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Fleet Management System

Manual for Ships

Van Oord

Author s : W. Visser / K.Touber

Date: Aug ust 2006

Version: 1.0 EN



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About this manual – Read this first

The first chapter of this manual discusses the basic operations that are performed in MP5. In thischapter basic operations, like searching for and accessing forms are discussed. Inexperienced users arerecommended to read this chapter before starting the procedures. This way one knows where to lookfor a basic explanation of the operations and where one can find them back.

In chapter 3 is explained what objects are and how the object structure is built up. Chapter 4 decribessearching, creating and linking parts and taking them on stock. Chapter 5 deals with requesting andreceiving parts. And chapter 7 treats the communication between equipment and head office.In the appendix of this manual you will find lists of codes used in procedures when objects, job typesand trades are concerned. It also includes a list with common error messages and a helpdesk.

In all procedures fields are described that need to be filled. Sometimes more fields are available forentering data. We decided, however, not to describe them all in order to maintain the transparency ofthe procedures. Similar codes are used in all procedures. These codes are presented in Table 1: Thecodes used in procedures.

q FORMS Forms are displayed with squares and in capital letters.

Ø Actions Actions to be performed are displayed in bold and with anarrow.

T AB PAGES Tab pages are displayed in italics and are underlined.

PROCEDURE Nearly all procedures consist of various parts, which need to be finished one after another. The meaning of a part isexplained in the procedures, so you’re carefully informedwhat to do in every step of the process.

Main line procedure A bold line on the left side indicates the main line of the procedure. All commands with a line on the right side must be executed.

Options within a procedure A dotted line indicates an option within the procedure. Thecommands accompanied by a dotted line are not obligatory,

but optional.

Expressions used We have tried to present as many words as possible whichare similar to the words found in FMS forms and texts.

Table 1: The codes used in procedures



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Table of contents

1 PREFACE .................... .................... ..................... .................... ..................... ....................... ................. 6 2 INTRODUCTION TO FMS......................... .................... ..................... ..................... .................... ........ 7

2.1 I NTRODUCTION ............... ..................... ........................ .................... ..................... .................... ........... 7 2.2 STARTING FMS ................................................................................................................................... 7

2.2.1 The main form.................................. .................... ..................... ..................... .................... ........ 8 2.2.2 The functions form / menu form.. ........................ .................... ..................... .................... ........... 8

2.3 ACCESSING FUNCTIONS FORMS ................... ..................... .................... ..................... .................... ........ 9 2.3.1 Menubar and pull-down menus ..... ..... .... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ...... ..... ...... ... 10 2.3.2 Menu forms... ..... ...... ...... ...... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 10 2.3.3 Direct selection. ..... ..... ..... .... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 11 2.3.4 Stack.............................. ..................... .................... ..................... ..................... .................... ... 14 2.3.5 The functions selection button ................ .................... ..................... ..................... .................... 14

2.4 FORMS , FIELDS , MENUBAR AND THE TOOLBAR .................... .................... ..................... .................... ... 15 2.4.1 The title bar of a function form......... .................... ..................... ..................... .................... ...... 15 2.4.2 Function forms.... ..... ...... ...... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ...... ..... ...... ... 15 2.4.3 Changing the lay-out of the List view.......................... ..................... ..................... .................... 17 2.4.4 Report forms .... ..... ...... ..... .... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 18 2.4.5 Fields: field colours and data entry ..... ...... ...... ..... ..... .... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 19 2.4.6 A special field: the calendar.... ...... ..... .... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 20 2.4.7 The menubar............ ........................ .................... ..................... ..................... .................... ...... 20 2.4.8 The toolbar and hotkeys ................... ..................... .................... ..................... .................... ...... 21

2.5 SEARCHING AND SORTING (QUERIES ) .................................................................................................. 23 2.5.1 Searching for data................ ..................... .................... ..................... ........................ .............. 24 2.5.2 Performing a specific search (query). ..... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 24 2.5.3 Searching on properties ................... ..................... .................... ..................... .................... ...... 25 2.5.4 Special search forms...... ..................... .................... ..................... ..................... .................... ... 26

2.6 HELP FUNCTIONS IN FMS... ........................ .................... ..................... ..................... .................... ...... 28 2.6.1 Additional information on all fields ..... ...... ...... ..... ..... .... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 28 2.6.2 Overview of Oracle functions .................... .................... ..................... ....................... ............... 28 2.6.3 On-line user manual............................... .................... ..................... ..................... .................... 28

2.7 IMPROMPTU .................... ..................... ........................ .................... ..................... .................... ......... 29 2.7.1 Introduction..... ...... ..... ..... .... ...... ...... ...... ...... ...... ...... ..... ...... ..... .... ...... ...... ...... ..... ...... ...... ...... ... 29 2.7.2 Opening an Impromptu report.... ........................ .................... ..................... .................... ......... 29 2.7.3 Saving an Impromptu report as Excel file ................... ..................... ..................... .................... 31

3 OBJECTS ..................... .................... ..................... .................... ..................... ........................ .............. 32 3.1 WHAT IS AN OBJECT ? ............... ..................... .................... ..................... ..................... .................... ... 32 3.2 CODING AND STRUCTURE OF OBJECTS ..................... .................... ........................ ................. ............... 32

3.2.1 Object structure for FMS ships.................. .................... ..................... .................... .................. 32 3.2.2 Object structure for OFFI objects................. .................... ........................ ................. ............... 35

3.3 CODING OF OFFI OBJECTS ................. ..................... .................... ........................ .................... ............ 36 3.4 ADMINISTERING OBJECTS AND OBJECT DATA ................... .................... ..................... .................... ...... 37 3.5 CREATING CATEGORIES ............... ..................... .................... ..................... ..................... .................... 39 3.6 SEARCHING FOR OBJECTS ..................... ........................ .................... ..................... .................... ......... 41

3.6.1 Searching for objects via the form [OMOBJC] ................. ........................ .................... ............ 41 3.6.2 Searching for objects using Impromptu report IM037_Objectstructure ................. .................... 44 3.6.3 Searching for objects via Search objects.... .................... ..................... ....................... ............... 46

4 PARTS.............. .................... ........................ ..................... .................... ..................... .................... ...... 49 4.1 DISTINGUISHING BETWEEN CONSUMABLE PARTS AND SPARE PARTS ..................................................... 49 4.2 CREATING SHIP -RELATED PARTS .................... .................... ..................... ..................... .................... ... 50

4.2.1 The form [SMPOSO] in List View ................ .................... ........................ ................. ............... 51 4.2.2 The form [SMPOSO] in Record View .................... .................... ..................... .................... ...... 51 4.2.3 Creating ship-related parts .................... .................... ..................... ..................... .................... 52



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4.3 LINKING PARTS TO OBJECTS ................. ....................... ........................ ..................... .................... ...... 55 4.3.1 Creating the link between a part and an object ................. ........................ .................... ............ 55 4.3.2 Removing the link between a part and an object....... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 57 4.3.3 Linking parts to a category.... ..... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 58

4.4 SEARCHING FOR PARTS ............... ..................... .................... ..................... ..................... .................... 59 4.4.1 Searching for parts using [SMPOSO]..... .................... ..................... ..................... .................... 59 4.4.2 Searching for consumables with Impromptu report IM080_Search Catalogue. ...... ...... ..... ...... ... 60

4.4.3 Searching for parts on stock on board using Impromptu report IM081_Search stock....... .... ...... 63 4.4.4 Searching for parts using Impromptu report IM037_Object structure ................ .................... ... 64 4.5 TAKING PARTS ON STOCK ..................... ..................... .................... ..................... .................... ............ 65

4.5.1 Taking a consumable part on stock..................... .................... ..................... .................... ......... 65 4.5.2 Taking a shared part on stock................. .................... ..................... ..................... .................... 66

4.6 CREATING BIN LOCATIONS ................ ..................... .................... ........................ ................. ............... 68 4.7 ISSUING PARTS ................ ..................... ........................ .................... ..................... .................... ......... 69

4.7.1 Issuing parts to other store (back to Moerdijk)....... ..... ...... ...... ...... ...... ...... ...... ...... ..... ...... ...... ... 69 4.7.2 Issuing parts from bin to bin.... ...... ..... .... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 71 4.7.3 Stock issuing / returning......................... .................... ..................... ..................... .................... 73

4.8 STOCKCOUNT .................... ........................ ..................... .................... ..................... .................... ...... 77 4.8.1 Creating a stocktake list.... ..................... .................... ..................... ..................... .................... 78 4.8.2 Freezing quantities for stocktake ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 79 4.8.3 Entering stocktake physical quantities .... ...... ...... ...... ..... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 81

4.8.4 Reporting stocktake discrepancy ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ... 82 4.8.5 Signing off stocktake and updating quantities ................ ..................... ........................ .............. 83 5 PURCHASING AND RECEIVING................ .................... ..................... ..................... .................... ... 85

5.1 I NTRODUCTION LOGISTIC PROCESS AT VAN OORD .................... ..................... .................... .................. 85 5.2 R EQUESTING PARTS VIA PURCHASE R EQUISITION ............... ..................... ..................... .................... ... 85 5.3 CREATING A PURCHASE R EQUISITION ..................... .................... ........................ ................. ............... 87

5.3.1 Requesting a DUMMY part (A not yet existing consumable part) ..... ...... ..... .... ...... ..... ..... .... ...... 92 5.3.2 Semi-automatic ordering............ ........................ .................... ..................... .................... ......... 94

5.4 TRACING PROGRESS OF REQUISITIONS ..................... .................... ........................ ................. ............... 95 5.5 R ECEIVING GOODS ON TRANSPORT ................ .................... ..................... ..................... .................... ... 96 5.6 R EQUESTING PARTS VIA LOCAL PURCHASE ORDER ............................................................................102

5.6.1 Creating an LPO.....................................................................................................................102 5.6.2 Receiving goods on LPO ...... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..105

5.7 R EQUESTING AND RECEIVING SERVICES VIA HQ OR LOCALLY .............................................................108 5.7.1 Requesting a service...... .... ...... ...... ..... .... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..108 5.7.2 Tracing outstanding services...................................................................................................109 5.7.3 Receiving services.. ..... ..... .... ...... ...... ...... ...... ...... ...... ..... ...... ..... .... ...... ...... ...... ...... ...... ..... ...... ..110

6 MAINTENANCE ................. ........................ .................... ..................... ..................... .................... .....111 6.1 I NTRODUCTION .................................................................................................................................111 6.2 PREVENTIVE PERIODIC MAINTENANCE ...............................................................................................111

6.2.1 Creating a PPM......................................................................................................................112 6.2.2 Releasing jobs... .... ...... ..... .... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..116 6.2.3 Overview of released preventive periodic jobs ............... ..................... .................... .................120 6.2.4 Extra items regarding preventive maintenance ..... .... ..... ...... ..... .... ...... ...... ...... ...... ...... ..... ...... ..129

6.3 CORRECTIVE MAINTENANCE ..............................................................................................................138 6.3.1 Registering a failure..... ..... ...... ...... ..... .... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..138 6.3.2 Creating jobs .................... ..................... .................... ..................... ..................... ...................140

6.4 MAINTENANCE OVERVIEWS ...............................................................................................................144 6.4.1 Maintenance history of an object... ..... .... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..144 6.4.2 Maintenance history of a certain period of time.... ..... .... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..145

7 COMMUNICATION .................... ..................... .................... ..................... ..................... ...................146 7.1 I NTRODUCTION .................................................................................................................................146 7.2 PROCESSING COMMUNICATION SCRIPTS .............................................................................................146

7.2.1 Generating a script ................. ..................... .................... ........................ .................... ...........146 7.2.2 Reading a script.. ..... ...... ...... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..148

7.3 EXCHANGING COMMUNICATION FILES ...............................................................................................150



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7.3.1 Compressing and e-mailing files using WinZip ................. ........................ .................... ...........150 7.3.2 Decompressing files .... ..... .... ...... ...... ...... ...... ...... ..... ...... ...... ..... .... ...... ...... ...... ...... ..... ...... ...... ..151

8 APPENDICES.....................................................................................................................................154 8.1 EXPLANATION OF FORM CODES .........................................................................................................154 8.2 ERROR MESSAGES .............................................................................................................................155

9 INDEX.. ..................... .................... ..................... .................... ..................... ..................... ...................159



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1 Preface

In December 2003 Van Oord ACZ and Ballast Ham Dredging decided to merge into Van OordDredging and Marine Contractors.Both organizations were using the ‘Computerized Maintenance Management System’, MP5 ofDatastream.

After thorough deliberation with all parties involved it was decided that both sytems were to beconverted into one system. That way the Van Oord Maintenance Systeem (VMS) and the FleetInformation System (FIS) became the Fleet Management System or FMS.

Before you lies the ship’s manual for FMS.

We tried to make this manual as complete as possible, yet to keep this manual a useful and readablemanual we had to leave out some details. We would like to mention the fact that there is an intranetsite with a ‘Tips & tricks’ section that deals with specific ‘problems’. This section will be kept up-to-date.

Our goal was to be as unambiguous as possible, but there are sometimes different ways within FMSthat lead to the same result. During the consolidation of the two sytems into one it became clear how

different users use the system. In the meantime the new Van Oord was being built. Meanwhile puttingtogether both systems went on. Now, almost at the end of the integration process standardization of procedures will come into focus more and more.First we had to make sure everyone would be able to do the same things with FMS, now we will try tostimulate everyone to do the same things. This causes this manual to be liable to changes andsometimes additions are mentioned that have not yet been implemented. You will be informed whenthese changes take place in a separate letter. Please save these letters until we will be able to offer youa new and updated manual.

Finally, let me wish you success on using FMS and please know your comments are welcome.

On behalf of the FMS team,

Wilko Visser



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2 Introduction to FMS

2.1 Introduction

This chapter discusses the basic operations that are performed in FMS. The procedures discussed inthe other chapters will refer to this chapter for help in specific areas. However, before moving on tothe start of the programme, a basic explanation on the operation of the FMS database will be givenfirst.

2.2 Starting FMS

Ø Double click on the FMS icon which is to be found in the Windows Start Menu in theOFFICE APPLICATIONS\FMS-VMS-IMPROMPTU-MP5REPORTS menu.FMS will now display the logging in screen as shown in Picture 1.

Ø Enter your user name and password.Ø Press ENTER.

Picture 1 : The logon form of FMS



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The user groups that have been defined in FMS are shown below.

USERS DESCRIPTION USER GROUP

AACAPT CAPTAIN EQUIPMENT 1AACHENG CHIEF ENGINE ROOM “

AARCAPT RELIEF CAPTAIN EQUIPMENT 2AARCHENG RELIEF CHIEF ENGINE ROOM “AAECR ENGINE CONTROL ROOM EQUIPMENT 3AAELEC ELECTRICIAN “AABRIDGE BRIDGE “AAALL ALL EQUIPMENT 4

Table 2: User groups in FMS

After the logon form the main form appears on screen. Through this form a variety of forms andreports can be opened. First we will describe the main form.

2.2.1 The main formThe main form exists in fact of two different forms, a main form and a functions form (also called amenu form). Shown in Picture 2 is the Main menu, displayed as a functions menu.

The main form:• Is always visible• Contains a menubar with pull-down menus

2.2.2 The functions form / menu form

The menu form as in Picture 2 is shown, disappears as soon as one of the function forms is called.

• It is possible to have more than one function form open at one time• The menu forms can be toggled between icon and text view mode. Toggling the form can be done

by clicking on the ‘toggle menu mode’ button (see Picture 2)



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Picture 2: The main form of FMS (and the main menu) for ships in icon view mode

2.3 Accessing functions forms

There are several ways of accessing function forms in MP5. These ways are given in Table 3: Thedifferent possibilities of opening function forms.

How Where1. Via the menubar and pull-down

menusOn the main form

2. Via menu forms On the menu form, icon/text view mode3. Via the direct selection On the menu form, direct code/naam intypen4. Via stack On the main form, a list of forms5. Via the function selection button On the menu form, a list of related functions

Table 3: The different possibilities of opening function forms

Toggle menumode utton

Main form Functions form



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2.3.1 Menubar and pull-down menus

In the menubar of the main form various options to select from can be found on the menu called Forms .

In Picture 3 an example is given of the options within the sub-menu Basic data. If you were to choose

for the option Data-entry of parts and stock for objects the form [SMPOSO] would be opened, where parts can be created or searched for.

Picture 3: Opening a form using the menubar and its pull-down menus

Beside Forms there are the menus Reports, Graphs, Navigate.Via Reports function forms can be opened that offer the possibility to create reports.Currently the menu Graphs is not used.

Navigate can be used to navigate quickly to previously opened function forms.

2.3.2 Menu forms

Menu forms (functions forms) are shown in icon or text view mode. Clicking on a menu item willopen the requested form or sub-menu.In Picture 5 the menu form is shown in both modes. Toggling between the two modes is done byclicking on the toggle menu mode button. Your preference can be saved with the option S ave

Preferences on the menu Options of the menubar (see Picture 4).

Picture 4: Option save preferences



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Picture 5: The main menu in icon and text view mode

2.3.3 Direct selection

In the menu screen a direct selection field will be visible. This field is shown in Picture 6. There arevarious ways that the user can access the screen.

Picture 6: The direct selection field

Ø If you already know the form code, this code can be typed in directly followed by pressingENTER. The requested form will then appear.

Ø If you do not know the form code, the arrow button can be used to search for the form. The formas shown in Picture 7 will then be displayed.

Toggle menu mode utton



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Picture 7: The function selection form.

Typing the first characters of the code of the requested form, directly after this form opens, willshorten the list of forms to choose from. Picture 8 demonstrates the result of typing ‘PM’. Note that thechararcters that have been entered appear in front of the % sign.

Picture 8: Typing part of the form code in front of the % sign Picture 9: The result

Another possible way to search for available function forms is to enter the subject of the form as asearch criterion behind the % sign followed by clicking on the Find button (see Picture 7). This optionis useful if the subject is known but (the beginning of) the code of the form is not known. The formcan be selected from the list and if the OK button is clicked the form will be opened.In Picture 10 and 11 this option is visualized. In Picture 10 the search criterion ‘ Object ’ is used. Afterclicking the Find button a list is shown containing all forms with the word ‘object’ in the description.If ‘Object structures’ is chosen, opening the form [ODSTRU] is the result ( Picture 12).



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2.3.4 Stack

All forms that are opened by a user are remembered by FMS as long as the application is not closed.The list of these forms can be found back under Stack on the Navigate menu of the menubar (seePicture 14). If you click on Stack a selection form is shown that contains all forms called during thissession. Select the requested form you want to return to and click on the OK button.

Picture 14: The Stack option on the menubar and the appearing selection form

2.3.5 The functions selection button

Picture 15: De functions selection button

When a form has been opened, a button bar is always displayed. The function selection button isdisplayed on this button bar (see Picture 15). Behind this button is a list of all forms related to the onecurrently opened (see Picture 16). The first and most logical screen that could be accessed after thecurrent screen is indicated at the top of this list.

Picture 16: The form Select a Function

A function form can be opened from this form by:

§ selecting the requested form and pressing the Enter key§ double-clicking the form you would like to open.



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2.4 Forms, fields, menubar and the toolbar

Wherever you are in FMS, the titlebar and the menubar are visible on top of the form. The caption ofthe titlebar shows the user name and the database the user has logged on to. If a form is opened themain form will show a toolbar right below the titlebar and the menubar. In this section the compositionof a FMS form is described as well as the buttons on the toolbar.

2.4.1 The title bar of a function form

Picture 17: The titlebar

Three properties of the form are shown in the titlebar (see Picture 17):

• The icon• The name• The code between brackets

2.4.2 Function forms

At the top of each function form there are always several tabs. The most frequent tabs are:

• Record view • List view • Custom fields• Lines

In Picture 18 the form [SMREQS] is shown with its tabs. The explanation of these tabs is:

• Record view Record view is used to enter new data or view data. This can also be done on the tab List view but Record view shows only one record at the same time.

• List view On the tab List view a list of records can be viewed. A List view is used to search for data(Searching data is described in section 2.5.1). If a query is executed in the List view the resultimmediately shows whether the result contains just one or more records. The lay-out of the

List view can be altered by the user (See section 2.4.3) • Custom fi elds (properti es)

This tab shows additional properties, for instance the serial number of an object. • Lines

On this tab lines are shown and new ones can be created that are related to the entity shown onthe tab Record view . E.g. each part ordered is put on a line of a requisition.



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Picture 18: The tabs of a form



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2.4.3 Changing the lay-out of the Lis t v iew

This lay-out can be changed to the user’s preference. Possible changes are:

Modifying the width of a field•

Click with the left mouse button on the right side of the field’s column header of the column youwant to change. Keep holding the mouse button down. The cursor will have changed into a cross.• Move the mouse to the right to make the column wider or to the left to make it smaller.

Changing the order of the columns on the form• Click on the center of the column header of the column you want to move. Keep holding the

mousebutton down. The cursor will have changed to a cross.• Move your mouse to the left or the right, to the place you would like the column to be.

Picture 19 and Picture 20 show a change of lay-out. Changes applied are: The width of the field Description and the place of the field Date.

Picture 19: The original lay-out

Picture 20: The modified layout

If you want the form to appear the same way next time, meaning withthe changed lay-out, the changes have to be saved.To save these changes (see Picture 21):• In the menubar go to Options • Choose Store list lay-out

To reset the lay-out to the standard lay-out:• In the menubar go to Options • Choose Reset list lay-out

Picture 21: Saving the changed lay-out



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2.4.4 Report forms

One of the menus in the menubar is Reports. This menu contains a categorized range of reports toselect from. See Picture 22.

Picture 22: The Reports menu on the menubar

Report froms consist of fields used to enter parameters. Picture 23 shows an example of a report form.The contents of the report depends on the parameters entered.

Picture 23: An example of a report form

The procedure to create a report is as follows:

• Type in or select the reporting parameters on the left part of the form.To select a value click the arrow down button and select a value from the list.

• Create a print preview by clicking on the button on the toolbar.

• While generating the preview the form Report Progress appears.

• When ready a new form will be opened showing the first pageof the report.

• Click on the NEXT button to go to the following pages.

• Click on PRINT to send the report to the printer.



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2.4.5 Fields: field colours and data entry

This section treats the most important properties of fields on the forms of FMS. First the field coloursand their meaning will be explained and then the different ways of data entry will be dealt with.

Field colours

This table shows all field colours in normal mode:

Colour MeaningBlue Obligatory fieldLight blue Adjustable fieldLight gray Read only fieldWhite Free field

Table 4: Field colours

Data-entry

There are several kinds of fields in FMS:

Type of field Data entry ExampleText field Type in a value.

Drop-down list Type in a value or click on thearrow button and select a valuefrom the appearing list.

List of values Type in a value or click on thearrow down button and select avalue from the list that appears.

Option button Click on an option to select one outseveral possibilities.

Check box Click on the checkbox to select ordeselect an option.

Table 5: The different kinds of fields in FMS



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2.4.6 A special field: the calendar

On a lot of the forms a date will have to be entered, for instance theexpected delivery date when ordering parts. A date field will often bean obligatory field.

From all the date fields the calendar (see Picture 24) can be accessed by double-clicking in the field. The calendar allways opens showingthe current date. To select another date change the month and theyear by clicking on the plus or minus signs and select the day of themonth and click on the OK button.

Picture 24: The calendar

2.4.7 The menubar

The menubar in FMS operates the same way as in every other Windows application. Select one of theitems to open a menu containing the most important options. Options showing an arrow buttonindicate the presence of a sub-menu. The menubar in FMS contains the items shown in Picture 25 andexplained in Table 6.

Picture 25: The menubar in FMS

Menu Function

File Saving data and closing forms; printing reports/screens; logging out; closing FMS.

Edit Data entry and editing; moving as well as adding, copying and locking records.

View Sorting and querying data; modifying the Quick Access Bar.

Options Modifying user preferences.

Forms Opening forms.

Reports Opening report forms for entering criteria for creating reports.

Graphs Creating graphs (Currently not used by Van Oord).

Navigate Navigating to forms or returning to forms that were opened during the session.

Window Arranging forms and icons.

Help Getting help on how to use the FMS application.

Table 6: The items on the menubar in FMS



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2.4.8 The toolbar and hotkeys

In FMS there are two toolbars. One of them appears when function forms are opened (see Picture 26)and the other one appears when report forms are opened (see Picture 27). Both these toolbars containsome of the same buttons.In Table 7 each button is explained.

Beside these toolbars there is a range of useful hotkeys. Table 7 also explaines these possiblities incase they have the same function as one of the toolbar buttons. At the bottom of this table the hotkeysare enumerated that do not have a corresponding toolbar button.

Picture 26: The toolbar for function forms

Picture 27: The toolbar for report forms

Button Hotkey Name Description- F10 - Save/Commit - Saves changed data in the database.

- Next record / scroll down - Displays the next record. CTRL+ willdisplay the last record.

- Previous record / scroll up - Displays the previous record. CTRL+ willdisplay the first record.

- F6 - Insert / duplicate record - Adds a new record.

- Delete record - Deletes the current record. Click to confirm.

- Clear record / block - Resets all changes made to the current record.

- F7 - Enter query criteria - Puts the form in query mode. All green fieldcan be used to enter criteria on which thesearch should be based.Tip : Use a wild card sign (%) when searching.

- F8 - Execute / count query - Executes the query and shows the result on theform.

Note : Pressing the button or F8 without havingentered any criteria will result in all records

being returned. - Cancel the query - Cancels the query and puts the form back in

normal mode.- ShftF2 - Number matching records - Counts the number of matching records.

- F7(2x)

- Enter query criteria - Shows the criteria entered during the previoussearch. This can be used to refine the query

parameters. - Sort ascending - Sorts records ascending (based on the field the

cursor is placed in).- Sort descending - Sorts records descending.



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2.5 Searching and sorting (queries)

When a form is opened it is often shown (almost) empty, as in Picture 28 .

Picture 28: The empty form [OMOBJC] in Record view

To query for data the tab List view is best used (see Picture 29) and for data entry the tab Record view .In this section some methods are discussed to search data and easily add records.

Picture 29: The empty form [SMRECV] in List view



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2.5.1 Searching for data

To request a list of all data the button (execute query) can be clicked or the function key F8 can be pressed. The entire list of records will be the result because no limiting criteria have been defined. Anexample of this type of query is given in Picture 30.

Picture 30: The result of querying for the entire list of data: all parts are shown on the form [SMPART]

If many records exist querying for all data might result in a list that is less useful. Most often a shorterlist that meets certain criteria is required. For example: a purchaser only wants to have an overview ofrequisitions newly approved by inspectors. This is a set of data he/she can get when performing aquery based on parameters.

There is a number of ways to perform specific queries. The most important ones will be explainedhere:

• A specific search• A selection using Query on customfields • Searching with use of special search forms (like Overview of parts, Search objects, etc.)

2.5.2 Performing a specific search (query)

Ø Click on the (Enter query criteria) button to set the form to query mode. The top row on the tab List view will turn green (see Picture 31). Every green field can be used to enter search criteria.With these criteria wildcards can be used (see Table 8) .

% stands for multiple characters (that do not have to be present) _ stands for only one character (that has to be present)

Criterium Betekenis __2% Containing a ‘2’ as third character%UMP Ending on ‘UMP’, if, for example, searching for a pumpFIL% Beginning with ‘FIL’, if, for example, searching for a filter%VALV% Containing ‘VALV’, if, for example, searching for a valve>=100 Greater than or equal to 100

Table 8: Examples of the use of wildcards



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• Enter search criteria and use wildcard signs where needed. In Picture 31 an example is given of asearch for all objects that are part of the installation object ‘Dredgepump 1 installation’.

Picture 31: The form OMOBJC in Record view in query mode

• Execute the query by clicking on the button (Execute/count query) or by pressing function keyF8. The result is shown in

• Picture 32.

Picture 32: The result of the query

2.5.3 Searching on properties

In FMS several forms have a tab named Custom fields . On this tab additional properties of for instanceobjects or parts are defined. These are properties like ‘Old VOACZ number’ for parts or ‘Serialnumber’ for objects. The custom fields can be included in the criteria when querying: First select thetab Record view and via the item View on the menubar select Query on Custom Fields (see Picture 33) . On the form Search on custom attributes that appears, the arrow down buttons behind every field can

be used to select a value from a list related to the selected field. After selecting the value click on theOK button. The selected value will be entered on the form. Click on the button Query to execute thequery and the result will be shown on the form that has the tab Custom fields.

Picture 33: Selecting 'Query on Custom Fields' and an example of the form Search on custom attributes



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2.5.4 Special search forms

Some forms, for instance the form [SMPOSO] shown in Picture 34, open the search form Overview of parts (see Picture 35) when the arrow down button behind the Part field is clicked.The same button but now behind the object field will open the form Search objects (see Picture 36).

The green fields on both forms can be used to enter search criteria. Click on the button

to execute the query, select the requested value from the list and click on the OK button to return to thefirst form. The selected value will be shown in the appropriate field.

Picture 34: The form [SMPOSO]

Picture 35: The special search form Overview of Parts



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Picture 36: The special search form Search objects

1. On the special search form Search objects the field ‘Ships description’ can also be usedto search for a specific object.

2. On the special search form Search objects can also be searched in the object structure viathe button ‘Object structure’. A Windows explorer like overview appears that can beexpanded by clicking on the plus signs in front of the objects. Clicking on the minus signwill have the reverse effect. (see section 3.5.3)

TIP:



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2.6 Help functions in FMS

In FMS the following three help functions are available:

1. Additional information on all fields

2. Overview of Oracle functions with their corresponding keys of the keyboard3. On-line user manual for all functions

These will all be discussed in the next sections.

2.6.1 Additional information on all fields

Additional information on all fields is available by clicking the button. An example is given inPicture 37. The cursor was put in the field Class and the help button was clicked.

Picture 37: An example of a help text

2.6.2 Overview of Oracle functions

In section 2.4.8 the most important hotkeys areexplained. A special form enumerating these and otherhotkeys can be opened by selecting the Keys optionfrom the Help item on the menubar . This form is shownin Picture 38.

Picture 38: The help form Keys enumerating hotkeys

2.6.3 On-line user manual

The option Manual from the Help item of the menubar the FMS ships manual can beopened.

Picture 39: The Manual option on the menubars Help item



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2.7 Impromptu

2.7.1 Introduction

Data stored in the FMS database can be shown on the function forms. Often multiple forms have to beopened to get all the information that is needed.

To facilitate the search Impromptu can be used to create reports. This way data can be presented in aneasy and orderly way. A large number of reports is available.

2.7.2 Opening an Impromptu report

When starting a new Impromptu session the user has to log on. After that reports can be opened byclicking the File open button and selecting a report.

Picture 40: The form Open with a categorization of available reports

ò PROCEDURE: OPENING AN IMPROMPTU REPORT

Ø Click on the icon ofimpromptu

Open Impromptu via the icon on your desktop or via theWindows Start menu selecting Office Applications\FMS-VMS-Impromptu-MP5Reports\Impromptu.

q IMPROMPTUØ Choose File open Using the icon or by selecting from the menubar File\Open

reports can be opened.The form as in Picture 40 appears.

Ø Choose ReportsFMS or VMS

Choose Reports FMS or Reports VMS if applicable anddouble-click on the selected item.

Ø Choose folder Select the applicable folder, for example:- TD for inspectors - Ships And open it double-clicking on the folder (see Picture 40).



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Ø Open report Select the report you want to open and click on the buttonOpen or double-click on the report.

Ø Select user classFMSPROD

The Catalog log on form Impromptu appears (see Picture 42).Select the User class FMSPROD (to log on to the VMSdatabase select Ships.

Ø Enter reportingcriteria

The prompts form appears. This offers the possibility to enterspecific criteria the data on the report has to be subject to.Select values from the lists or type in values to limit theoutput on the report (see Picture 43).

Ø Click OK On the bottom of the application screen a fish will appearswimming to and fro as a sign that Impromptu is retreivingthe data for the report. As soon as the swimming stops thereport will open.

Ø Scroll pages If the report contains more than one page its pages can bescrolled through with this button. You can also scroll through

the pages when in print preview mode.Ø Print report Print the report clicking on the Print button. NOTE: Open the

print preview, reports might contain very large numbers of pages!!!

Picture 41: Folders linking to the reports

Picture 42: Catalog logon form of Impromptu



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Picture 43: Example of a Prompts form of the report Running hours

2.7.3 Saving an Impromptu report as Excel file

Picture 44: Example of how to save a report as Excel file

ò PROCEDURE: SAVING A REPORT AS EXCEL FILE

q IMPROMPTUØ Select File save as Select the option Save as… from the menubar item File.

Ø Select destination Select the folder the file should be stored in.

Ø Select Save as type Select Excel file (.xls) to save the report as an Excel file. It isalso possible to save the report as Excel file with format, so agreat deal of the lay-out will be preserved (see Picture 44).

Impromptu reports can be saved as Excel files. These files can be edited. Remember thatdata in FMS changes constantly. Each Impromptu report always shows actual data,whereas a report saved as Excel file will very soon be outdated.

ATTENTION:



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3 Objects

3.1 What is an object?

One of the main entities within FMS are the objects. Objects are equipment and parts of equipmentthat are stored in the database with a unique number.All the equipment and every part of the equipment has been assigned a code in order to be able torelate almost anything having a relationship with the object, like for instance spare parts on stock,maintenance history, costs, runnning hours, preventive maintenance instructions, parts used, etc.

3.2 Coding and structure of objects

Van Oord has chosen to use a coding system for the objects, which is applied fleet-wide on all objectsregistered in FMS. The code of each of the objects is determined at the head office, in order toestablish uniformity en consistency.A code consists of a maximum of 15 characters. The composition of the code comes from the objectstructure.

All objects are part of the object structure. The goal of this structure is on the one hand to simplify thesearch for objects and their parts and on the other hand to realise a roll-up of hours, costs and history.The structure of the objects, like the coding of the objects themselves, is fixed and for that reasondetermined at the head office as well. This general object structure now contains approximately 80,000different objects all uniquely coded and provided with a description and place in the structure.

Specific object data like serial and type numbers, frequency, voltage, capacity and arrangementnumber are to be completed by the people on board the equipment.

3.2.1 Object structure for FMS ships

Picture 45 shows the structure being built up into 5 levels. Each level has a standard number ofcharacters, its own arrangement and meaning of its coding, which can be seen in Table 9.As an example the coding of the object ‘Dredge pump’ of the Volvox Delta in FMS is shown inPicture 46. There you can see that an object code consist of a maximum of 15 characters.



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Picture 45: The Van Oord object structure

1 Equipment 0332 level AAAA 4 characters2 Installation 21 level II 2 characters3 Sub-installation 211 level GGG 3 characters4 Main object 01 level CC 2 characters5 Object 1611 level NNNN 4 characters

Table 9: The characteristics of each level of the object structure

Picture 46: Coding example of a dredge pump in FMS

As shown in Picture 45 there is a first general division of objects, a division into installation objects atthe second level in the structure.Picture 47 contains a list of all possible installation objects. The first four characters of each objectalways represent the equipment (AAAA in this l ist). The last two characters in the column named‘Object code’ specify the codes of the installations. The second column contains the descriptions of theinstallation objects.

Obje ct (4 characters )

Main object (2 char ac ters)

Sub-installation (3 characters )

Installation (2 characters )

Equipment ( 4 characters)



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The coding sctructure for the bigger engines, i.e. sandpump and propulsion engines, differs slightlyfrom the above-mentioned ‘normal’ structure. The code used for these engines only has 11 characters.The reason for this shorter code lies in the coding of the parts related to these objects. Part codesalways consist of 18 characters: In a standard situation built up from the object code of 15 charactersand a unique sequence for the part itself of 3 characters. Normally parts can only be linked to objectson the fifth level of the object structure, where all objects are composed of 15 characters. If the objectengine were to be consisting of 15 characters, there would only be room for 999 parts in the database.By moving these bigger engines up one level in the structure there is space for 99999 parts.

Furthermore the bigger engines are divided into so-called Accessories objects and Maintenanceobjects. Accessoiries objects are components of the engine but generally produced by a manufacturerother than the engine manufacturer. The code of these contain the letter A (see Picture 48).Maintenance objects are also components of the engine. These objects serve for maintenanceregistration only. These objects will have no parts related to them. Charateristic of these objects is theletter M in the code.

Some installations with this atypical coding are the numbers 21 trough 25, 40 through 43 and 45..

1 Equipment 0332 level AAAA 4 characters2 Installation 40 level II 2 characters3 Sub-installation 411 level GGG 3 characters4 Main object 11 level CC 2 characters5 Object A010 level NNNN 4 characters

Table 10: Characteristics per level of the object structure

Picture 48: Coding of bigger engines

3.2.2 Object structure for OFFI objects

Next to the object structure for FMS ships there is a special structure for OFFI objects. Reason forestablishing this additional structure was the need for a centrally administered coding of consumable

parts. These parts (also called OFFI7000 parts after the first 8 characters of their code) which can beused on all equipment, are entered into the database and maintained at the main office andcommunicated automatically to all ships.Each of these parts is linked to an OFFI object, which like any other object consists of a maximum of15 characters. All parts are related to objects of the fifth level only. No maintenance registration existsfor these OFFI objects.In Table 11 the object structure is shown.



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1 Prefix OFFI level AAAA 4 characters2 Installation 70 level II 2 characters3 Sub-installation ISSA Part1 001 level GGG 3 characters4 Chapter of ISSA cat. 25 level CC 2 characters5 Object 0301 level NNNN 4 characters

Table 11: The characteristics per level of the object structure for OFFI objects

3.3 Coding of OFFI objects

Picture 49 displays in the first column de codes of the OFFI objects at the third level. The secondcolumn shows the distinction made between Cabin, Deck en Engine Stores (as is also common in theISSA catalogue).

Picture 49: OFFI objects, coding at level 3

Picture 50 shows the coding of OFFI objects based on chapters of the ISSA catalogue (fourth level).

Picture 50: OFFI objects, coding at level 4.



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3.4 Administering objects and object data

On the form [OMOBJC] object data is shown per object on the tab named Record view .

Picture 51: The form [OMOBJC]

ò PROCEDURE: ADMINISTERING AN OBJECT

q OMOBJC RECORD VI EW

Ø Object code + description These fields contain the code of the object and itsgeneral description.

Ø Ships description In this field the ship can put a more specificdescription of its own. The ship’s description can beused in other forms as a search criterion.For former VOACZ ships the old VMS descriptionhas been put here.

Ø Type Three types of objects exist:INSTallation, MAINtenance and OFFI objects.This value is entered automatically.

Ø Status This value is entered automatically.

Ø Not used If checked this field indicates the object is no longerin use. This value can be changed at any time.

Ø Parent The parent object, one level higher in the structure.

Ø MRC Equipment code+code of the department (Deck or



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M aintenance R esponsibilityC entre

Engine Room) responsible for the maintenance of theobject.On request the main office can alter this value.

Ø Class Value used for grouping identical objects.E.g. diesel engines belong to the class DENG.The class of an object also affects the types ofcustom fields that can be entered.

Ø Manufacturer The manufacturer of the object. When linking a partto an object, the part automatically inherits themanufacturer from the object (which can be changedwhile creating the part).

Ø Type number Type number of the object, to be entered by the ship.

Ø Category A code used to mark identical objects. See sections3.5 and 4.3.3.

Ø Cost code This value is entered automatically.Every part linked to an object inherits this costcode.

Ø Meter unit In case a meter is connected to the object for periodical maintence reasons, the unit ofmeasurement of the meter should also be enteredhere by the ship.

Ø Comm.date Date on which the object was installed.This value is entered automatically.

Ø Usage Automatically displayed ‘total usage’ value if metervalues exist.

Ø Sequence A sequence can be used to indicate the order ofobjects (physically) having a meter.

Move to the next part of the form By clicking on the button ‘More’ an additional partof the form [OMOBJC] turns visible.

Ø Variable 2-5 Variable 2: The drawing number of the object.Variable 3: A possible ‘yard reference’.Variable 4: The mass of the object.Variable 5: The object’s model.



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The existance of the Class makes it possible to define additional properties for an object. These properties can be maintained on the tab Custom Fields .

CUSTOM FIELDS

The tab Custom Fields offers a list of additional technical data related to the object selected. Thecontents of the list depends on the class of the object. The following picture shows the custom fields

belonging to the class WAPP, Water pumps.

Picture 52: The Custom fields (technical properties) of an object having the class WAPP

The most important custom fields are ‘Object for machinery survey’ and ‘ISM critical’. These serve tospecify whether an object is subject to Machinery Survey and/or whether the object is ISM critical.These properties offer the possiblity of generating a report, using Impromptu, that can be handed overto a surveyor or an auditor.

Whether an object should be marked as ‘ISM critical’ has been defined in the ‘Van Oord StandingInstructions to Vessels’.

You will be informed regarding ‘Object for machinery survey’ and ‘ISM critical’ objects in a separateletter.

3.5 Creating categories

Categories are used to create a relationship between completely or almost identical objects. It is also possible to link parts to a category. These parts are then automatically linked to all objects of thiscategory. The advantage is that parts only have to be created once within the database and not for

every object separately.Categories can be created and administered with the form [OMCATG]. An example is shown inPicture 53. A description of how to create a category can be found in the procedure below.



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Picture 53: The form categories of objects [OMCATG]

ò PROCEDURE: CREATING A CATEGORY

q OMCATG

RECORD VI EW

Ø Create new record Click on this button to create a new record. Note: It is not necessary to create a new record if all fieldsare already empty on the form. In that case you can go right

through to the next action.

Ø Enter code The standard for the code is:<Ship’s prefix>_<TYPE NO>, as shown in Picture 53.

Ø Enter description The standard for the description is:<Class>/<Manufacturer>, as shown in Picture 53.

Ø Select Class Select the class from the list. The class HAS to be equal tothat of the objects that will belong to this category.

The class allows additional properties to be entered on thetab named CustomFields .

If the category has no (or an incorrect) class please [email protected] .

Ø SelectManufacturer

Select the manufacturer. If the category is selected for anobject on the form [OMOBJC], this manufacturer will beautomatically entered.

Ø Save

mailto:[email protected]




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3.6 Searching for objects

As stated in section 3.2 objects are part of the object structure and one of the reasons this st ructure has been created was to facilitate a search for objects and object related data aboard ship.

There are several ways to search for objects. The three most important are:

§ Via the form [OMOBJC]§ Via the Impromptu report Object stucture§ Via the form Search Objects

3.6.1 Searching for objects via the form [OMOBJC]

Open the form [OMOBJC] by doing one of the following:• Go to the menu bar and select Forms, basic data , objects

• Click in the Main menu (being set to display icons, see section 2.3.2) on the icon Objects, and inthe menu that appears after that click the icon Objects again.

• Type [OMOBJC] into the direct selection field (see section 2.3.3)

Picture 54 shows the form [OMOBJC] in Record view in search or query mode. All green fields can be

used for entering search criteria. If present the button can be used to select a value from a list.

A possible query could be: Search all air compressors. This search is taken as an example in the search procedure below.



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Picture 54: The form Objects [OMOBJC] in record view in query mode

ò PROCEDURE: SEARCHING FOR AN OBJECT

q OMOBJC R ECORD VIEW Ø Select query mode

Ø Enter criteria The class field can be used for searching the objects.

Press the arrow button next to the Class field and a list of allclasses appears. Select the class ‘COMP’ from the list andclick on the OK button.

Ø Execute query On the form the data is shown of an object from the selectedclass.In our example: the data of a compressor is shown.

Ø Select List View Turn to the tab List view .

LIST VIEW Select the tab List view .

Ø Select the object Select the object wanted from the list of objects all havingthe same class.In our example: Select the compressor wanted from the listof air compressors.



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Ø Select Record View Return to the tab Record view .

RECORD VIEW Data from the selected object is shown.The other tabs like Comment , Custom Fields , History , Costs and Readings will show data related to this object if present.

As discussed in section 3.2.1 and shown in Picture 47 the object structure of all equipment is dividedinto 43 installation objects. This knowledge offers a another usefull possibility to search for objects.

Picture 55: Search for objects belonging to an installation

Ø Select query mode

Ø Enter object code In the object column enter the code of the equipment andthe number of the installation followed by a % sign.E.g. 031237% will result in all winches and related objectsof equipment number 0312.

Ø Execute query On the form all objects matching the criteria will be shownon the tab List view .

Ø Select List View Turn to the tab List view .

LIST VIEW Select the tab List view .

Ø Select object Select the object wanted from the list of objects.In our example: Select the winch wanted from the list ofwinch installation objects.

Ø Select Record View Return to the tab Record view .

RECORD VIEW Data from the selected object is shown.The other tabs like Comment , Custom Fields , History , Costs and Readings will show data related to this object.



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3.6.2 Searching for objects using Impromptu report IM037_Objectstructure

Impromptu can also be used for querying for objects. (For opening Impromptu reports see section 2.7.)With the Impromptu report called IM037_Object structure objects can be searched within (parts of) theobject structure of a ship. Search criteria can be entered in the prompts form.In the example given in Picture 56 a WINCH of equipment number 0335 is being serached for.

Picture 56: Options offered when openening the Impromptu report Object structure

Upon execution of the query above Impromptu will show all objects having:- a MRC starting with the numbers 335; and- a description containing the word WINCHand all objects that have a relationship with these objects (see Picture 57).

Picture 57: Part of the search result in report IM037_Objectstructure in Impromptu

Select MRC: enter themaintenance responsibilitycentre.Enter object code of parent orchild: enter object code, e.g.031037% for all objects ofinstallation object WINCHESEnter description: e.g.%PUMP% when looking for a

pump.Select class from the list.Enter manufacturer: enter amanufacturer to retrieve objectsfrom one specific manufactureronly.Select system code for all objectsrelated to a specific system.Source for description: a 0 showsthe general description, a 1 theShips description, a 2 shows

both.Only show ISM Critical objects:Y will show objects marked asISM critical.Only show continuous survey:Y will show objects marked assuch as required by BV.



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This report has some hidden but practical extra features. Double-clicking on the small yellowfield just before the object code will cause the object data to appear on the screen. An exmaple isshown in Picture 58. A double-click on the object code itself will show all parts related to the object,see Picture 59. Finally, double-clicking on the object description will result in a report of themaintenance history, see Picture 60.

Picture 58: Object data after double-clicking on the field just before the object code in the report Object structure

Picture 59: Part details shown when double-clicking on the object code in the report Object structure in Impromptu



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Picture 60: History of maintence on an object shown when having double-clicked on the object description

3.6.3 Searching for objects via Search objects

FMS offers special search forms (see section 2.5.4). One of these forms is the form called ‘Searchobjects’. This form can only be reached by calling it from another form where an object code ordescription has to be entered, for instance the form [SMPOSO].The form Search objects is shown in Picture 61.

At the top of the form Search objects you will find five buttons. A short description:

Takes the result of the query back to the form Search objects was called from.

Cancels the query, closes the form Search objects and returns to the previous form.

Clears the search criteria entered. New criteria can be entered.

Executes the query.

Counts the number of results the query will return. Count is shown on the bottom rightof the form.

Table 12: The 5 buttons at the top of the form Search objects



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Picture 61: The form Search objects

On the form of Picture 61 search criteria can be entered in all green fields. Picture 62 shows the searchresult of querying for objects of the Class DENG (Diesel Engines).When executing the query all matching objects are shown. Select the row containing the requestedobject and click the OK button. The object code will be taken to the form this query was called from.

Picture 62: The search result in Search objects

Another possibility to search for objects is to select the button ‘Object structure’ on the form Searchobjects.



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ò PROCEDURE: SEARCHING THE OBJECT STRUCTURE VIA ‘SEARCH OBJECTS ’

q SEARCH OBJECTS

Ø Select the button

q OBJECTSTRUCTURE

The highest level of the object structure, theequipment code, is shown. Clicking the plussign in front of the code will cause the structureto expand and show a lower level of objects.

Picture 63: The form Object structure



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4 Parts

4.1 Distinguishing between consumable parts and spare parts

Parts are units an object exists of. They therefore have a relationship with an object.

Within FMS a distinction is made between general consumable parts, the so-called OFFI7000 parts,and the spare parts, parts having a code beginning with the number of the equipment. The reason forthis distinction is the wish to create an unambigious list of consumable parts and thus to be able to usea unique code for each part.

General consumable parts (OFFI7000 parts) are:

• not ship-related• administered by the Purchase Department• used on more than one, if not all, pieces of equipment• related to an OFFI7000 object• parts like:

- fuel, lubricants, greases- food, household appliances, clothing- inventory, tools- safety, rescue en fire extinguishing equipment

These parts are centrally created and administered and are recognizable for all FMS equipment (Forexample Picture 64: OFFI70001250501050 PAN, BOILING, GAS WEIGHT ).

Picture 64: OFFI7000 part OFFI70001250501050 belonging to object OFFI70001250501



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Ship-related parts are:

• machine parts: spare parts or wear parts• all parts on or in an installation or equipment.• Created and administered aboard the equipment. Parts are visible per equipment in FMS. For

equipment 0332, the Volvox Delta, this for example is the part O-RING, NBR70,

113.89X3.53MM [121] having part number 033229287546001018 van Picture 65.

Picture 65: Ship-related part 033229287546001018 belonging to 033229287546001

4.2 Creating ship-related parts

If a part does not exist in FMS it can be created aboard the equipment. The rights to create this kind of parts are limited to the (relief)captain and the (relief)chief-engineer.A new part has to be created on the form [SMPOSO].Using this form parts can be created, changed, taken on stock and put on a bin. All of this has to bedone on the tab Record view of [SMPOSO]. The tab List view can be used for searching parts.

One of the ways to open the form [SMPOSO] is shown in Picture 66. Others methods already have been mentioned in section 2.3.

Picture 66: Opening the form Data-entry of parts and stock for objects [SMPOSO]



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List view

List view

Record view

Picture 67: The form [SMPOSO] in List view and in Record view

4.2.1 The form [SMPOSO] in List View

In List view (Picture 67) every available field can be used to enter criteria to query for parts. If a part isselected in List view this same part and the stores and bin it is stored in can be viewed on the tab

Record view .

Note When using the tab List view of [SMPOSO] only parts having a relationship with a(primary) object can be found.

4.2.2 The form [SMPOSO] in Record View

Creating and changing parts, taking parts on stock and putting them on a bin can be done on the form[SMPOSO] in Record view .

The Record view is composed of four blocks. • Block 1:Object data à only existing object data can be entered• Block 2:Part data à data-entry of new parts, linking to object• Block 3:Store data à data-entry of store parameters for the part• Block 4:Bin data à bin locations of the store.

When entering data blocks are to be entered in the order of their sequence number: first block 1, then block 2 and so on.

Block 2

Block l

Block 4

Block 3



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4.2.3 Creating ship-related parts

Picture 68: [SMPOSO] in Record view

PROCEDURE: CREATING, CHANGING, TAKING ON STOCK/BIN AND LINKING SHIP-RELATED PARTS

q SMPOSO

SELECT THE OBJECT THE PART HAS TO BE LINKED TO

R ECORD VIEW

; B

LOCK1

Ø Enter object codeby typing it in orsearching for it

Search the required object code using the form SearchObjects (see section 2.5.4), type the code directly in thefield or copy its code from the Impromptu reportIM037_Objectstructure.

If a new part belongs to two or more objects,please choose to enter the object having the lowestobject code.

ENTER BASIC DATA OF THE MACHINE/SPARE PART

R ECORD VIEW ; B LOC K 2

Ø Create a partnumber

The first 15 characters (11 for the bigger engines) of theobject as selected in block 1 is automatically copied to the

part number field the moment the field gets the focus.Fill up the part number entering three extra characters

behind the object code to create a new part number that isnot yet in use. The part number has to be 18 characters inlength.



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Ø Pos.on drw Enter the position the part has on the drawing supplied bythe manufacturer.

Ø Qty.ordered The quantity currently on order and not yet received. Thisis a calculated value being the sum of the quantity onrequisitions not yet received and the quantity on purchaseorders not originated from requisitions.

Ø Text This field offers the possiblity to add an additional text, forinstance extra data relevant when ordering the part.

Ø Save Press the save button or the key F10.

TAKE THE PART ON STOCK


Ø Store Select the D(eck)- or the E(ngine) store from the list.

Ø Pref. Store This value is automatically filled with the T(ransito)-store,upon entering the previous field.

Ø Cost code This value is automatically filled with the costcode of theobject selected.

Ø Order Qty Quantity to be ordered when the re-order level quantity has been reached.

Ø Reord.Lev. Re-order level of the part in this store. This level is thetrigger for automatically ordering the part.

Ø Min.Qty The minimum level for the part in this store.

Ø FML F ixed M aximum L evel of the quantity in stock.

The default value for a new part is 0.The Technical Superintendant is responsible fordetermining the correct FML of a part.The calculation of the FML related values:

FML = 1. Re-order level = ½ FML rounded downOrder qty = ½ FML rounded up

Minimum level = ¼ FML.

Ø Stocktake This value is automatically filled with the date of entry ofthe part.


PUT THE PART ON A BIN


Ø Bin Select the bin from the list.



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Ø Qty Current quantity on bin. (can be equal to zero)


When a part has to be put on more than one bin or even in more than one store, an extrabinstock record of the part can be created if you put the cursor in the Store field and click on theplus sign button on the toolbar. The fields Store, Bin and Quantity will be emptied so new datacan be entered as described in the procedure here above.

4.3 Linking parts to objects

4.3.1 Creating the link between a part and an object

If a part is created as described in the procedure above the part the relationship of the part and theobject is created.

The moment a part is created for an object that has a category a question appears on the screen askingwhether the part should also be added to the category.

The part will in that case automatically get a related to all objects that join the category.

Objects that are (almost) identical can have a category to prevent parts from being created more thanonce with different part numbers.

If a new part belongs to two or more objects, please choose to enter the object having thelowest object code.

The identical parts belonging to the objects are linked to only one of the objects and the category. Thisway the part is linked to all of the objects. The schematic overview of Picture 69 tries to explain therelationship between parts and objects.



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Picture 69: Relationships of parts with objects directly and via categories.

• In this example three identical diesel engine objects are shown • A category has been created and linked to all three engine objects. (black arrows from objects to

category) • Identical parts (A) have been created once linked to the object having the lowest object number.

This object is the primary object. In our example this is the Diesel engine 1. (red arrow) • The parts (A) are linked to the category because they are identical each of the three engines. (blue

arrow)

In some cases objects can be identical except for a just few parts. These parts (B) should be linked tothat object only and not to the category. (green arrow) For these parts the object Diesel engine 3 is the

primary object.

Attention!

An object can only be linked to one category.A part can only be linkd to one primary object on the form [SMPOSO].Details of the primary object are printed on:- Requisitions - Requests for quotation - Purchase orders



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4.3.2 Removing the link between a part and an object

The relationship of a part and an object can be removed using the form [SMPOSO].

ò PROCEDURE: REMOVING A PART FROM AN OBJECT

q SMPOSO

L IST VIEW Ø Select query mode

Ø Execute query Enter the part number to search for.

Ø Select Record View

Ø Select part number

Ø Removerelationship betweenpart and object

Turn to the tab Record view.

Put the cursor in the field containing the part number.

Press the button on the menubar.

If a part not only is linked to an object but also to the category of the object several situations might

occur. The following question will appear on the screen after pressing the button on the menubar.

If ‘OBJECT’ is chosen the one-on-one relationship with the object will be broken while the link withthe category remains.If ‘CATEGORY’ is chosen the following question will appear.

If ‘OBJECT+CATEGORY’ is chosen all existing links will be removed.If ‘CATEGORY’ is chosen the relationship with the object remains whereas the link with the categorywill be removed.



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4.3.3 Linking parts to a category

Via the form [OMCATG] parts can be linked to a category. The procedure describes how this can bedone. Usually parts are created in the form [SMPOSO] and if the object is part of a category the partcan be linked to the category as well. The procedure below is applicable if an object is installed later

on, in other words an identical object is added later and should have the same parts the already presentobject has.

ò PROCEDURE: LINKING PARTS TO A CATEGORY

q OMCATGØ Search for parts Pressing the Options button at the top of the

form [OMCATG], will open the form shown inPicture 70.

Picture 70: Scherm parts associated

Double-click on ‘parts associated’. The formnamed Parts associated with object will appear.

q PARTS ASSOCIATED WITH OBJECT

Ø Select emptyfield to link part

Place the cursor in the first field that is empty(Scroll down or use the arrow down key to movedown the list), see Picture 71.

Ø Link part Double-click in the empty field. The search formOverview of parts will be opened, see Picture 35.In this form a query can be performed to be ableto select the part wanted, see section 2.5.4.

Ø Quantity Enter the quantity of parts installed on the object.This value should match the ‘Qty in object’value on the form [SMPOSO].

Ø UOM Unit O f M easurement, a value that isautomatically entered.

Ø Description This value is automatically entered afterselection of the part.

Ø Comment A field that can be used to enter additionalinformation regarding the part and itsrelationship with the objects.

Ø Save

Ø Click More… A form appears containg detailled informationconcerning the part.



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Ø Select a part Select the part searched for from the list with results.

Ø Select Record View Tun to the tab Record view to find more details like bin,quantity currently on order etc.

Note When using the tab List view of [SMPOSO] only parts having a relationship with a(primary) object can be found.

4.4.2 Searching for consumables with Impromptu report IM080_SearchCatalogue

The catalogue of consumable parts (the complete list of OFFI7000 parts) contains all spare and wear parts regardless their presence or absence on board. Ships can request any part from this catalogue by putting it on a requisition.The Impromptu report IM080_Search Catalogue offers an easy way to search for consumables.See section 2.7 for a description of using Impromptu.If ‘Reports FMS’ was chosen, the next folder can be selected, for instance the folder named ‘Ships’.

Picture 73: The subfolders in the folder ‘Reports’

In the folder ‘Ships’ the folder containing stock reports can be selected. This folder is named ‘Stock’.

Picture 74: The subfolders in the folder ‘Ships’

In the folder ‘Stock’ there is a number of reports to be found. One of these is called IM080_SearchCatalogue.



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Picture 75: The report files in folder ‘Stock’

When opening report file IM080_Search catalogue.imr the [PROMPTS] form will appear and searchcriteria can be entered. Picture 76 shows a query for all medical parts.

There are several options to search for parts:

§ Chapter / class of the ISSA catalogue the part can be found in§ Section of the ISSA catalogue the part resides in§ OFFI7000 part number§ Supplier’s or manufacturer’s reference§ Supplier’s or manufacturer’s name§ Type: (PCON = Preferred consumables or %CONS = all consumables)

Some points of attention:

1. Use the % sign as a wildcard before and after descriptions and references2. Use capitals

3. Use the English language4. Refine the query with the button repeat prompt

Picture 76: The prompts form of IM080_Search Catalogue



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Picture 77 shows the search result.

Picture 77: The search result on Impromptu report Search Catalogue

Gray coloured part number fields can be double-clicked on to show more detailed part info.



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4.4.3 Searching for parts on stock on board using Impromptu reportIM081_Search stock

This report shows all parts having a bin stock

record. Every part on board has a store and one ormore bin locations and a quantity on stock (whichcan be equal to zero). Not only OFFI7000 parts

but ship-related parts can be searched for as wellwhen using this form. As is the case with the‘Search catalogue’ report, the [PROMPTS] formcan be used to query for parts. The first field onthis form, the store code, is a required field. If thestore in which the part is located is unknown the% sign can be used as a search criterion for thestore, e.g. 333%.

The search result is shown in Picture 79.

Picture 78: The prompts form of ‘Search stock’

Picture 79: The search result.



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4.4.4 Searching for parts using Impromptu report IM037_Object structure

Via the report IM037_Objectstructure it is possible to find parts linked to an object by double-clickingon the object code. Search criteria can be entered on the [PROMPTS] form.When searching for example for the parts related to installation object 21 DREDGEPUMP 1INSTALLATION enter AAAA21% in the field object code (equipment code followed by theinstallation number) and press the OK button (see Picture 80).The search result is shown in Picture 81.

Picture 80: Search criteria on the [PROMPTS] form of report IM037_Objectstructure

Picture 81: The search result of Picture 80 on report IM037_Object structure

When double-clicking on an object code the following form appears, offering a chance to refine thesearch of the parts looked for. The result is shown in Picture 83.

Picture 82: The promts form when having double-clicked on an object code



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Picture 83: The search result showing the parts related to the select object

4.5 Taking parts on stock

All OFFI7000 consumable parts are administered at the main office. As soon as a new consumable has been created or an existing consumable changed, the new data will be communicated to all ships usingFMS.Every new part communicated is not automatically assigned a D(eck) or E(ngine) store and willtherefore not have a bin location nor a stock quantity. The following section describes how to take

parts on stock.

4.5.1 Taking a consumable part on stock

ò PROCEDURE: TAKING A CONSUMABLE PART ON STOCK

q SMPOSO LIST VIEW

Ø Select part Enter a query to search for the part using for instance the part code, a part of the description, the supplier, etc. Selectthe desired part from the list of results and return to the

Record view .

When returning to Record view the following message willappear on screen.

This means that part of the data required for thisconsumable part does not yet exist like store, bin andquantity on stock. Click the OK button to proceed to the

Record view .



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RECORD VIEW Ø Select Store Select the applicable store from the list.

Ø Select Bin. Select the applicable bin from the list.

Ø Enter Quantity Enter either 0 (zero) or the quantity currently on stock.Ø Save

Picture 84 : A consumable part taken on stock

When a part has to be put on more than one bin or even in more than one store, an extrabinstock record of the part can be created if you put the cursor in the Store field and click on theplus sign button on the toolbar. The fields Store, Bin and Quantity will be emptied so new datacan be entered as described in the procedure here above.

4.5.2 Taking a shared part on stock

Shared parts are ship-related (wear) parts that can be used on several pieces of equipment. Theseshared parts are a part of the financial (tactical) stock and are stored in the FMOS store (FinancialMOerdijk Store). Because the shared parts are to be used on more than one ship they have a general

part code, not related to any ship.A special OFFI number is used in this case and its data only communicated to those ships that areusing the part at that moment. The part numbers are announced in a seperate letter to the ships that willreceive them. This letter is a standar e-mail containing the procedure and the part numbers concerned.

If such a part is being received on board the part should be taken on stock. This can be done the sameway as described in the previous section 4.5.1.

The procedure is as follows:

1. Open form [SMPOSO]2. Turn to the tab List view 3. Search for the part4. When found return to the tab Record view , the error message is to be disregarded



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4.6 Creating bin locations

With the form [SMSTOR] new bin locations can be created for the stores on board. On board only twostores exist: the D(eck) and E(ngine) store.

Picture 85: The stores form [SMSTOR] and its tab bins per store

ò PROCEDURE: CREATING BINS

q SMSTOR L IST VIEW Ø Select store Select the store in which the bin is to be created.

Bins are only to be created in deck and engine stores.

B INS PER STORE

Ø Move to empty line Enter the code of the new bin. The code should consist of thetwo character long ship’s prefix followed by a unique seriesof characters the user is free to choose.

Ø Enter bindescription

Enter a clear description of the bin.

Ø Save



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4.7 Issuing parts

In the following sections relocation and issue of parts will be explained.

Picture 86: Schematical impression of the procedures described in the next sections

Section 4.7.1 discusses the relocation of parts to Moerdijk.

Section 4.7.2: treats moving parts from one bin to an other. This procedure applies when parts are not put in their bin when the are received. Parts are in that case automatically put into the bin *, and can beeasily moved to the correct bin when following the procedure in this section.Section 4.7.3: deals with issuing / consuming (or putting back) parts.

4.7.1 Issuing parts to other store (back to Moerdijk)

With the form Issue parts to other store [SMSTOS] parts can be transferred from one store (e.g. 326E= Engine store Rotterdam) to an other (e.g. 326T = Transito store Rotterdam, located in Moerdijk).Mind that this will only be possible when the parts to be transported really are on stock in the storeselected.Often this function is used when parts need to be sent back for repair. In case of a repair shipment a

job will have to created first (see chapter 0).

Picture 87: The form Issue parts to other store (SMSTOS)



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ò PROCEDURE: ISSUING PARTS TO OTHER STORE

q SMSTOSØ Enter description Create a new record by clicking on the button with the plus

sign on the toolbar (if necessary). Enter the description. If arepair shipment is concerned put the job number in the

description as well. Ø Select ‘from’ store Select the store the parts are located and transported from.

(E.g. 0326E)

Ø Select ‘to’ store Select the store the parts will go to. (E.g. 326T)

Ø Save A number is automatically assigned to the transaction.

A LL LINES

Ø Enter part number Enter the part number by typing it or selecting it from the list.The search form SLPART is described in section 2.5.4.

Ø Enter quantity Enter the quantity to be transported.

Ø Add more parts ifnecessary

If more parts are put on the same transport these parts can beadded to this transaction. Repeat the previous two steps foreach of these parts.

Ø Save

C OMMENT Ø Enter comment if

applicableIf the shipment is not a repair shipment (so no job had to becreated), enter here the reason of transportation.

Ø Save

R ECORD VIEW Ø Set status

approved / activeChange the status of the transaction from unfinished (U) toapproved / active (A).

Ø Save The parts have now been transferred to the transito store(administratively at least). The stock has been updatedautomatically.

Printing the transaction

The ‘picking list’ or ‘packing slip’ of the shipment can be printed out. You will find this report in thefolder Ships\Logistics\ the name of the report is IM077_Return goods to transito store. Select and copythe transaction number from [SMSTOS] pressing Ctrl+C and paste the number in to the prompts form

pressing Ctrl+V. Send this report along with the shipment.



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4.7.2 Issuing parts from bin to bin

It is possible to issue parts from one bin to an other in MP5 using the form Bin to bin transactions[SDBNBN]. First a store has to be chosen and then a part. On the form will then be displayed all the

bins the part is located in. The next step is to choose the bin the part will be issued to and the quantity

concerned.Opening the form [SDBNBN] is done as follows. In the Main menu select the icon ‘Stores and Bins’and in the following menu choose ‘Bin to bin transaction’ (Picture 88 and Picture 89).

Picture 88: The Main menu and the icon Stores and Bins

Picture 89: The icon Bin to bin transactions

Picture 90: The form Bin to bin transactions [SDBNBN] used to relocate parts between bins



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ò PROCEDURE: RELOCATION OF PARTS BETWEEN BINS

q SDBNBNØ Enter query mode Before the buttons can be used to search this form has to be

put in query mode.

Ø Select store Select the store the transaction has to take place in.

Ø Enter part code Type in the part code of the part that will be relocated or usethe button to search for the part. The search form SLPART isdescribed in section 2.5.4.

Ø Execute query The form will show the bins and quantities for this partwithin this store, see Picture 90.

Ø Select new bin Select the new bin from the ‘list of values’.

Ø Enter Tran. qty Enter the quantity to be moved.

Ø Save

- Only parts having a quantity greater than zero can be relocated.- A bin to bin transaction can only take place if both bins are part of the same store.- If the entire stock of one bin is being moved this message appears:

Selecting ‘Yes’ will result in a deletion of the bin stock record, in other words therelationship of the part and the bin will be removed from the database. This might beuseful if the part will never be put on that ‘old’ bin again.



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4.7.3 Stock issuing / returning

Issuing parts can be done immediately mentioning the object number the part has been used on, or can be done while completing a job (work done).

MP5 will always automatically create a job of the job type ‘issue’ (IS) and directly mark it ascompleted. This means issues can always be found back in the history and costs of an object.

One of the ways to open the form [SDISSU] is through the menubar. Select Forms, Issue goods andStock issues for jobs and objects, see Picture 91.

Picture 91: Opening the form Stock issues [SDISSU] to issue parts

ò PROCEDURE: ISSUING / RETURNING PARTS ON A JOB OR AN OBJECT

q SDISSU

Ø Enter objectnumber

Enter the object code or search for the object using ‘SearchObjects’ using the button.

Ø or: Enter job andactivity numbers

In case of issues on a preventive or breakdown job (withactivity) the Job/activity field can be entered. The job can

also be found by clicking on the button.



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Ø Check store Check whether the correct ship’s store is mentioned in theStore field. In case the transito store is mentioned change it tothe correct ship’s store.

Ø Select issue This is to indate an issue of parts.

Ø or: select return This is to indicate parts are returned.

Ø Enter part code Enter the code of the part concerned.

Ø Enter bin code If a part can be found on more than one bins a bin has to bespecified or a error message will appear.

Ø Enter quantity Enter the quantity issued or returned.

Ø Save

Ø Click Yes

Picture 92: If the question ‘Do you want to save the changes you have made?’ appears please confirm

ò PROCEDURE: USING A MATERIAL LIST

q SDISSUØ Select a material

list if applicableIn case a material list is linked to the job, the number of thismaterial list is mentioned on the top right of the form. Thetext on the button ‘Material List’ turns a darker colour. If nomaterial list is linked to the job it can be chosen from the list

by clicking the button. The form Parts on material list(WLMATP) will be opened and a list can be searched for.

q WLMATPØ If a list is known,

enter a queryIf the name or the number of the material list is known thelist can be searched for.

Ø Select QUERY A list of results will be shown. If no criteria were entered allmaterial lists will be shown, see Picture 93.

Ø Select material list Select the applicable list.

Ø Press OK The chosen list’s number will appear in the field Mat. list .

q SDISSUØ Select the button

material listIf there is a material list in the field ‘Material list’, its partscan be put on the list of issues by pressing the button‘Material list’.

Ø Check quantities Check whether the quantities are correct.



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Ø Remove parts thatwere not used

The material list contains a standard list of parts. Usually notall parts will have been used. Remove all parts that have not

been used by clicking the Clear record button.

Ø Save

Picture 93: The form Parts on material list [WLMATP] used to select material lists

The Impromptu report IM019_Issued parts offers an overview of all parts issued during acertain period of time to be selected by the user, see Picture 94.

TIP:



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Picture 94: The Impromptu report IM019_Issued parts

Try to issue parts on jobs on the correct equipment as much as possible.If preventive or breakdown jobs already exist use those to issue parts. This will eventually result

in a higher value of the maintenance history. People will always be able to determine why partswere needed.To issue parts on a job the job will have to have at least one activity. (See also chapter 7.)



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4.8 Stockcount

With the stockcount procedure the actual stock on board is compared with the stock as registered inFMS. This procedure is especially useful to modify a lot of stock quantities in one go, for example if a

stock count was done for one or more complete bins. For adjusting smaller quantities it is wiser to usethe form SDISSU (Stock issues).

Picture 95: Schematical indication of the stockcount procedure

Executing a stockcount is done in five steps:1. Creating a stock list.

This is a list of parts that according to the FMS database should be located on the bins of the store.Quantities on the list are to be compared with the actual stock.

2. Freezing quantities during the stocktake.Meanwhile parts that are on the stock list can not be issued (nor returned).

3. Entering quantities counted in FMS.4. Creating the report Stocktake(to check for any discrepancy of the stockcount).5. Updating the quantities.

Stock quantities in FMS will now be equal to the quantities counted on the bins.The steps above have to be performed on a number of forms as described in the following sections.

After freezing the stock quantities do not try to issue or return parts until the stockcounthas completely been finished. Doing otherwise might result in errors of the quantities onstock. Relocation of parts between bins might also result in erroneous data.Advice: Create stocktake lists that are not too big. Finalize a stockcount as soon as

possible or else close an unfinished stockcount.

IMPORTANT!!



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4.8.1 Creating a stocktake list

To begin counting the actual stock quantities a list of parts has to be created. This list can be createdon form [SBSTTL] and be printed out (see Picture 96). While generating this list a stocktake number is

being created automatically. This number is used in the next steps of the proces.

Picture 96: The form Create stocktake list [SBSTTL] used to generate a stocktake list (see Picture 97)

ò PROCEDURE: PRINTING A STOCKTAKE LIST

q SBSTTLØ Select store Select the D or E store for which to create the list.

Ø Select ‘from’ bin Select the first bin to start the count.

Ø Select ‘to’ bin Select the last bin to be counted. If only one bin has tocounted re-enter the code entered as the ‘from’ bin.

Ø If more than onebin entered: Check‘order by bin’

Ø Enter date

Ø Create list A print preview of the list will appear ont the screen.



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q R5SBSTTLØ Select Last button

to walk through allpages

Ø Print report

Note: If the button last is not selected only those pagesyou walked through will be part of the stocktake!

An example of the report is given in Picture 97.

Picture 97: An example of a Create stocktake list rapport

4.8.2 Freezing quantities for stocktake

Use the form [SBSTFC] to freeze the quantities before the stockcount. This is a necessary step to prevent anyone from issuing or returning parts during the stockcount causing the stocktake to generateerrors. The easiest way to open the form is by clicking on the button ‘Freeze quantities for stocktake’on the toolbar, see Picture 98.

Picture 98: The button Freeze quantities for stocktake on the toolbar

Picture 99: The form Freeze quantities for stocktake [SBSTFC]



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ò PROCEDURE: FREEZING QUANTITIES FOR A STOCKTAKE

q SBSTFCØ Select stocktake Select the stocktake to be frozen.

Ø Copy code Remenber the code of the stocktake by copying it pressingkeys Ctrl+C.

Ø Keep values? Mark the field Keep values.

Ø Create the report A print preview of the report will appear ont the screen.

q R5SBSTFCØ Press Close Press Close to return to the FMS form. This is important

because the application might otherwise appear to havestopped responding.

Picture 100: An example of the report Freeze quantities for stocktake



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4.8.3 Entering stocktake physical quantities

When the stock has been counted the form [SDPHYS] (see Picture 101) is to be used to enter thequantities. On the toolbar the button called ‘Entering stocktake physical quantities’ can be used toopen this form.

Picture 101: The form Entering stocktake physical quantities [SDPHYS]

ò PROCEDURE: ENTERING STOCKTAKE PHYSICAL QUANTITIES

q SDPHYSØ Enter query mode

Ø Enter code Enter the code of the stocktake in the appropriate field.

Ø Execute query

Ø Enter Phys. qty Enter the quantity actually on stock of the parts counted. Ifleft empty it is assumed that the quantity in the database isequal to the actual quantity on the bin.

Ø Save

Note: In [SDPHYS] the field ‘Phys.qty’ only needs to be entered if the actual quantity is different fromthe quantity in FMS. Update of stock quantities will only be done for those parts.



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4.8.4 Reporting stocktake discrepancy

To check for differences between expected and counted stock quantities the form [SRSTDL] can becalled from form [SDPHYS] by clicking on the toolbar button Reporting stocktake discrepancy (see

Picture 102).

Picture 102: The button Reporting stocktake discrepancy

Picture 103: The form Reporting stocktake discrepancy [SRSTDL]

ò PROCEDURE: REPORTING STOCKTAKE DISCREPANCY

q SRSTDLØ Enter the

Stocktake codeEnter the code of the stocktake created on form [SBSTTL],the same stocktake of which the stock has been frozen onform [SBSTFC] and of which the actual stock has beenentered on form [SDPHYS].


q R5SRSTDLØ Press Close Press Close to return to the FMS form. This is important

because the application might otherwise appear to havestopped responding.

Ø Save



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Picture 104: An example of the report Reporting stocktake discrepancy

4.8.5 Signing off stocktake and updating quantities

To process the entered quantities the form [SBSTTU] has to be opened (see Picture 106). Whenon the form [SRSTDL], select the button ‘Sign off stocktake and update quantities’ on the toolbar (see

Picture 105).

Picture 105: The button Sign off stocktake and update quantities

Picture 106: The form Sign off stocktake and update quantities [SRSTTU]

PROCEDURE: PRINTING SIGN OFF AND UPDATING QUANTITIES REPORT

q SBSTTUØ Select stocktake Enter the code of the stocktake.


q R5SBSTTUØ Select the Last

buttonNote: If the button last is not selected only those pagesyou walked through will be part of the stocktake!

Ø Print the report



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Ø Press Close Press Close to return to the FMS form. This is important because the application might otherwise appear to havestopped responding.

Picture 107: An example of the report Sign off stocktake and update quantities



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5 Purchasing and Receiving

5.1 Introduction logistic process at Van Oord

In general, parts and services can be requested at headquarters. There, these requests are processed bythe Purchasing Department and result in orders sent to suppliers. Parts ordered are delivered atMoerdijk. The people at Moerdijk ship the goods to the ships.The ship can also, after consultation, decide to order parts or services locally and create a LocalPurchase Order. In that case delivery will take place directly on board.This means there are two ways to recieve parts, one for parts coming from Moerdijk and one for directdeliveries. Parts received from Moerdijk have been put on a transport that has to be marked as arrivedfirst before the parts can be booked as received based on the purchase requisition. Directly deliveredgoods are registered as received based on the Local Purchase Order.All requested services will directly be delivered on board. In this situation the related job that wascreated has to be reported completed. In general the originator / requestor (captain, chief engineer orinspector) keeps an eye on his own requested services and marks them completed when they are done.

5.2 Requesting parts via Purchase Requisition

A Purchase Requisition in FMS is created with the use of the form [SMREQS]. This form is used to put consumables or ship-related parts on a requisition, to add comments and by the captain and thechief engineer to authorise requisitions. The authorization is granted by giving a certain status to arequisition. Every group of users has its own rights to change a status or not, based on the function ofthe user. Some of the status transitions form a kind of digital signature.

If a requisition gets the status A (Approved/active) on board, a communication script is generated andsent to the main office, the requisition is, after the scipt is read into the headquarter’s database, being

processed with a form called [NBTRAN]. This process checks whether all parts have a preferredsupplier. If not, the supplier will be determined and the processing and evaluating process is restarted.The original ship’s requisition are converted into so-called sorted requisitions: one per supplier. Sortedrequisitions get a prefix HQ because the requisition is created at the main office.

If the requested quantity of part exceeds FML the sorted requisition will get the status U (Unfinished).Requisitions above FML have to be judged by the inspector. He can set their status to A to approve orto C (Cancelled). Before he does this the inspector can determine and maybe alter the FML for those

parts above FML.If an inspector has approved a requisition, the Purchase Department will order the parts that are onethe requisition.

The parts are put on an order with a fixed price and an expected delivery date (the date goods areexpected to arrive at Moerdijk). The supplier delivers at Moerdijk where the parts are put on transport.The ship receives the shipment and closes the purchase requisition.



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Ø Enter requiredquantity in Requiredcolumn for eachrequested part andclick OK

Ø If needed addcomments perrequisition line

Per line, meaning per part, comments can be added. Click onthe ‘Comments’ button to open the free format text form.Type the comment and save it. The presence of a commenton a line makes the button next to the ‘Comments’ buttonturn red.

Ø Add more parts torequisition

To put more parts on a requisition, new lines have to beadded for each part. Put your cursor in the field Line andclick on the button on the toolbar.

It is not possible to put one and the same part on morethan one lines of one requisition. An error message Recordhas already been inserted will appear if you try to do so . The solution: remove the duplicate line and add its quantityto the line first created.

Ø Save



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If FML will be exceeded the following warning message appears:

This message means the quantity requested added to the current stock quantity exceeds the FML valueof the part. Please specify why and to what value FML should be altered in the Free Format Text (i.e.the comment of the line).Click OK or press Enter to make the message disappear.

When ordering an OFFI7000 part that has never been ordered before this notification appears:

This message indicates that the part does not have a stock within the transito store yet. Accept themessage by clicking OK and this next message will appear:

Also the ship’s own store does not yet have a stock record for this part. Click OK and the record will be created.

If an OFFI7000 part was never ordered before costcode 600 has to be entered at the bottom ofthe tab Lines of [SMREQS].



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PROCEDURE: ADDING COMMENT AND APPROVING REQUISITION STEP 3

C OMMENT Ø If necessary add

commentComments or relevant remarks concerning the requisit ion asa whole are to be entered on the tab Comment .

Ø Save

R ECORD VIEW Ø Change status to A The moment the requisition is complete its status has to be

changed to Approved/Active, so the Purchasing Departmentcan process the request. The captain and the chief engineerare the only ones that can set this status.

Ø Save

5.3.1 Requesting a DUMMY part (A not yet existing consumable part)

Although the consumables’ catalogue exists of 70.000 parts, it is possible that a part needed cannot befound in the database. To still be able to order this part an OFFI7000-DUMMY0000 part can be put onthe requisition. In this case the comment of the line needs to indicate the specific details of therequested part.To speed up the purchasing proces dummy parts have to be placed on a separate requisition andthe header of the requisition needs to contain the word DUMMY.

ò PROCEDURE: CREATING A REQUISITION (HEADER) STEP 1

q SMREQS R ECORD VIEW Ø Create new record A new record is created if you click this button. If all fields

are already empty it is not necessary to click this button.

Ø Enter description Enter the description of the requisition according to protocol:Ship’s prefix, your personal initials, DUMMY, generalrecognizable description.For example: - 0334-WV, DUMMY, TELEVISION.

Ø Select class Mostly this is Maintenance and Repair (MREP). If parts areneeded specifically for a project, PROJ should be selectedand a project number entered in the ‘custom fields’. Thesame goes for INSU (insurance number) or R-NR (specialrepair number) or I-NR (investement number).

Ø Select ‘for’ store Select the D or the E store of your equipment.

Ø Select ‘from’ store This field will automatically get the value of the equipment’stransito store.

Ø Select originator Select the applicant’s name from the list.

Ø Select transport Select the type of transport from the list.



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Ø Select Van Oordcontact person

The person creates the requisition and can be approached ifthere are questions.

Ø Save Upon saving the requistion a number is assignedautomatically.

ò PROCEDURE: PUTTING PARTS ON THE REQUISITION STEP 2

q SMREQS L INES On the tab Lines parts can be put on the requisition. Each part

is put on its own line: 10, 20, 30, 40 etc.

Ø Enter part code Type in exactly: OFFI7000-DUMMY0000

Ø Enter quantity

Ø Save

Enter the requested quantity.

Ø Add informationlike part description,manufacturermanufacturer nr., etc.

Per line, meaning per part, additional information has to beadded. Click on the ‘Comments’ button to open the freeformat text form. Type in specific details and comments, sothe Purchasing Department has enough information to be ableto order the part, and save it . The presence of a comment on aline makes the button next to the ‘Comments’ button turn red.

Ø Add more parts to

requisition

To put more dummy parts on a requisition, new lines have to

be added for each part. Put your cursor in the field Line andclick on the button on the toolbar.Ø Save

ò PROCEDURE: ADDING COMMENT AND APPROVING REQUISITION STEP 3

C OMMENT Ø If necessary add

commentComments or relevant remarks concerning the requisit ion asa whole are to be entered on the tab Comment .

Ø Save

R ECORD VIEW Ø Change status to A The moment the requisition is complete its status has to be

changed to Approved/Active, so the Purchasing Departmentcan process the request. The captain and the chief engineerare the only ones that can set this status.

Ø Save



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5.3.2 Semi-automatic ordering

If a Fixed Maximum Level has been set for a part the re-order level automatically equals ½ FML.Parts having a stock level that has reached a quantity equal to or lower than the re-order level, can be

put on a requisition semi-automatically in FMS when using the form [SBREQF].

Picture 111: The form [SBREQF] used to create ‘semi-automatic’ requisitions

ò PROCEDURE: SEMI-AUTOMATIC ORDERING

Ø Enter store code Enter the store for which the automatic requisition will begenerated in the field ‘For’.

Ø Enter originator Enter the applicant’s name at ‘Originator’ for whom therequisition will be generated. Entering an asterisk (the * sign)will result in a requisition of all applicants.

Ø Enter transporttype

Enter the transport type to be used when delivering the parts.

Ø Create preview

Check the parts on the requisition using the form [SMREQS] and set the status toapproved if the requisition is correct.



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5.4 Tracing progress of requisitions

Requisitions created in FMS can be traced on the form [NOREQP] or with the Impromptu reportIM042_Outstanding requisitions.



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Picture 112: The Impromptu report Outstanding Requisitions

If you double-click on the Log:>> sign, a detailed report appears containing logistical data of therequisition.

Picture 113: The report Outstanding Requisitions showing the progress for each part on the requisition

5.5 Receiving goods on transport

Parts that are sent from Moerdijk to the ship, are put on a transport in FMS. This transport is created atMoerdijk and used to receive the parts on board. In FMS a distinction is made between receiving atransport (reporting the arrival of a transport) and receiving the parts from a transport. In FMStransports are received on the form Transports [NMTRAN] whereas parts are received on the formReceive goods from transport [NMRECV].The form [NMTRAN] can be opened via the menu Forms as shown in Picture 114.

Picture 114: Opening the form [NMTRAN]



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On the form [NMTRAN] the transport can be found (see Picture 115). This transport can then bereported as having arrived.

Picture 115: The Record view of the Transports form (NMTRAN)

ò PROCEDURE: REPORTING THE ARRIVAL OF A TRANSPORT

q NMTRAN L IST VIEW Ø Enter query mode Search for all transports with the status Shipped: Type in the

letter S in the column Status.

Ø Execute query Select the transport you received from the list of results.

Ø Check contents On the tabs Transportlines and Parts are indicated the packages and parts included in the transport. Use these tocheck whether the correct transport has been selected.

R ECORD VIEW Ø Set status to

ArrivedChange the status of the transport to Arrived so the parts can

be received.

Ø Save

The transport list can be printed out with Impromptu. To do this the transport code needs to be copiedfrom FMS and then used as a search criterion for the Impromptu report called IM089_Transport info.An example of this transport list is given in Picture 116.



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Picture 118: The Record view of the form Multi-type stock transactions (NMRECV) used to receive parts on transport

ò PROCEDURE: RECEIVING PARTS ON TRANSPORT

q NMRECV R ECORD VIEW Ø Create new record Create a new record to receive the parts on transport.

Ø Enter description Enter a recognizable description. (This might be useful iflabels are to be created later on.)

Ø Select transportcode

Enter or select the transport number of which parts have to beregistered as received. The transport probably containsseveral packages with parts originating from variousrequisitions. Having entered the transport number therequisition numbers can be selected from a list of values fromthe field Requisition.

Ø Select requisition Select from the list of values the requisition the parts receivedhave been requested on. In case parts originate from severalrequisitions each of these parts have to be received as aseparate (new) record. After the selection of the requisitionnumber the fields From store en To store will automatically

be entered.

Ø NOTE: Receipt ofparts ontransport withoutrequisition

It is possible there are parts in the transport that have not been requested. These parts are to be received follwing the procedure below. (These parts can be recognized on the form NMTRAN. On the tab Parts these parts do not have arequisition number mentioned. In that case create a receipt in

NMRECV without a requisition number.)

Ø Skip Requisitionfield

Leave the field Requisition blank to receive extra parts.

Ø Select ‘from’ store Choose the transito store of the equipment (E.g. 318T).

Ø Select ‘to’ store Choose the ship’s store (E.g. 318D).



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Ø Save Like all transactions within FMS this receipt also gets anumber.

Picture 119: The tab All lines of the form Receive goods from transport (NMRECV)

Picture 120: The selection form Select from bins

A LL LINES On opening the tab All Lines the question ‘Automatic fetch?’appears, see Picture 121. Click OK to automatically put all partsof the requisition on this receipt. Click CANCEL to be able toselect just those parts that have been on the transport from thelist of values. First the OK choice will be described and afterthat the CANCEL is described as option.

Ø Click OK All parts on the requisition will be shown. Parts that were notincluded in the transport can be removed from the list ( ).

Ø If receivedquantity does notequal requested

quantity

Cause 1. Partial delivery by supplier Physical quantity matches the quantity on the transport list,however not the requested quantity.

Action: Receive the quantity as stated on the transport list.Result: The requisition will be closed when the entire quantityhas been received.

Cause 2. Logistic errorParts are on the transport list but not on the transport or thereceived quantity is lower than the transport list states.Action: Receive the quantity as stated on the transport list, andcontract the Purchasing Department/MoerdijkResult: The requisition will be closed.



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Ø Select the bins Each part can be put directly on the right bin. Click on the button to select the correct bin on the form Select from bins.

Ø Choose All bins,For part or Emptybins

After selecting one of the buttons the bin selection form appears.Select the correct bin. If a bin does not yet exist, click Cancelleaving the bin field empty. Bins can be created afterwards (seesection 4.6) and then the parts can still be put onto them.

Ø Save

R ECORD VIEW

Ø Set status toApproved/active

Change the status of the transaction to Approved/active.

Ø Save The field Approved by will automatically filled with the nameof the user who has logged on.

Picture 121: The question ‘Automatic fetch?’ when opening the tab All lines of the form Receive goods from transport

ò PROCEDURE: MANUALLY FETCHING PARTS FOR RECEIPT

Ø Click Cancel The column parts will remain empty. All parts have to beadded to the list manually. This option is only applicable incase a delivery is not complete.

Ø Select part Select a part from the list of values. (Note: only parts relatedto the requisition are on the list.)

Ø Enter quantity Enter the received quantity.

Ø Add more parts If applicable add other parts.



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5.6 Requesting parts via Local Purchase Order

With the form [PMPORD] a Local Purchase Order (LPO) can be created and ‘signed’ with the statusA (approved/active) by the captain or the chief engineer.

After that the order can be printed out and be sent to the organisation ashore. The request is processedlocally and bought and paid for without registration in FMS. When the parts are received on board parts can received in FMS to keep stock levels up-to-date.

5.6.1 Creating an LPO

Note: This function is only to be used when a local order does not result in a invoice being sent to themain office. Buying and paying for the goods is completely being dealt with locally.LPOs created aboard are not communicated with the main office.

Local purchase orders are created almost the same way purchase requisitions are created. The maindifference is that the parts are not requested from the transito store but directly from a supplier. AnLPO always has the value ‘local supplier’ as supplier. There are a few steps to create a local purchaseorder. The first is creating the header of the local purchase order, the second selecting the requested

parts and finally adding the additional information. Picture 122 shows the form [PMPORD] in Recordview.

Picture 122: The form Purchase orders (PMPORD) in Record view

ò PROCEDURE: CREATING A LOCAL PURCHASE ORDER

q PMPORD R ECORD VIEW Ø Create new record If necessary create a new order to request parts from a

supplier.

Ø Enter description Enter a general and recognizable description.



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Picture 125: Opening the form Receive goods [SMRECV] to register local receipts

ò PROCEDURE: RECEIVING GOODS ON A LOCAL PURCHASE ORDER

q SMRECV R ECORD VIEW Ø Create new record Create a new record to receive the parts on the local order.

Ø Enter description Enter a general and recognizable description beginning withyour own initials so to enable tracking of who received whatwill later on.

Ø Select order Select the direct order created by the main office or the

number of the LPOfrom the ‘list of values’. The fields FromCompany and To Store will automatically be entered.

Ø Save

The LPO has been created on the form [PMPORD] and therefore it has an order number. If thesupplier has not or incorrectly mentioned the order number on the packing slip, this reference can still

be traced back in FMS.



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Picture 126: The tab All lines on the form Receive goods [SMRECV]

Picture 127: The selection form Select from bins Picture 128: The question ‘Automatic fetch?’

ò PROCEDURE: RECEIVING PARTS ON ORDER

q SMRECV A LL LINES On opening the tab All Lines (see Picture 126) the question

‘ Automatic fetch? ’ appears (see Picture 128). Click OK toautomatically put all parts of the local purchase order on this

receipt. Click CANCEL to put be able to select just those parts that have been on the transport from the list of values.First the OK choice will be described and after that theCANCEL is described as option.

Ø Click OK All parts on the LPO will be shown. Parts that were notincluded in the transport can be removed from the list ( ).

Ø Select the bins Each part can be put directly on the right bin. Click on the button to select the correct bin on the form Select from bins.

Ø Choose All bins,For part or Empty

bins

After selecting one of the buttons the bin selection formappears. Select the correct bin. If a bin does not yet exist,

click Cancel leaving the bin field empty. Bins can be createdafterwards (see section 4.6) and then the parts can still be putonto them.

Ø Save

R ECORD VIEW Set status toApproved/active

Change the status of the transaction to Approved/active.

Ø Save The field Approved by will automatically filled with the nameof the user who has logged on.



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to stay that way until the service has been completed.

Ø Select object Search the related object via the form Search Objects clicking

on or using the Impromptu report Object structure.

Ø MRC Field will be entered automatically when selecting the object.

Ø Save When saving the job it automatically gets a number.

Picture 131: The lines on the form Quick entry of work order details [WMVITE]

ò PROCEDURE: ADDING ACTIVITIES TO A JOB ORDER

q WMVITEØ Select trade = THP The column Trade indicates who has to perform the service.

Select the value Third party (THP) from the ‘list of values’.

Ø Enter Estimated Enter the standard value 0.This is a required value in FMS. However it is a value whichis not used by Van Oord.

Ø Enter description The description of the activity has to be entered in thecomment behind the activity.

Ø Save

5.7.2 Tracing outstanding services

Tracing of services still to be completed is possible with the use of the Impromptu reportIM046_Overview job orders. This offers a list of all open external jobs for which an inspector has tocreate a purchase order.

If a filter is applied containing trade THP, status R and job type REP, a list will be generated of allrequested repair jobs to be performed by a third party.

Picture 132: The Impromptu report IM046_Overview job orders



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5.7.3 Receiving services

The receipt of services is administered on the form [WMVITE]. The originator of the service, the chiefengineer, captain or inspector, can set the status to C (Completed) or CWC (Completed withComments) and can enter a comment in the field Work done.

Subsequently the main office can book hours based on time registration notes signed by the captain orthe chief engineer aboard. This provides a means to match services invoiced with actual work

performed.

This information is then stored in the history of the maintenance performed on the object, togetherwith all other maintenance jobs related to the object.



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6 Maintenance

6.1 Introduction

This chapter is divided into two parts. Section 6.2 discusses subjects related to preventive periodicmaintenance and in section 6.3 corrective maintenance is dealt with.

6.2 Preventive periodic maintenance

On board preventive periodic maintenance instructions (so-called PPMs) have been defined for severalobjects based on time or meter intervals. These PPM’s have been linked to the objects they apply to.Due to this link maintenance jobs are created. These jobs can be of different job types. The guidelinefor the use of these job types will be published in a separate letter late 2006.The proces of the status of preventive periodic maintence as present in FMS is shown in Picture 133.The sequence of the activities, i.e. releasing jobs, obtaining an overview, actually executing theactivities and completing jobs forms the line followed in this section.However before going more into that, first the way that PPM’s are defined and recorded will beexplained.

Picture 133: Flow chart of the preventive periodic maintenance in FMS



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6.2.1 Creating a PPM

Defining a PPM is done in 3 steps:

-first the header is created (‘what needs to be done and how frequently’)-then an activity is added to the PPM (‘who does what’)

-finally the PPM is linked to an object. (‘what needs maintenance’)

A PPM is created on the form Preventive periodic maintenance schedules [WMPPMS], see Picture135. This form can be opened as shown in Picture 134.

Picture 134: Opening the form Preventive periodic maintenance schedules [WMPPMS]

Picture 135: The form Preventive periodic maintenance schedules [WMPPMS] in Record view

ò PROCEDURE: CREATING A PPM

q WMPPMS R ECORD VIEW Ø Enter PPM code Enter the code of the PPM. This is a combination of the ship’s

2 character long prefix followed by a number sequence of 6characters maximum to be determined by the user.

Ø Select Job type Select the job type of the PPM.

Ø Enter Description Enter the description of the PPM (in capitals and in English). Note that one PPM can be linked to more than one object:Enter a description that is not to detailed.

Ø Enter Class The value INT stands for a PPM processed completely withinFMS. A PPM having the EXT class can be read into theAccess tool ‘MP5 reports’, edited and read back into FMS.



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Ø Enter Nestingreference

If a user defined code is l inked to more than one PPM, thePPMs will be nested.

Ø Enter Duration Enter the standard value 1.

Ø Time based PPM If the PPM should be based on a period of days enter thenumber days.

Ø Meter based PPM If the PPM should be based on the interval of a meter enterthe number of hours in the field Meter interval.

Ø Select Meter unit Select the unit of measurement from the ‘list of values’. HURstands for Hours, which is the unit used for ‘normal’ realmeters, HOUR stands for the unit used for FAKE meters.

Ø Edit Releasewindow

The default value of the ‘Release window’ equals 100%,meaning 100% of the value entered at Period or Meterinterval has to go by before the status of a job changes fromAwaiting to Released. If you would like jobs to be brought to

your attention in an earlier stage you could adjust this value toa lower percentage.

Ø Check Fixed If the maintenance job should always be released after a fixed period of time, not related to the date on which the previous job has been reported completed, check the field Fixed, butapply this wisely.

Ø Save

Important! If the checkbox Fixed has been marked a next job will be released the moment the

interval that was set for the PPM has been reached, therefore independent from the date on which the previous job has been reported completed.

When the PPM has been created the coresponding activities can be added via the Tab Activities of theform [WMPPMS] as described in the procedure below. An example of an activity is given in Picture136.

Picture 136: The tab Activities of the form Preventive periodic maintenance schedules [WMPPMS]



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ò PROCEDURE: ADDING ACTIVITIES TO A PPM

q WMPPMS ACTIVITIES Ø Select trade Put the cursor in the field Trade and select the one reponsible

for carrying out the maintenance from the ‘list of values’.

Ø Enter Estimate Enter the standard value 0.

Ø Select Task A task list can be linked to the activity. Creating a task list isdescribed in section 6.2.4.2.Put the cursor in the field Task and click the ‘list of values’

button. The search form [WLTASK] will be opened whereyou can perform a query for the wanted task list. Select thetask list from the list of search results and click OK.

Ø Select Material list A material list can be linked to the activity. Creating amaterial list is described in section 6.2.4.1Put the cursor in the field Mat.list and click the ‘list ofvalues’ button. The search form [WLMATP] will be openedwhere you can perform a query for the wanted material list.Select the material list from the list of search results and clickOK.

Ø Save

Ø Enter descriptionof activity

Multiple activities can be added to a PPM. The buttonComments behind every activity row can be used to entercomments / work instructions per activity.

C OMMENT Ø Enter comment of

PPMA general instruction can be entered. The comment willautomatically shown as ‘Work requested’ on WOWODT andWMVITE and on the Impromptu report IM020_jobinfo.

Ø Save

When activities have been added to the PPM, the PPM has to be linked to the object(s) themaintenance should be performed on. This can be done on the form [WDJOBP]. This form can beopened by clicking on the button in the task bar when the form [WMPPMS] is opened, see Picture137. The form itself is shown in Picture 138.

Picture 137: Opening Objects of PPM



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Picture 138: The form Objects of PPM [WDJOBP]

ò PROCEDURE: LINKING A PPM TO AN OBJECT

q WDJOBPØ Enter Object type Enter the field Object type. For objects on the fifth level of

the object structure this will be MAIN. For every other objectit is INST.

Ø Enter Objectnumber

Enter the number of the object that has to be linked to thePPM.Double-clicking on this field will open the form Objects[OMOBJC] so you can search for the right object.

Ø Change MRC The MRC of an object can be xxxE whereas the job should be performed by deck personnel. In that case you can changethe MRC to xxxD. It is important to enter the correct value!If maintenance jobs based on time intervals are released,using the form [WBPEVU], it can be done per MRC, whichis the MRC of the job.

Ø Meter based PPM 1. Enter the field Meter UOM. The value has to be the sameas the UOM of the object and that of the PPM.

2. Enter the field Release Meter value job. This value is themeter value at which the job will be released. This is theinitial value, after that the schema of the PPM will beleading.

Ø Time based PPM Enter the field Release Date job. This value is the date atwhich the job will be released. This is the initial value, after

that the schema of the PPM will be leading.

Ø Save The result of linking an object is a new job having the statusAwaiting.

Important: When the period in days or the checkbox Fixed of a PPM is changed on theform [WMPPMS] the change has to be carried out on the form [WDJOBP] as well. The valuesshown in [WDJOBP] are the ones the program uses to calculate.



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6.2.2 Releasing jobs

As said in section 6.2 preventive maintenance job are released first.There are three ways to release jobs. The first possibility is a semi-automatic one: entering metervalues of meters on the form Input meter readings [WDMORE]. In principle a job will be releasedwhen the release meter value (reading due) of a job is exceeded. The second option uses the form

Release all PPM jobs before specified date [WBPEVU]. With the use of this form all jobs based on atime interval can be released that have reached or are beyond the due date. The third way is manuallyreleasing individual jobs on the form Release of selected jobs [WNRELJ].

6.2.2.1 Releasing jobs based on meter interval

On the form Input meter readings [WDMORE] meter values are entered of real meters as well as fakemeters. Depending on the values entered and the release meter value / reading due date of a job new

preventive periodic jobs will be released.Before values can be entered in FMS the actual meter values will have to be read. For this purpose theImpromptu report IM078_ Running hours (see Picture 139) can be used.

Picture 139: The Impromptu report Running hours

Picture 140: Opening the form [WDMORE]



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ò PROCEDURE: ENTERING METER VALUES

Picture 141: The form Input meter readings [WDMORE]

q WDMORE

Ø Enter Reading On the form the list of meters is shown where the columnnamed Reading offers the possiblity to enter actual metervalues. Standard the meters appear sorted by the object

number of the object they belong to. In case anothersorting order is desired a meter sequence can be assignedon the form [OMOBJC]. See section 3.4.

Note: if for a series of FAKE meters the same value has to be entered it can be copied pressing the function key F3.

Ø Date Every reading has its date! Automatically the date is set tothe date the values are entered on the form.Change this date if that date differs from the date themeters were read.

Ø Save F10

If an incorrect meter value was entered an error messageappears. After accepting the message the cursor will jumpto the fields concerned so it can be corrected.If one of the objects has reached a value greater than theReading due value of (one of) the PPMs of the object amessage appears saying ‘A job has been released for thisobject’.



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6.2.2.2 Releasing jobs based on time interval

With the use of the form Release all PPM jobs before specified date [WBPEVU] maintenance jobs based on time intervals can be released per MRC (Maintenance Responsibility Center) (Picture 142).

Picture 142: The form Release all PPM jobs before specified date

ò PROCEDURE: RELEASING JOBS BASED ON A TIME INTERVAL

q WBPEVUØ Select MRC Select the MRC whose jobs you want to release.

Ø Choose End date Double-click on the field End date to enter a date. All jobshaving a due date before or equal to the end date will bereleased.

Ø Create report Create a print preview on your screen. The preview will be preceded by a cover page.

Ø Select the Lastbutton to walkthrough all pages

Only jobs on the pages you walk through will in fact havetheir status changed from Awaiting to Released.

Ø Press Close Press Close to return to the form [WBPEVU] . This isimportant because the application might otherwise appear tohave stopped responding.



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6.2.2.3 Releasing jobs manually

The form Release of selected jobs [WNRELJ] is to be used to manually release individual jobs that areawaiting release (see Picture 143). This is the case when a PPM has to be performed shortly but is

requested to be performed earlier.

Picture 143: A way of openening the form Release of selected jobs [WNRELJ] and the form itself

ò PROCEDURE: RELEASING JOBS MANUALLY

q WNRELJØ Query jobs Enter query mode, enter for instance the job number as search

criterion and execute the query.

Ø Enter Target date Enter the date the job has to be performed.

This is required if you want to be able to close the job usingthe form [WMCOMP] and /or if you want to print a job card.

Ø Set status to R Change the status from Awaiting (A) into Released (R).

Ø Save



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6.2.3 Overview of released preventive periodic jobs

When preventive periodic maintenance jobs have been released an overview of these jobs is usefull.The different possiblities of getting such overviews are described in the following sections.

6.2.3.1 Overview of all (open and closed) jobs

On the form Overview of all (open and closed) jobs [WOWODT] an overview can be shown ofseveral jobs. The form can be opened as shown in Picture 144.

Picture 144: Opening the form [WOWODT]

Below you will find a description of how to retrieve a list of released jobs.

Picture 145: The form Overview of all (open and closed) jobs [WOWODT]

ò PROCEDURE: CREATING AN OVERVIEW OF ALL RELEASED PREVENTIVE JOBS

q WOWODTØ Execute a query To retrieve a small selection of all jobs a query has to be

executed. Enter the form’s query mode (F7), enter the searchcriteria like the requested job type and the status (R) andexecute the query (F8).

On the tabs Details, Activities, Work requested and Work done more data regarding aselected job can be found. The working instruction of a preventive periodic entered on thetab Comment of the form [WMPPMS] can be found here under Work requested .

REMINDER:



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6.2.3.2 Short term job list

Via the scroll down menu Reports–Jobs on the menubar the option Short term job list can be chosen.

ò PROCEDURE: CREATING A SHORT TERM JOB LIST

q WRJOBLØ Enter MRC Enter the MRC to show all jobs for deck (xxxD) or engine

room (xxxE).

Ø Enter Job type Select the applicable job type.

Ø Enter Period Enter the reporting period.

Ø Get overview Send the report directly to the printer or select a preview onyour screen.



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Picture 146: example of a print preview using the form [WRJOBL]



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6.2.3.3 Impromptu report ppms

The Impromptu report IM063_Ppms gives an overview of preventive periodic jobs. Multiple selection

criteria can be entered on the Prompts form of the report.

Picture 147: The Prompts form used to enter selection criteria for the report IM063_Ppms

MRC code: Enter the Maitenance Responsibility Centre(xxxD of xxxE) of the job.Enter code of object: Enter (a part of) an object code tofind related PPMs.PPM code: By entering a specific PPM number datacan be found of a specific PPM as well as its history.Enter (part of) ppm description: By entering (a part of)a PPM description data can be found of a PPM as wellas its history.Model description or Object description: Choose 1 toshow the model (or ship’s) description of the objectsrelated to PPM’s or 2 for the general object description.Enter status: Enter the requested PPM’s status.Default daily usage for meters: Enter an averagenumber of running hours to anticipate on futuresituations.Exclude PPM jobs on docking list: If a job from a PPMis related to a parent job, it can be excluded from theoverview this report offers.Filter completed jobs: When a N for No is entered allhistorical/completed jobs will be shown as well. Thedefault value Y for Yes will result in an overview ofonly Awaiting and/or Released jobs.Select trade: Use this to select jobs created for a certain

person or gr oup of persons, like ELEC or DECK.Enter jobtype: Enables filtering on a jobtype. Supposean overview is wanted of all legally required (safety)

jobs, a filt er could be appli ed selecting the jobtypePlanned Safety INspection (PSIN). Only show show with (actual/expected) date before:This date can be entered to limit the output by lookingless far ahead. Only jobs will be shown that will be due

before the date ente red.Mark job RED if expected release within this numberof days: Taking i nto account the average expectednumber of running hours jobs will be coloured red ifthe expected due date f alls inside the period of daysthat can be entered here.Mark job BLUE if expected release within this numberof days: Because the def ault value is 14 days jobs thatare due within 14 days will be coloured blue. Thisvalue can be adjusted.Only ISM critical objects: If a Y for Yes is entered onlyPPM’s will be shown of ISM critical objects.Only show objects for machinery survey: If a Y for Yesis entered data will be shown of objects that are subjectto survey and the history built up for these objects.



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Picture 148: Overview released PPM’s shown on Impromptu report Ppms

Supplementary information on the overview

- Job numbers are sometimes coloured yellow to indicate a field that can be double-clicked. Whenclicked upon a jobcard is shown containing Work requested. This is equal to the text that is shownon the tab Comment of the form [WMPPMS] a or the comment per activity from the tab Activities of the PPM in [WMPPMS].

- If the Total running hours of an object differs from the Last reading of a meter, because the meter broke down earlier or went round the clock, both these values are shown.

- When a value has been entered in the field Qty on the form Meter usage definitions [ODUSGD],the average number of running hours per day is calculated based on the in the field Qty enterednumber of last times the meter values were entered in FMS. This value is shown as Daily usage. Ifno value was entered in the Qty field an average of 12 hours will be calculated.

- The job type will sometimes be coloured green to indicate that the job is related to a parent job (a

repair or dock job). These items can be excluded from the report by selecting Y at ‘Exclude PPM jobs which are placed on docking list’ on the Prompts form.



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2. By double-clicking on the field Activity of the rowwhere you can enter a part number, will open the form[SDISSU].

Ø Enter job andactivity

On [SDISSU] enter the job code and the activity number inthe fields Job/activity.

Ø Enter part andquantity

Enter the part numbers of the parts that were used and thequantity that was used. The advantage of this method is thatthe description of the part is shown.



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Ø Save

Ø Enter Work done In the text field Work done a description can be entered ofthe activities performed.

Ø Enter datecompleted

Enter the date on which a job is completed. Double-

clicking on this field will open a calendar. Ø Set status When all data has been entered the job has to be completed.

Use C if no and CWC if a comment was entered in the fieldWork done.

Ø Save

Attention!! If parts are being registered as used using the [SDISSU] when on the form[WMVITE] parts will be registerd as used as soon as the form [SDISSU] is closed, independentof the status of the job!!

It is also possible to use a material list to register used parts. This list will in that case have to have been created on beforehand and linked to the PPM’s activity.

Picture 150: The lines on [WMVITE] where used parts are shown

Ø Go to Part field Click once on the field Part. If a material list has beendefined the text on the button Material list will turn black.

Ø Press buttonMaterial list

By pressing the Material list button the parts of the listincluding predefined quantities will be put on the form.

Ø Check Quantity Check whether the quantities of parts used are correct.

Ø Remove parts notused

Not all parts on the material list have to have been used:remove those that were not.



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• Completing jobs and registering parts using form Report on work completed [WMCOMP]

ò PROCEDURE: COMPLETING A (PPM) JOB ON [WMCOMP]

q WMCOMPØ Enter job Put the form in query mode, enter the code of the job and

execute the query. The other fields on the form will beentered automatically.

Ø Enter Originator Choose the person or department that performed the job.

Ø Last value In Last value the total usage of the object will be shown if ameter is linked to the object. This is the last read meter value

that was entered on the form [WDMORE].

Ø Enter Comment On the tab Comment a description can be entered of theactivities performed.

Ø Enter Datecompleted

Enter the date on which a job is completed. Double-clicking on this field will open a calendar.

Ø Set status toCompleted to history

When all data has been entered the job has to be completed.Use C if no and CWC if a comment was entered on the tabComment .

Ø Save



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ò PROCEDURE: CREATING A MATERIAL LIST

q WNMATL L IST VIEW Ø Enter material list Enter the code of the material list. This is a combination of

the ship’s 2 character long prefix followed by a numbersequence of 6 characters maximum to be determined by theuser.

Ø Enter description Enter a general recognizable description for the material list.

Ø Save

P ARTS Ø Enter partcode Enter the partcode in the field Parts.

Ø Enter quantity Enter the quantity normally used during maintenance in thefield Quantity.

Ø Enter more parts If there should be more parts added to the material list go tothe next line and repeat the previous steps of entering partsand quantities.

Ø Save

6.2.4.2 Creating a task list

Defining regularly returning activities on beforehand on the form Tasks [WNTASK] and relating theseactivities to jobs, standard jobs or PPMs allows you to quickly search for them.



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ò PROCEDURE: CREATING A TASK LIST

q WNTASK L IST VIEW Ø Enter task list code Enter the code of the task list . This is a combination of the

ship’s 2 character long prefix followed by a number sequenceof 6 characters maximum to be determined by the user.

Ø Enter description Enter a general recognizable description for the task list.

C OMMENT Ø Enter comment Enter a working instruction / the tasks to be performed.

Ø Save

6.2.4.3 Creating a meter and usage definitions

An object related to a PPM based on a meter interval should have a meter.In FMS two types of meters are distinguished:• Physical meters

An physical meter is the meter physically attached to an object. This meter type of meter isdefined on the form Meters [OMMETR]. Physical meters display values until a certain maximumis reached after which the meter value jumps back to zero. Most of the time this will happen whena meter reaches a value of 99,999.

• Logical meters Logical meters register the accumulated use of an object during its complete lifespan. In FMS thevalue at which a job is released is alway based on a logical meter. Logical meters are virtualmeters in FMS and are defined on the form Meter usage definitions [ODUSGD].

How it works:With physical and logical meters the usage of objects can be monitored. Logical meters are used to

plan preventive maintenance. Logical meters are linked to objects and based on meter values PPM’s(periodical working instructions) will be released that are related to these objects.

A logical meter is linked to the object (a position) of the highest possible level of the object structureand to that same logical meter an physical meter is linked. This object will be the ‘parent’ in the meterstructure. All objects having a child relationship with this object can be linked to logical meters, thesemeters will be marked as ‘child’, which results in automatically adapting meter values of the ‘parent’meter, see



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Picture 153: The meter structure, physical and logical meters.

A new physical meter has to be defined if a new object with a meter is being installed on board orwhen the physical meter has broken down. Logical meters have to be defined as soon as new PPM’sare created, these will only be ‘child’ meters. Creating a physical meter is described in procedure 1. In

procedure 2 creating a ‘parent’ meter is described. And creating a ‘child’ meter is described in procedure 3.



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Picture 153: The meter structure, physical and logical meters

In FMS all objects with periodical working instructions (PPM’s) based on a meter interval have alogical meter. This is a kind of internal clock that registers metervalues of the objects concerned.Depending on these meter values periodical working instructions are being released. This ‘clock’needs to be linked to really existing meters. This are the so-called physical meters.



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Creating a physical meter is done with the use of form Meters [OMMETR].

Picture 154: The form Meters [OMMETR] used to define physical meters

ò PROCEDURE 1: CREATING A PHYSICAL METER

q OMMETR R ECORD VIEW Ø Enter meter code Enter the code of the meter. This is a combination of the

ship’s 2 character long prefix followed by a number sequenceof 6 characters maximum to be determined by the user.

Ø Enter description Enter a general recognizable description for the meter.

Ø Select meter unit Select the UoM from the ‘list of values’. Generally the unitwill be ‘HUR’ which stands for the unit of measurement ofreal meters.

Ø Maximum value Enter the maximum value the meter can reach beforeautomatically returning to zero. Mostly this is 99999. Thisfield can be left blank when a meter does not have amaximum value.

Ø Last value Enter a value only when the replacing meter does not start at0, but already has a certain value. This might be the case ifthe replacement is not a new meter.

Ø Save



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The form Meter usage definitions [ODUSGD] which can be used to create logical meters can beopened through the form Meters [OMMETR] if you click on the button on the toolbar, see Picture 155.

Picture 155: Opening the form Meter usage definitions [ODUSGD]

Picture 156: The form Meter usage definitions [ODUSGD] for linking logical meters to objects. Top: parent meter, bottom:

child meter

ò PROCEDURE 2: LINKING A LOGICAL PARENT METER TO AN OBJECT

q ODUSGDØ Enter query mode Put the form in query mode and enter the object code in the

center field at the top of the form.

Ø Execute query Execute the query and the object data will be retrieved. Ameter can now be linked to the object.


Ø Select meter Only when a new physical meter has been created, it is possible to select one from the ‘list of values’.

Ø Mark as parent A logical meter linked with a physical meter is always the parent. All child objects related to this object having a logicalmeter automatically adapt meter values of this parent meter.



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Ø Enter Max dailyusage

In this field the maximum allowed daily usage value has to be entered. If the value of the meter is measured in hoursenter a value of 26 hours.(*)

Ø Enter Qty If a value is entered in the field Qty, the average number ofrunning hours per day is calculated based on the in the fieldQty entered number of last times the meter values wereentered.

Ø Save

ò PROCEDURE 3: LINKING A LOGICAL CHILD METER TO AN OBJECT

q ODUSGDØ Enter query mode Put the form in query mode and enter the object code in the

center field at the top of the form.

Ø Execute query Execute the query and the object data will be retrieved. Ameter can now be linked to the object.


Ø Select meter Only when a new physical meter has been created, it is possible to select one from the ‘list of values’.

Ø Mark Child When Child is marked the meter values of the parent meterwill automatically be adapted.

Ø Enter Max dailyusage

In this field the maximum allowed daily usage value has to be entered. If the value of the meter is measured in hoursenter a value of 26 hours.(*)

Ø Enter Quantity If a value is entered in the field Qty, the average number ofrunning hours per day is calculated based on the in the fieldQty entered number of last times the meter values wereentered.

Ø Save

(*) ‘Max daily usage’ can be seen as a safety. Objects can not run more than 26 hours per day,not even when moving from one time zone to another. Entry of this value is very important because it

prevents incorrect meter values from being entered and PPM’s being released to early.



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6.2.4.4 Replacing a meter

When a physical meter of an object breaks down it has to be replaced with a new one.

Before replacing a meter the last value of the broken meter has to be entered on [WDMORE]

This requires two actions to be taken:• A new physical meter has to be created using the form [OMMETR].• The new meter has to be linked to the correct object and the old meter has to be detached.

ò PROCEDURE 1: REPLACING A METER / CREATING A METER

A new meter can be created following the ‘Procedure 1’ as described in section 6.2.4.3.

q OMMETRØ Last Value Enter a value only when the replacing meter does not start at

0, but already has a certain value. This might be the case if

the replacement is not a new meter.

Ø Save

The next step is linking the new meter to the object. This is done on the form [ODUSGD].

Picture 157: Opening the form Meter usage definitions [ODUSGD]



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6.3 Corrective maintenance

It is important to register corrective maintenance!There are two ways to do this:

• Past failures can easily be registered on the form [WMVITE]• Future repairs can be scheduled on the form [WMVITE] but in case a standard job and a

predefined list of parts to be used are preferred the form [WMJOBS] is best used.

6.3.1 Registering a failure

The form that can be used to quickly register a failure is [WMVITE] which is shown in Picture 158.

Picture 158: The form Quick entry of work order details [WMVITE]

Picture 159: The header of the form [WMVITE]



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ò PROCEDURE: REGISTERING CORRECTIVE MAINTENANCE

q WMVITEØ Create new record When the form is empty when opened, it is not necessary to

create a new record.

Ø Enter descriptionEnter the description of the job.

Ø Select job type Select the type of job you want to create. Use the valueBRKD if a failure is concerned.

Ø Status The status of the job is automatically set to Released. Thishas remain this way for now or else no new data can beadded to the job.

Ø Select object Search the requested object and enter its number here.


Ø Last value In Last value the total usage of the object will be shown if ameter is linked to the object. This is the last read meter valuethat was entered on the form [WDMORE].

Ø Enter Hours prod.loss

If the failure caused the production to be decreased orinterrupted enter the number of hours that were lost.

Ø Select Class This determines the costcenter of the job. In case of failurechoose the value MREP so the costs will be booked on thecostcode of the object and on the account of ‘maintenanceand repair’ of the ship.

Ø Downtime hours These are the hours that the object was not able to function.

Calculate nett hours only and not the time you waited fordelivery of repair items for instance.

Ø Save The job will automatically be assigned a unique number.

Picture 160: The lines of the form [WMVITE]



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ò PROCEDURE: ADDING ACTIVITIES TO A JOB

q WMVITEØ Select Trade Choose the code of the one that performed the job.

Ø Enter estimated Enter the default value of 0.

Ø Enter Work done In the text field Work done a description is to be entered ofthe activities performed. This might be of importance to themaintenance history.

Ø Set status Change the status of the job to CWC (Completed withcomments).

Ø Save

6.3.2 Creating jobs

With this function activities (to be) performed can be added and if needed edited. All jobs are created by filling out the relevant fields on the tab Record view . Details of the jobs to be performed are notentered on the form [WMJOBS] but on the form Activities of job [WDACTJ]. This form can bereached clicking the big gray button on the right of the menubar when the [WMJOBS] is open.

Picture 161: The form Jobs [WMJOBS]

ò PROCEDURE: CREATING A JOB

q WMJOBSØ Create new record When the form is empty when opened, it is not necessary to

create a new record.Ø Enter description Enter the description of the job.

Ø Select job type Select the type of job you want to create. Use the valueBRKD if a failure is concerned.

Ø Status The status of the job is automatically set to Released. Thishas remain this way for now or else no new data can beadded to the job.



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Ø Select Class This determines the costcenter of the job. In case of failurechoose the value MREP so the costs will be booked on thecostcode of the object and on the account of ‘maintenanceand repair’ of the ship. If R-NR is chosen the costs will becharged on a special repair number (budget). Depending onthe class that is chosen additional properties can be definedon the tab Custom fields .

Ø Select object Search the requested object and enter its number here.

Ø Select Parent job If this job has to be linked to a parent job select that job fromthe list. A separate letter will be sent to inform you on the useof parent jobs.

Ø Mark Dependent If a parent job has been entered this checkbox can be marked.Marking this job as dependent means the parent job can not

be set to the status Completed until all of its child jobs have been completed.

Ø Select Standard

job

If this job has to based on a standard job select the

appropriate a standard job from the list. Note: the class of the job you are creating has to be equal tothe class of the standard job. The class chosen for this jobdetermines the values shown in the list of standard jobs tochoose from.


Ø Date/time reported The date on which the job is created is automatically entered.

Ø EnterTarget/duration

Enter the date on which you expect the activities to be startedand the number of days it will take to complete the job.

Ø Last value In Last value the total usage of the object will be shown if ameter is linked to the object. This is the last read meter valuethat was entered on the form [WDMORE].

Ø Save The job will automatically be assigned a unique number.

If you have created a job you can using the form [WDACTJ] define specific activities to be performedduring the job.

NOTE: For job orders (request for services of suppliers) always check the field named ‘Order?’. NOTE: Do not use the Part section on the form in case of job orders.



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Picture 162: Registering parts used on [SDISSU] by clicking on the field Activity

q WDACTJØ Select Trade Choose the code of the one that performed the job.

Ø Select Task list Select the appropriate task list.

Ø Select Mat. List Select the appropriate material list.

Ø Enter Start date Enter the dat the activity has to be performed.

Ø Enter estimated Enter the default value of 0.

Ø Change Duration The default value assigned is 1. Change this value only if youwant to accurately plan jobs.

Ø Change Number ofpeople

The default value assigned is 1. Change this value only if youwant to accurately plan jobs.

Ø Mark Order? Mark this checkbox when services are required from asupplier that have to be requested on an order.

Ø Enter comment In the big white text field you can enter additionalinformation.

Ø Enter Part Enter (spare) parts that are required while performing theactivity.This will result in a temporary material list with its ownnumber, which will be visible in the fiel Mat.list.This code is built-up like this:V- =Standard prefixCB = The ship’s 2 character long prefixXXXX = a sequence number of 4 characters

This temporary material list will be removed from thedatabase when the job is set to ‘Completed to history’.

Ø Enter Quantity Enter the quantity needed of the part.



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Ø Select Copy from Select an existing material list to add its parts to thetemporary material list.

Ø Click Add? Click on this button to add the parts to the temporary list.The fields Part, Quantity, UOM, Reserve?, Store and Qty.Available will automatically be entered.If a temporary material list was not yet created, it will be.

Ø Save



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6.4 Maintenance overviews

Recording preventive and corrective activities causes a history of maintenance activities to be built upfor the objects on board of a ship. This history can be viewed best with the use of Impromptu reports.

It is also possible to get an overview of maintence preformed on all objects during a certain period oftime. These overviews are discussed in the next sections.

6.4.1 Maintenance history of an object

With the use of Impromptu report IM037_Objectstructure an overview can be created of all objectsand their relationship with so-called parent and child objects. When you double-click on an object’sdescription an overview is generated of an object’s maintenance history.

Maintenance data will be rolled-up. This means that on a higher level of the object structure the historycan be seen of all lower level objects as well.If you were to be looking for the history of the MDO SEPARATOR, you could double-click on thedescription of the object. If you wish to see the history of the SEPARATOR UNIT MDO then this will

be shown including the history of all lower level objects l ike for instance the E-motor of the separator(see Picture 163 and Picture 164).

Picture 163: An example of a part of he object structure

Picture 164: Maintenance history of the object MDO SEPARATOR



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6.4.2 Maintenance history of a certain period of time

Via the Impromptu rapport IM046_Overview joborders, a l ist can be generated of all maintenancelogged in FMS. The Prompts form can be used to define the selection criteria. This makes it possibleto search for:• All failures during the last month• All activities of last week performed by deck or engine room personnel• Maintenance history of objects subject to Machinery Survey

Picture 165: The Prompts form of report IM046_Overview joborders

Enter MRC: Enter the MaintenanceResponsibility Center.Jobcode: Enter a specific job number.(part of) Job description: Can be used to searchfor jobs having a certain description.Object code: Enter an object code to retrieve thecomplete history of one specific object.Show comment: Enter the value 1 for Workrequested and/or Work done to be shown on thereport.Status: Select the status of the jobs you want tosee.Jobtype: Select the requested job type. Forfailures select BRKD.Trade: Select the one that performed the jobsyou are looking for.Start date / End date: Define the period of time.Enter Parent job: Enter a parent job to find all itschild jobs.Only show jobs for ISM crit ical objects:Entering a Y for Yes wil l retrieve jobs related tothe objects marked as ISM critical.Only show objects for machinery survey:Entering a Y for Yes wil l retrieve jobs related tothe objects marked as object for machinerysurvey.Event class: Restricts the jobs to being of acertain class.



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7 Communication

7.1 Introduction

The database of a ship and the main office communicate with each other through files that areexchanged. These communication files are called scripts. In a script all transactions are included thathave occurred since the creation of the previous script and that need to be communicated. Transactionsare all changes made in a database.

The communcation between the two databases can be divided into two main steps being:

1. The processing of scripts in FMS2. The exchange of files between a ship and the main office

In the first step the scripts are generated or read. In the second step these script files are zipped, sent,received, unzipped and placed in the correct directory.

Communication files can only be generated or read on a computer if the captain or the chief engineeris logged on. They also need to be logged on as such to FMS. To keep the ships and the main office database up-to-date with each others information, a regularcommunication is required.

7.2 Processing communication scripts

The files that are sent to and from the main office database are generated with and read into FMS.

7.2.1 Generating a script

Generating as well as reading scripts is done using the form Communication databases [KNCOMM],shown in Picture 167. Opening this form can be done as in Picture 166.



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Picture 166: Opening the form [KNCOMM]

Picture 167: The form Communication databases [KNCOMM] in List view

ò PROCEDURE: GENERERATING A COMMUNICATION SCRIPT

q KNCOMM L IST VIEW Ø Check Generate Aboard this form will show 2 lines. On the row containing

the HQRS code the checkbox Generate has to be set tochecked to generate the new script. This new script willobtain the number shown in column Script out.

Ø Click Generate After clicking on the Generate Button the question ‘ Start generating SQL Plus scripts? ’ asks for a confirmation beforethe generation process will begin, see Picture 168.

Ø Click OK

Picture 168: The question that appears after clicking the Generate button



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If the message ‘ No targets selected, no scripts wil be generated ’ appears: thecheckbox Generate has not

been checked.Picture 169: The message if checkbox Generate has not been checked.

Ø Wait untilgeneration hascompleted

Picture 170: The progress bar of the script generation process

NOTE: It is normal when the bar does not move at all!

Ø Send script Use Windows Explorer to go to the indicated folder and proceed with the procedure of section 7.3.1 for instuctions onsending the file.

Picture 171: The message the script has been generated including the filelocation

7.2.2 Reading a script

ò PROCEDURE: READING A COMMUNICATION SCRIPT

q KNCOMM L IST VIEW Ø Place script in

correct folderBefore a script can be read by FMS, the script has to be

placed in the correct folder.Read the procedure in section 7.3.2 for instructions onreceiving the file.

Ø Click Read After clicking the Read button a question ’Start reading SQL Plus scripts? ’ asks for a confirmation before the reading process will begin, see Picture 172.

Ø Click OK

Picture 172: The question that appears after clicking the Read button

If the message ‘ No scripts Possible reasons are:



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were available for reading ’appears.

- The script has already been read (to check see tab Received scripts ); or

- The script has been placed in a wrong folder; or- An earlier script has not yet been read.

Picture 173: The message if the next expected script is not found

Ø Wait until readinghas completed

NOTE Reading mighttake a while!

Picture 174: The progress bar of the script reading process NOTE: It is normal when the bar does not move at all!

FMS will read the next expected script first and process thedata. After completing this FMS will search for the scriptexpected after that. If found, it will also be read. This processwill continue until there are no more scripts found.

Ø Click OK

Picture 175: The message telling scripts have successfully been processed

Ø If errors haveoccurred whilereading a script:[email protected]

Tel. 0031-10-4478470 Picture 176: Error message when file is read

Picture 177: And the message following that of Picture 176

Ø Before you contactsearch extrainformation

Before you contact the FMS-Team search the form[KNTRIN] first to find some error information. Proceed asfollows:





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Go to: Forms – Data Communication – Received DatabaseTransactions. The form KNTRIN will open.Start a query and type in the field Status the value ERR (ofError). Execute the query and the row causing the error willappear.This row has a Trans.ID (transaction number). Supply thisnumber and the error message on the tab Errors when youcall or write.

7.3 Exchanging communication files

The generation of a script results in a sql-file (.sql) being created. These files have a name like:AAHQ0014.sql, where AA stands for the prefix of the ship’s database creating the file and HQ standsfor the prefix of the database that is to receive the file followed by a sequence number.Communication files generated at the main office will have a name like HQAA0014.sql (Note HQ andAA have switched places).

Example 1: A file created aboard the Atalanta for the main office is named HMHQ0006.sqlHM is the prefix of the Atalanta and HQ is de code of the main office.

Example 2: A file created at the main office for the Amsterdam is named HQHR0002.sqlHQ is the code of the main office and HR is the prefix of the Amsterdam.

Because communication script can reach a large file sizes (10MB or more) they have to be compressed before they are sent. Compressing files is done with the help of WinZip, see section 7.3.1. WinZip isalso used to decompress files, described in section 7.3.2.

7.3.1 Compressing and e-mailing files using WinZip

The generated files (.log en .sql file) have been saved in the folder F:\FMS\Comm\Commout.

ò PROCEDURE: COMPRESSING AND E-MAILING A FILE

q EXPLORERØ Go to

F:\FMS\Comm\Commout

Ø Select last .sqlscript (not .log)

When communication files are generated 2 files are beingcreated. One with an extension .log and the other .sql. The sqlfile is the script file to be communicated. The log file doesnot have great importance for the ship.

Ø Right-click andselect Winzip andthen Zip and e-mail

Select the options ‘Winzip’ and ‘Zip and e-mail’. The filewill be compressed (zipped) and put as attachment in a e-mail.

Ø Enter To field:[email protected]

The e-mail has to be sent to the FMS-Team.

Ø Enter the subject:the code of het script

The name of the file has to entered in the Subject field. Themessage will when received at the main office automatically

be forwarded to the Purchase Department where the scriptsare read every morning on working days.





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Ø Click Send

Picture 178: A script zipped and attached to an e-mail

7.3.2 Decompressing filesReceived scripts are first decompressed (unzipped) and placed in the folder F:\FMS\Comm\Commin.Files in this folder are read by FMS as described in section 7.2.2.

Picture 179: Double-clicking the attachment allows the file to be opened

ò PROCEDURE: DECOMPRESSING (UNZIPPING) A FILE

q OUTLOOKØ Open e-mail

containing scriptOpen the message containing the communication script anddouble-click on the attached zip file, see Picture 179.

Ø Select ‘Open it’and click OK

Ø Right-click the file Copy the file.



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and select Copy

q EXPLORER WINDOWS EXPLORER

Ø Select the folderCommin

Select the folder F:\FMS\Comm\Commin where the file hasto be stored.

Ø Right-click andselect Paste The decompressed file will now be saved in the folder.

Ø Read script The file can now be read in FMS. Go to the procedure insection 7.2.2 for instructions on reading the file



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8 Appendices

8.1 Explanation of form codes

The form codes in FMS are unique and built up logically. The first character of the code is anindication of the module the function belongs to. The second character indicates the type of form andthe remaining characters are an abbreviation of the subject of the form’s function. Take OMOBJC forexample, where the O stands for the objects module, the M for master or main form and OBJC forobjects.

In Table 13 the used character codes are explained.

First character Second character Remaining charactersI Inspection B Batch report or proces Abbreviation of the functionK Communication D DetailM Menu M MasterO Objects N Master with multiple recordsP Purchasing O Overview in query modeS Materials, Stores R ReportW Work

Table 13: Form codes explained



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8.2 Error messages

While using FMS errors might occur. One of the following error messages could be shown. In thetable below the possible causes and solutions are described for a number of errors. This section doesnot offer a complete enumeration of error messages. Only the most frequently appearing messages are

handled to quickly help solve error situations.

Table 14: Error messages, possible causes and solutions

Message: Possible cause:1. The form is in query mode (green fields)

and you are trying to close the form ( ).

Solutions:

For cause 1: Exit query mode

Message: Cause:2. No records have been found with the

search criteria entered.

Solutions:For cause 2: Enter new criteria. It often helps to enter less

restricting (simple) search criteria.

Message: Possible causes:3. The previous record has not been saved.4. The tabs of a form are being selected, but

no record has been selected.

Solutions:For cause 3: Save the previous recordFor cause 4: Select in the List view one of the records,

selecting tabs will then be possible.



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Message: Possible cause:5. A value has been entered in an empty form,

and you are trying to close the form (or toselect an other tab). This message isdisplayed when not all values have beenentered in the required (blue) fields.

Solutions:For cause 5:

After you click OK the following messageappears. (See next message.)

Message:In case the missing values should be entered,select No. To leave the form without saving thechanges, select Yes.

Message: Possible cause:6. Changes made have not been saved and

you are trying to close the form.

Solutions:For cause 6: To save the changes made, select Yes. To leave

the form without saving changes, select No. To just return to the form, select Cancel.

Message: Possible cause:7. You tried to enter a value in a field with

restricted rights.

Solutions:For cause 7: It is not possible to enter data in gray fields.

Select another field (white or blue).

Possible cause:Message: 8. You are trying to the same data twice.

Solutions:For cause 8: Delete one of the duplicate records.



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Message: Possible cause:9. You are trying to log on with an incorrect

name

Solutions:For cause 9: Type in the correct user name.

Message: Possible cause:10. You are trying to log on with an incorrect

password.

Solutions:For cause 10: Type in the correct password.

Message: Possible cause:11. You are trying to insert data or update a

record where it is not possible to do so.The error message can also be:’ No permission to modify data.’

Solutions:For cause 11: If you really want to change the data:

Cancel the current record and create a new one.

Message: Possible cause:12. The connection with the database has

become unreliable if ‘WHEN-….-….Trigger’ errors are appearing.

Solutions: For cause 12: Close FMS and restart your computer.

Message: Possible cause:13. A report form is shown and a report has

been generated. If you in the mean timeclick on the FMS application the hourglasswill appear and access to the FMSapplication is blocked because the report(Previewer) is still open. You can find this

on the task bar. ( )Solutions:

For cause 13: Close the reports previewer.



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9 Index

A

About this manual............. .................... ................2

B

BinsCreating ................. .................... ....................68

C

Categories ........................ .................... ........ 39, 55Change lay-out .................... .................... ...........17Communication ................... .................... .........146

Compressing files .................... ..................... 150Decompressing files ................ ..................... 151E-mailing files..............................................150Generating a script........ .................... ............ 146Reading a script............................................148Winzip ................ .................... ..................... 150

Consumable parts ................ .................... ...........49

D

Data-entry ........................ .................... ..............19

E Error messages .................... .................... .........155

F

Field colours.......................................................19FML...................................................................54

Semi-automatic ordering...................... ...........94Forms...................................................................7

Change lay-out ................ .................... ...........17Direct selection................... .................... ........11Function forms ................ .................... ...........15Functions form................ .................... .............8Icon/text menu...................... ..................... .....10Main form.................... .................... ................8Menu bar........................................................10Menu form ................... .................... ................8Report forms ................... .................... ...........18Searching data..... .................... ..................... ..23Searching on properties .................... ..............25Stack..............................................................14

Forms by codeKNCOMM ................... .................... ............ 146KNTRIN ................... ................. .................. 148

NBTRAN..... .... ...... ...... ...... ..... ...... ..... .... ...... ..85

NMRECV ...... ...... ...... ..... .... ...... ..... ...... ...... ... 96 NMTRAN ..... .... ...... ...... ...... ...... ..... ...... ...... ... 96 NOREQP .... ..... .... ...... ..... .... ...... ..... ...... ...... ... 95ODSTRU ...................................................... 12ODUSGD.....................................................131OMCATG ..................................................... 39OMMETR... ..................... .................... ........131OMOBJC ...................................................... 37PMPORD. ........................ .................... ........102PRORDF......................................................105SBREQF ....................................................... 94SBSTFC ........................................................ 79SBSTTL ........................................................ 78SBSTTU................................. .................... ... 83SDBNBN ...................................................... 71SDISSU..................................................73, 125SDPHYS ....................................................... 81SMPOSO ...................................................... 50SMRECV.....................................................105SMREQS ...................................................... 85SMSTOR ...................................................... 68SMSTOS....................................................... 69SRSTDL.................................... ................. ... 82

WBPEVU.....................................................118WDACTJ ................ .................... .................141WDJOBP ................ .................... .................114WDMORE .................... .................... ...........116WLMATP ..................... ................. ........74, 114WLTASK.....................................................114WMCOMP...................................................128WMJOBS.....................................................140WMPPMS..................... ................. ..............112WMVITE ................ .................... ......... 108, 125WNMATL....................................................129WNRELJ......................................................119WNTASK ..................... ................. ..............130WOWODT...................................................120

WRJOBL ................ .................... .................121H

Help functions ................... ................. ............... 28Hotkeys ............................................................. 21

I

Impromptu................ ..................... .................... 29Open a report.................... .................... ......... 29Save as Excel file............................. .............. 31

Installation objects ................... .................... ...... 34



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Jobs..................................................................111Completing...................................................125Creating ................. .................... .................. 140Material lists.................................................129Overviews .................... .................... .... 120, 144Registering failures.......... .................... .........138Releasing......................................................116Short term job list.........................................121Tasklists.......................................................130

L

Log on..................................................................7

M

Maintenance (see Jobs) ................ ..................... 111Material lists.....................................................129Menu bar.. ........................ .................... ........ 10, 20Meters

Creating ................. .................... .................. 131Enter readings .................... .................... ......116Replacing ..................... .................... ............ 136

O

Object structure ................... .................... ..... 32, 35Objects .................... .................... ..................... ..32

Categories .................... .................... ..............39Editing data....................................................37Installation objects.............. .................... ........34Parts 55

Stock issuing/returning .................... .............. 73Stockcount......... ..................... .................... ... 77Taking parts on stock................. .................... 65

PPM’s...............................................................111Adding activities..................... .................... ..113Creating........................................................112Fixed .................... .................... ....................113

Linking to objects ................ .................... .....114Overview......................................................123Purchasing.......... ..................... .................... ...... 85

Creating a requisition..... ................. ............... 87Local purchase orders ................ ...................102Receiving ................ .................... .................105

Q

Query ................................................................ 23

R

Requisitions.. ..................... ................. ............... 85Creating a purchase requisition ................ ...... 87FML.............................................................. 94

Receiving goods ..................... .................... ... 96Semi-automatic ordering...... .................... ...... 94Services........................................................108Tracing progress ..................... ................ 95, 109

S

Services .................... .................... ....................108Requesting and receiving ................ ..............108Tracing outstanding services .................... .....109

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