Consolidated Marine Management Inc.

Quick User Manual

to

AMOS BS (Maintenance & Purchase)

(as implemented in C.M.M.)

General about Amos BS
1.1 Installation onboard vessel
AMOS BS operates in Windows environment.
Installation of the software and database is done at vessels server and is operated from the
workstations through the vessels network.
Back up of the software and database is handled in accordance with the vessels software
backup procedures.
AMOS BS onboard the vessels can be used by maximum 5 users simultaneously.

1.2 Communication with the Head Office

This is accomplished with the import/export procedure, where the vessel (or the Head
Office) is exporting the updated data to be imported in the AMOS BS on the other side.
Transfer of these packets of updated data between vessel and Head Office is handled by
the Companys e-mail system (AMOS Mail).
Monitoring Of Overdue Jobs
Go to tools scroll down to Options and select the tab DASHBOARD and select the Enable
Dashboard.
With this way when you open the AMOS BS you can see the all vessels overdue jobs.

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2 WORK ORDERS
1. Report a work order and spare parts consumption

Step 1
Open the database and click on MAINTENANCE.
In the scroll down list click on the WORK ORDERS

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Step 2
In the next screen, a filter appears. Choose the Discipline option (in this example it is
ENGINE) and check the Planning option (in this example it is OVERDUE).
When you hold down the control (Ctrl) button you can select more Disciplines.

You will get a list of works to be done.

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You can print the list or the works you want to print by ticking the box on the left hand side of
each one and the printer button on the top of the screen. You can also use the .mdi or .pdf option
to print the list in a file.

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Step 3
In the next screen all overdue works appear.
Highlight a row for Select a work to report.
Select the [job description] tab to read the job description.
Choose the work order you want to report and right click on it.
In the scroll down list choose REPORT WORK.

In case that you have consumed spares for this job select the [Required Part] tab. In the middle
exists a button named [show all] press and the list of the linked parts for this job will appear. In
column Quantity just enter 1 to indicate the type of item that you used. .The actual qty used will
be recorded at later stage, during Work Order reporting.

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With the work order Highlighted press right click and Choose Report work.

The reporting Work Order window will appear.

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Step 4
In the next screen, at the left side, complete the cells TOTAL DURATION (HOURS),
MAINTENANCE TYPE, MAINTENANCE CLASS (IF ANY) and MAINTENANCE CAUSE.
At the right side check the necessary reporting options. It is necessary to check always at least
the HISTORY in order to write the details of the maintenance, otherwise the system cannot
proceed with the next step.
If the job includes spare parts consumption, then check the STOCK USED as well
If you use the REQUIRED PARTS at the WORK ORDER section the spare parts automatically
added in the history report.
The only thing that remaining is to add the quantity of spares used for the repair

Choose the unexpected Work only if the job taken place out of the scheduled frequency or due to
machinery breakdown, no for routine maintenance.
Select a Maintenance Cause from the drop down list.

OPTIONAL
In Total Duration field click to write the total duration of the work take place in Hours .
DONT WRITE THE COUNTER
In Down time field click to write total time that the equipment was out of service in Hours .
Without decimals. DONT WRITE THE COUNTER
If there is counter field active then, type in the counter when the work done without
any decimal part of counter.

ON THE RIGHT OF THIS FIELD YOU CAN SEE THE LAST COUNTER.
BE CAREFULL WITH THIS ENTRY . A WRONG ENTRY ON THIS FIELD CAUSE
MANY ERRORS IN FUTURE.

Change to stock used tab and update the column Quantity with the actual quantity of stock items
that you use. If the item is not in list right click on the table of part and Choose New Record to
add the additional part.

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Now change to History tab

Note:
Do not change the History header if accidentally changed write at least the Code of work
order

Step 5

When you click on HISTORY a new screen appears where full details of the executed work must
be reported including measurements, if any. Reports with a single word such as done or
checked are not appropriate as they are no professional and in addition they do not provide
any information for the condition of the equipment and the procedure of maintenance that has
been followed.

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Step 5a
In some cases you have to report in detail the job, e.g. The fire alarm test in order to keep a
history of the continue tests of the sensors every week.
In other cases you have to report the type, serial number and some details of the component
every time in order to confirm that the specific item inspected /tested.

In this case select and copy the job details from the component.
Right click and select report work
In the history tab you paste the copied data and continue report the appropriate items.
With this way a full detailed history should be kept and when requested you can prove continue
testing records.

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Step 6
Although there are more than one methods to report the spares consumption however it is
necessary to follow strictly the below described way (if you dont use the automatic entry
or the spare parts not linked to the component) because it is the only method that can
associate the spare parts consumption with the job.
Right click on STOCK USED. In the tag, choose NEW RECORD.

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Step 7
The cells now will become active so you can write in them. If you know the AMOS code for
the requested part you can write it in the first cell (ITEM No) and then all the rest cells will
be completed automatically.
If the AMOS code for the part is unknown, as it is the usual case, then click on the search
button (the button with the three dots () next to the cell) and a filter will appear as
described in the next step.

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Step 8
In the filter, check the option COMPONENT in the COMPONENT CRITERIA, write the
component No in the relevant cell and click OK.

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Step 9
The list of the parts related to the chosen component will appear. Choose the part you have used
for the job and it will be automatically entered into the cell.

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Step 10
By repeating steps 8 and 9 choose all the parts you have used but no forget to complete the cell
with the QUANTITY.

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Step 11
If you know the relevant budget codes, complete the relevant cells, otherwise, ignore the warning
tags and save the changes.

Save end exit.

To report a job outside of work order list.

Select: Menu > Maintenance > Function hierarchy

NEVER USE UNPLANNED MAINTENANCE DUE TO CAUSE SYSTEM ERRORS

Locate the component you want by highlighting the row and then right click and Report
work .

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NEVER USE UNPLANNED MAINTENANCE DUE TO CAUSE SYSTEM ERRORS

Select one of the Works that listed bellow Unplanned maintenance if one of them meets the
actual work that you perform. And then >[next].

If not existing the performed job, then select cancel and proceed with Requisition work from
Menu > Maintenance > Requisition work

Fill all fields as TITLE, COMPONENT No , FUNCTION , PLANNED START DATE,

DISCIPLINE, MAINTENANCE CRITERIA, also EFFECT , CAUSE, ACTION .

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If you want to reported immediately as closed , tick the lower check box on bottom [List
New work order] OR let it blank to report it in future.

Updating Counters
Select: Menu > Maintenance > Counters > update.
Press [CTRL+P] or Select: File > Print to print the list with the previous counters
Compare the previous counter with the existing to avoid false entries.
Update the counters without any decimal numbers.
(decimal separation cause error in counter value depending on computer settings).

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UNEXPECTED WORK REPORT GUIDE

Click Maintenance and select Function hierarchy

Select the function, Right click and select Report work

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Select one job from the listed, never the Unplanned maintenance
Open it and Rename the Title if necessary.

Check the unexpected work check mark

Select the maint. Cause from the drop down list
Add the counter if the component has one
Continue to report the job as usual do.

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4 Stock Management

AMOS BS keeps stock management as simple and effective as possible.

AMOS BS takes advantage of information that must be recorded in maintenance and purchasing
records to simplify stock management:
AMOS BS automatic adds items to stock when they are purchased and received [status code 14].
AMOS BS automatic removes items from stock when work reports in maintenance shows that
parts have been used.

It is possible to define multiple locations for stock items.

To be effective the system needs a correct inventory

Taking Inventory:
Stock Control
Stock items do occasionally get removed from stock without being recorded, so at regular
intervals once a year, once a quarter, or once a month you will need to take inventory to
ensure that the actual stock in store matches your stock records.

AMOS BS provides a simple way to update stock records so that minor differences do not add
up over time, leading to invalid stock records.
1. First print an inventory list from AMOS BS so you know what should be in stock.
2. Then go to the store and perform a physical count of what is actually on the shelves in the
storage area, noting the actual numbers on your list.
3. Then return to AMOS BS and enter the actual numbers in the Stock Control window. Or, if
you prefer, define new Stock Transactions for any missing items or extra items so you have a
more complete record of the actions.
4. Give the menu command Stock > Control.
5. AMOS displays the Filter window:
6. Click OK to list all stock.
Or select a storage location.
Or type the beginning of a stock item number first, to restrict the list to those items you are
interested in.
7. Give the menu command File > Print if you want to print the list shown in the window.
8. To update stock quantities, click in the appropriate field in the column headed Actual and type
the correct amount.
9. Click Save on the secondary toolbar or give the menu command Edit > Save Changes.

If the stock item is marked as perishable, you will have to enter an expiry date if you
are increasing stock. If you are decreasing stock you will have to select the correct
expiry date.

As you notice too many part are in different location than those registered in AMOS. So users
have to change locations of the stock item. (the rights for this operation currently given to Chief
eng.)
How to change ?
Menu> stock item

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Appearing the stock item filter

The easiest way to group stock items is to type the three first digits in the number field.
Or by selecting Stock Class to apply filter as PAINT, PROVISIONS, STORES, SPARES etc.
Or by Stock Item Name (remember to start with % and after only few letters that for sure
included in the name description.

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The list appears in this format to add the new location box click the Add button choose the box
and> OK. A second line under the registered location will appears. Mark the original location
(from and to where the program makes the transactions) with the button [Default] . If the
quantity is different from 0 then right click on the highlighted item > Move . update Source and
destination location and the qty as well.
Select the empty location and click Remove.
If the new location box missing follow the steps bellow to add a new.
File > Open registers > Locations

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The bellow screen appears

Select new

Fill up the new name and code according to other locations and the location is ready.

Stock Wanted
The Stock Wanted window offers you a complete overview of your current stock, and the
information you will need while setting up your shopping list.
AMOS BS uses the quantities that you type in the Wanted column in the Stock Wanted window
in Purchasing.

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WHEN SOMEONE CREATES AN AUTOMATIC REQUISITION,
AMOS BS will add in the items and quantities from the Stock Wanted window.
The person making the requisition can change the items or quantities if necessary.
How to Set Up a Shopping List Using Stock Wanted
Give the menu command Stock > Wanted.
AMOS displays the Filter window.

The bellow filter appears.

Click OK to list all stock, or enter details in some fields first if you want to restrict the list to
only those items that are of interest to you. AMOS BS displays the Stock Wanted window.

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Review the information in the window, and decide which items and quantities you want.
For each desired item, click in the column marked Wanted and type the desired quantity.
Keep in your mind that, all items to be from the same component type, otherwise more than one
requisition will be generated.
Click Save in the secondary toolbar, or give the menu command Edit > Save Changes.
Go to PURCHASE > Select all > OK

The bellow window will be appear

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Select NEW
The bellow screen appears

Select Automatic and click OK and in the next window

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Click again OK

The new requisition auto generated with the title AUTOMATICALLY CREATED FORM

And form type UNDEFINED. Change the title with the correct name and following the
procedure as described below for approval and send to office.
To see or change the complete definition of a stock item in the stock item register, select the item
and give the menu command Options > View Stock Item.

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3 MANUAL CREATING PURCHASING REQUISITIONING

3.1 Creation of New Requisition in AMOS BS
Click on Purchase Forms
Click on the OK button of the Filter Window
(This will return a list with all requisitions in the system)

Click on NEW icon on the top of the window (as shown in the above picture)
This will open the Form Creation window in where you MUST select the Manual and
Requisition Form options. It could be very convenient to choose also from the list of Stock
Class.

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Click on OK button to create the new Requisition.

The window will be changed as below:

(The items in the circles need special attention)

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Type a TITLE for your requisition. The title is only for reference and it should not be so
specific. Ensure that :
o The number of the form is really the next requisition number,
o The type is Requisition From and
o The Status is 01- New or Undefined.
Then select the Budget code by clicking on the appropriate button with the next to Budget
Code field. However it should be noted that the budget code may change by the office users,
and in that case you will see it at the next synchronization.
Click on Save to save the form and to proceed adding the requisitions line items.
Double click on the requisition form at the bottom of the list (or RIGHT Click the requisition and
choose Line Items ) to open the Line Items window:

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Click on NEW to start adding the items you want to order. You must also click on NEW for
each item you want to add.
On the RIGHT side of the window, depending of what you choose in the field Content
(default is goods) the layout of the window changes.
IN CASE THAT YOU ARE ADDING GOODS:
o In the field Part No you must choose the item you want to order. In case there
is no such item in the database, you can only type the description in the Part
name field and Part No should be left empty. However, it is very essential to
be sure that the item is not in the database before leave it blank!
o In the field Component you MUST choose the appropriate component for
which you are ordering the item.
o Fill up the Makers Reference number (if not already there)
o Fill the Extra No with any extra number information you have (if it is not already
filled up).
o Type the Requested Quantity
o Click on SAVE to add the line item in your form.
o Repeat the same procedure to add all the items you want to order.

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IN CASE YOU ARE WILLING TO ORDERSERVICE:
o IMPORTANT NOTE 1: The creation of a Service requisition requires the
existence of a WORK ORDER either from the normal Planned Maintenance
work flow or from a Requisition Work (from the Maintenance menu).
o IMPORTANT NOTE 2: Service requisitions should always be in separate
requisition from goods as the BUDGET ACCOUNTS are different.
o Click on NEW to add a new item,
o Select the Services in the Content field.
o Select the Work Order number,
o Fill up the requested quantity (actually it should be one 1- ).
o Click on Save.

IT SHOULD BE NOTED THAT At this point, the Requisition is created but nothing has
been sent to the office. Master or Chief engineer must first APPROVE the requisition.

To approve a requisition:
Mark the requisition from the list and click on the Work Flow icon in the Toolbar:

The Work flow window will appear and if you have the privileges you can approve the
requisition (Still the requisition remains onboard, the office has not received anything):

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Select the To Master Appr. Or To Ch.Eng. Appr. and click on OK (note in case of Ch.
Eng. Approval, an additional step is required for Masters approval).

HOW TO SEND THE REQUISITION TO OFFICE:

IMPORTANT NOTE 3: by sending the requisition to the office, you will not be able to
change anything in the form.

Following the same procedure, the Master must change the status of the Requisition to
04- signed PR by selecting the action For Approval and then to
05-Office PR by selecting the action Send to Office.
5. CLASS APPROVAL

If the above are properly carried out there are only a few additional things a Chief Engineer has
to do if the Planning Maintenance System is approved onboard.

For all classification Societies

A custom made report is available which can be used to get a list of functions that are related to
Class Items.

This report should be printed and provided to the Class surveyor:

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Go to Tools > Reports > Custom Reports > Class Reports > CLASS Function List.

Chose your vessel in the Installation Field and press Print (or print preview).

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This list shows a cross reference of the Class Codes to the PMS Functions.

A Surveyor will use this list to find a Class Item based on his codes and then he will need to see
the History for that item
.

For example if a surveyor wants to see the history of a Bilge & G/S Pump (Class Code BBFPUI)
you can find it in the AMOS with the code 803.47.

Go to Maintenance > Components > and use the code or its first numbers then OK

For each component (highlight the component if more than one) from below window, you can
provide the surveyor with information on the linked Jobs and the History.

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Go To History. Then press View.

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You will see all past entries and for each one you can press right click and Details to show the
surveyor what was reported when the job was done. This is why it is important to follow the
instructions on Technical Letter 15/2007 with reporting of history instructions.

DNV

DNV has additional requirements to other Classification Societies.

Continuous improvement
A DNV surveyor will want to see how the continuous improvement of PMS is monitored. This is
something not done in the PMS but by using hardcopy files as described in Circular Letter
09/2007.
Monitoring of total working hours
For the circulation of major components (M/E Pistons, Valves and Cylinder Covers) there must
be records that can provide information as to how many total working hours each one has.
This is maintained onboard CMM vessels by the instructions set out in Technical Letter 03/2008.

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History reports summary
Go to Tools > Reports > History

Double click the History Details and the filter appear

Fill up the component numbers you need for print or preview and click OK
A list as bellow appears.

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Critical equipment
All critical equipments marked with the symbol Cross (+)
In order to present to inspectors the critical equipments go to
Maintenance > Functions the follow filter appears.

In the Description field add the symbol Cross (+) or in the critically drop down list select
CRITICAL and click OK the list with the critical equipments appears.

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Critical spare parts

All critical spare parts marked with the symbol Cross (+) and
Stock class 11 (CRITICAL SPARE PARTS)
In order to present to inspectors the critical spare parts go to
Stock > Stock Items the follow filter appears.

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In the field Name add the symbol Cross (+) and click OK.

Minimum
level

Stock class
Critical spare parts

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The above page appears with the column of stock class with the critical spare parts marked
And on the middle of the window the minimum level of spare parts.
Another way is Stock > Wanted

In the name field add the symbol Cross (+) and click OK.

The list with the critical spare parts appears with the missing items in red colour.

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