AMOSBS Topic04 - AMOSW For CMM Handout Annex

COURSE MANUAL
(COMPENDIUM) NORWEGIAN TRAINING CENTER - MANILA

NTC-M
 NMFPI
of the
AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

Business Suite
Title Annex-1: AMOS PMS Defects reporting (for CMM training participants)
Revision No.: 0 Effective Date: 05 April 2017 Annex 1
NTC-M / AMOS Business Suite training
Company Specific procedures and topics for participants of
CONSOLIDATED MARINE MANAGEMENT
in agreement between NTC-M and CMM
Training on Defect Reporting System procedure, as stated in CMM

Circulars, for exclusive implementation of CMM participants.
NTC-M / AMOSWindows Training

COURSE MANUAL
NTC-M
 NMFPI
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Business Suite
Revision No.: 0 Effective Date: 05 April 2017 Annex 1 | Page 1
Annex-1: AMOS PMS Defects reporting
1. Open the Defect Reporting System through the Maintenance menu.

NTC-M / AMOSWindows Training Annex 1 | Page 1

COURSE MANUAL
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Business Suite
2. Press OK on the Filter window in order to open the defects list and the information
display window

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Business Suite
3. When selecting a defect already registered in the system the relevant information will be
displayed on the Vessel Tab and the Office Tab.

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4. Report a new defect upon occurrence onboard. Press on the “New button” and follow
the below steps.
Remarks:
Please use the above procedure in order to create a spare parts requisition when needed and
not a separate spare parts requisition. In order to do so please create the new Defect Report
through the above electronic system upon defect’s occurrence on board the vessel.

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Business Suite
Defect Reporting System window
Item
Field Description Action Required
No.
1. Defect Number Register the number of the Defect (e.g. 2016/001 etc.)
Select the Location of the defective machinery or

2. Location
equipment using drop down menu
3. Date of defect Register the defect’s occurrence date

4. Time of defect Register the defect’s occurrence time
5. Reported by Select the Officer Rank carrying out the reporting
Select the defective equipment/machinery from the
6. Machinery/Equipment or Hull item
functions selection window
7. Serial number Fill in the machinery/equipment Serial number
Register the date where the last overhaul of the subject
When was this item last overhauled machinery has been carried out. (This can be found
8.
(lat Work Order completed) through another window – selected function in step
No.6 History Window
9. [ ] Note the overhaul description and remarks if applicable
Which are the relevant PMS jobs:
10. Select the relevant PMS jobs (4 fields)
(Title- frequency)
11. Remarks: Please note any relevant remark
Describe the breakdown/defect and
Please describe the defect and operating
12. operating circumstances at the time of
circumstances at the time of defect
defect
Under which condition was the defect
Please describe the conditions under which the defect
13. observed (during operation,
has been observed
inspection, maintenance, test, drill
Additional observations (alarm,
abnormal sound, vibration, previous
14. Please describe the additional observarions
experience, corrosion, wear, defective
spare part etc.)
Further actions considered necessary
or done (Spare parts requisition,
15. Please note the further actions necessary or done.
modifications, frequency of inspection,
warning system etc.)
Please create a new Spare Parts Requisition Form in
caser spare parts are needed in order to rectify the
defect. By pressing the relevant button a new
Spare parts requisition No. (when
16. Requisition Form window will open. Upon completion
needed for rectification:
of new spare parts requisition please come back to the
defects window in order to complete the defect’s
reporting by sending it to Office

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Business Suite
5. Send the new defect report to the Office and save. After completing the new defect’s
reporting press the Workflow button (1) and press OK on the Change Work Flow Status
window (2). Then the Defect’s Report Status (3) will change from “Completed on Vessel”
to “Sent to Office”. In order to save and complete the reporting, as the final action please
press the “Save button” (4).
The above procedures/guide are for the exclusive use of CMM training
participants with the agreement of NTCM. This procedure was issued by CMM
Notes to user
in accordance with CMM Circular Letter No.01-2017 (titled: “AMOS PMS

electronic defects reporting and filing” – see copy below).

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CIRCULAR LETTER NO. 03 – 2016
“AMOS PMS attachments implementation”
Circular Letters shall be available in e-HSQEEn
Date : 22nd December 2016

Scope : Company’s vessels’ AMOS PMS attachments implementation
HN 2345/6, HN 2472/3, HN 2563/4/5/6/7, HN 2740/1/2/3, HN 2839/40, HN 696/7/8
Subject : Attachment of photos & forms when reporting an open work order in AMOS PMS
Validity : 22nd December 2017
References : QP10/QP13
1. Preface
The purpose of this Circular is to inform on the adoption of the new Company’s Procedure AMOS Planned
Maintenance System attachments implementation. The attachments submission from the Vessels to the Head
Office using AMOS PMS will be carried out through the AMOS Work Orders reporting, as explained further
below.
The features of the new procedure are the following:
- Photos attachment from overhauling jobs when closing/reporting the respective work order
- TECH & MSQ Forms (as listed in the amended QP 13 Filing Index) reporting and submission from the vessels
to the Office using dedicated work orders
2. Photos attachment when reporting a Work Order
The Company has proceeded with the upgrade of the PMS system in order to enable vessels to attach photos,
relevant to the maintenance job carried onboard according to the planned (scheduled) maintenance scheme
or to unscheduled works done. When reporting jobs for closing of the relevant work order, the possibility to
attach photos relevant work done is now available.
Concerning the instructions how to add an attachment, when closing and reporting a work order, please refer
to paragraph No 4.
The possibility to attach several photos as attachments when a work order is reported, however the following
general guidelines shall be followed and adhered to:
a. The total attached photos size shall not exceed the 2,5 MB per work order
b. Attaching photos to works related to non-critical equipment is voluntary, according to the interest and
importance of the condition/findings
c. It is mandatory to attach representative photos when reporting and closing a work order related to open
up and inspection/overhauling of critical equipment
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d. It is mandatory to attach representative photos when reporting and closing a work related to cargo, ballast
tanks and other hull spaces tank inspection
e. It is mandatory to attach service reports from service engineers under the specific machinery component,
reported as an unscheduled job
3. File attachment (word, excel, pdf) attachment when reporting a Work Order
Similarly with paragraph 2, attachment files like work, excel or pdf format can also be attached to the PMS
work orders.
4. Forms attachment
Following to the Reporting Forms in word or excel files (forms as listed in the QP13 – Filing Index), reported to
the Office through AMOS email system until now (files attached to emails), the reporting procedure is changed
to use AMOS Planned Maintenance System, for the forms listed in the amended QP13 “Filing Index”.
The completed and properly filled in Technical & Marine forms (word and excel files) which are to be submitted
with AMOS PMS as attachments are listed in QP13, while a small representative extract is given below:
To be
Amend S/ Resp Sent to Method Office
compl Ship's File Vessel Office
Form No. Title / Subject Vessel Type Reference ment Date O Type of form onsib the (A/N/P/ Remarks for ship's file File Frequency
eted in Code 's dpt Dpt.
No use le Office PMS) Code
hand
COM-002A Emergency generator batteri es weekly log FIM 4 Form - > EBC-001 TEC 1 week
00 01/10/2009 S CE CE Off N PMS
Attachment
COM-002B Main battery charger panel weekl y log FIM 4 Form - > EBC-001 TEC 1 week
00 01/10/2009 S CE CE Off N PMS
PCs Attachment
FDA-001 Vessel 's fire detecti on system testing records FIM 10 FDA-012 TEC 1 week
00 01/10/2009 S YES Form SO Br N -
APR-001 Runni ng Log of Ai r Conditi on System and Circ 2011- ECE-001 TEC-10 TEC 1 month
00 20/10/2011 S Attachment CE CE Off Y PMS
Provi sion Refri geration Pl ants 05
CHM-001 / Chemicals ENV ECE-001 TEC-10 TEC 1 month
CHM-002 Manual
EBS-001 Summary report of oily wastes' handl ing i n engi ne CEEMP ECE-001 TEC-10 TEC 1 month
room
EBS-001 Summary report of oily wastes' handl ing i n engi ne ENV ECE-001 TEC-10 TEC 1 month
room 2345/6 Manual
EBS-001 Summary report of oily wastes' handl ing i n engi ne 696/7/8 & ENV ECE-001 TEC-10 TEC 1 month
room 2740/1/2/3 Manual
EBS-001 Summary report of oily wastes' handl ing i n engi ne ENV ECE-001 TEC-10 TEC 1 month
room 2563/4/5/6/7 Manual
PDF-003 Monthly l ist of outstanding defects QP 10.1 ODL-010 TEC-01 TEC 1 month
01 10/02/2011 S Form M M Off Y P
PM-012 Monthly onboard oil anal ysis results QP 10 TER-001 TEC-05 TEC 1 month
01 10/06/2015 S PowerBui lder CE ECR Y PMS
PM-012 Monthly onboard oil anal ysis results 2563/4/5/6/7 & QP 10 TER-001 TEC-05 TEC 1 month
01 15/09/2015 S PowerBui lder CE ECR Y PMS
2740/1/2/3
PM-016 Monthly mai n engi ne running hours QP 10 TMR-002 TEC-04 TEC 1 month
2472/3
Please note that Forms which are not listed with PMS in column “Method (A/N/P/PMS) will continue to utilize
the until now adopted methods of reporting and submission to the Office (AMOS emailing system or ISM vessel
client).
In order to implement the Forms attachment in AMOS PMS, the following new functions have been created in
the Functions Hierarchy named “MSQ FORMS REPORTING” and “TEC FORMS REPORTING”. Under these
functions the respective forms reporting jobs have been created. The name and the frequency of each job is
relevant to the form’s name and the submission frequency (Example 01).
2|P a ge
Example 01
These jobs according to the report submission frequency will generate the respective work orders to be closed.
When closing every reporting work order you shall attach the relevant word or excel file/form – according to the
name of the work order to be closed. The attachment shall be the ready for submission and properly filled in excel
or word file prior to attaching in AMOS PMS.
Concerning the instructions how to add an attachment in the respective work order, when closing a work order
relevant instructions are given in paragraph No 4 of the present circular.
5. How to add a file (photo, word or excel document, pdf etc.) as an attachment in AMOS PMS when
closing an open (due) work order
Step 1. Select the Work Order you wish to be closed/reported and right click on it and select “Report Work” (as
usually done in order to report an open Work Order) (Picture 01).
3|P a ge
Picture 01
Step 2. When reporting the work order, please insert the attachment/s in the Work Order reporting window
(“Attachments” Tab). The attachment can be a Word Document (word, excel file), an Image (Jpg file) or a PDF file.
You can insert the file by drag and dropping it in the grey window (Picture 02).
4|P a ge
Picture 02
Step 3. On the prompt window select the “Copy” option (Picture 03).
Picture 03
5|P a ge
Step 4. After the attachment has been successfully inserted and all the other actions concerning the Work Order
reporting have been completed (Details, History writing etc.), click on the “Save” button located in the toolbar in
order to save the report (Picture 04).
Picture 04
6|P a ge
6. Where to find the already attached file in AMOS PMS
In order to find and open/view the already attached file in AMOS PMS please follow the below steps.
Step 1. Open the machinery/equipment’s work order Maintenance Log, for which you need to open the
attached file. Then right click on the relevant work order and select “Attachments”.
Step 2. Select the file you want to open and right click. Then clink “View Attachments”.
7|P a ge

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COURSE MANUAL

(COMPENDIUM) NORWEGIAN TRAINING CENTER - MANILA

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

Company Specific procedures and topics for participants of

CONSOLIDATED MARINE MANAGEMENT

in agreement between NTC-M and CMM

Training on Defect Reporting System procedure, as stated in CMM

NTC-M / AMOSWindows Training

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

Annex-1: AMOS PMS Defects reporting

1. Open the Defect Reporting System through the Maintenance menu.

NTC-M / AMOSWindows Training Annex 1 | Page 1

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

NTC-M / AMOSWindows Training Annex 1 | Page 2

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

NTC-M / AMOSWindows Training Annex 1 | Page 3

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

NTC-M / AMOSWindows Training Annex 1 | Page 4

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

Defect Reporting System window

Select the Location of the defective machinery or

3. Date of defect Register the defect’s occurrence date

NTC-M / AMOSWindows Training Annex 1 | Page 5

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

in accordance with CMM Circular Letter No.01-2017 (titled: “AMOS PMS

NTC-M / AMOSWindows Training Annex 1 | Page 6

AMOS NORWEGIAN MARITIME FOUNDATION OF THE PHILIPPINES, INC

NTC-M / AMOSWindows Training Annex 1 | Page 7

Date : 22nd December 2016

The features of the new procedure are the following:

2. Photos attachment when reporting a Work Order

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