatures gradually to the levels indicated by the
engine builders. System lubrication should be started some time before
maneuvering is due to commence so the correct lubricant temperature can be
achieved.
 If the turbochargers and camshaft systems are separate they must also be checked.
The cylinder lubrication should be checked to ensure the correct quantity of
lubricating oil is in each lubricator box, and that each lubricator pump has been set
correctly.
 If the engine is maneuvering on heavy fuel oil the fuel must be circulated through
the system, via the heater, for some time before starting so that the correct
temperature is achieved at the fuel injectors.

 Visual checks should be made of the engine control linkages and its functioning
must be determined by movement of the controls. All safety precautions should be
examined visually for signs of leakage. There are also blocking devices on the
turning gear and the starting distributor preventing the engine from starting if these
are engaged. There may also be interlocks on the starting air and fuel linkages which
prevent them from being moved should some part of the engine system not function
correctly.
o Equipment / Machinery is run up and relevant performance criteria are

compared and recorded
 Records of clearances and component conditions obtained during previous

overhauls allow the engineer to make decisions as to future maintenance intervals
and complete records are essential to this analysis. No engineer remains on the
same ship indefinitely and it is important that all engineers maintain detailed
records of all maintenance in a form which can be readily understood by engineers
who later join the ship.
 Computer systems for engine management often include record sheets for
maintenance and these allow a complete picture of all events for a particular system
to be developed.
 Operational matters are outside the engine builder’s control and so maintenance
intervals are only recommendations. It is up to the engineer to decide whether to
extend or reduce the interval between maintenance for particular components and
that decision must be based upon observation and experience.
o Updating of maintenance schedule records
 Maintenance schedules proposed by engine builders offer a guide to the

recommended intervals between overhaul and replacement of parts and should be
used initially, then amended in light of subsequent operating experience.
 Maintenance schedules are designed to ensure effective operation of the

malfunction. It is in the interest of the engine builder that the engine performs to
expectation and has a long an interval between replacement of parts as possible.
Engine builders attempt to extend the life of components through design and use of
higher quality materials, but the aim is always to replace the part before failure
takes place.
o Explains the necessity of recording the accomplished job
Confirming and Recording the Details of Work Carried On

 After confirming the completion of the work, the Master shall check the contents
of the Confirmation of Completion of Work prepared by the repair contractor and
put his signature on the document.
 The Master shall enter the details of the work in the Maintenance Record and keep
it together with the Confirmation of Completion of Work.
 The Master shall immediately report the completion of the work to the Ship
Maintenance Division Manager by telephone, telex, email or fax.
 The Ship Maintenance Division Manager shall confirm the details of the work from
the Confirmation of Completion of Work submitted by the repair contractor and
keep the document.
 If any abnormality is found in the repaired in the repaired item or the work is found
to have been unsatisfactory after the completion of work, the Master shall
immediately report the details to the Ship Maintenance Division Manager and take
necessary steps.

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MANAGEMENT LEVEL COURSE – ENGINE FUNCTION 3

Instructors should refer to these when designing the assessment.

ZRC TRAINING CENTER PHILS. INC. CEBU Page 1

MANAGEMENT LEVEL COURSE

Manage Safe and Effective Maintenance and Repair Procedure

ZRC TRAINING CENTER PHILS. INC. CEBU Page 2

 MANAGE SAFE AND EFFECTIVE MAINTENANCE AND REPAIR PROCEDURES

The PMS - Planned Maintenance System is a paper/software-based system which allows

 Describe the use of planned maintenance system

ZRC TRAINING CENTER PHILS. INC. CEBU Page 3

 Describe the elements of maintenance planning

Thus, before the work program can be developed, it is necessary to determine:

These would be under the broad heading of:

2. What would be the penalty for not maintaining?

3. Are items required for Continuous Survey Machinery?

4. Would failure through lack of maintenance incur loss of hire of vessel?

5. Would lack of maintenance cause an unacceptable fall in performance standards?

6. Would failure due to lack of maintenance incur high spares cost?

7. Would failure due to lack of maintenance cause significant loss of safety?

ZRC TRAINING CENTER PHILS. INC. CEBU Page 4

b. Determination of the maintenance jobs to be carried out.

1. Inspection involving visual examination.

2. Minor Overhauling involving partial strip down of machinery item.

3. Major Overhaul involving full strip down of machinery it .

ZRC TRAINING CENTER PHILS. INC. CEBU Page 5

However, before attempting to determine the times between successive maintenance

1. Survey cycle maximum length

2. Relationship between calendar time and running time

3. Number and magnitude of jobs in individual maintenance schedules

4. Number of units in each set of machines

5. Time interval required for the control function

Equipment covered under PMS

 The description and documentation of the Planned Maintenance system are to be

ZRC TRAINING CENTER PHILS. INC. CEBU Page 6

ZRC TRAINING CENTER PHILS. INC. CEBU Page 7

Telephone System - Maintenance on Ship’s telephone system is extremely important

Bridge Equipment - It is to be checked if maintenance of bridge equipment, including

ZRC TRAINING CENTER PHILS. INC. CEBU Page 8

An example of Critical Equipment

 Emergency Anchor Release –Remote release fitted to Temporary Refuge EEC,

 Gas detection system up graded – Controls installed in Temporary Refuge EEC.

Preparation of vessel specific PMS

 Explains actual assessment guidance of machinery part:

 Simulation tests of elect/electro equipment

ZRC TRAINING CENTER PHILS. INC. CEBU Page 9

Note : Indicator cocks must be in order

 Load sharing / automatic start of standby generator

 Starting-Air Piping - Piping in starting-air systems is to be tested, preferably before

 Cargo-Oil Piping Systems - After installation cargo-oil piping system are to be

ZRC TRAINING CENTER PHILS. INC. CEBU Page 10

 Calibration tests of instrumentation

ZRC TRAINING CENTER PHILS. INC. CEBU Page 11

 Pressure gauges for boilers shall be calibrated every year.

4. Calibration Records of Measuring Instruments

 Opening up for internal inspection

ZRC TRAINING CENTER PHILS. INC. CEBU Page 12

e. The cylinder liners are to be gauged and the wear recorded.

Maintenance schedule and job procedures

ZRC TRAINING CENTER PHILS. INC. CEBU Page 13