# Planned Maintenance System (PMS)
Navatom PMS plans ship maintenance by calendar or running hours, sends every job from ship to office for approval and records why overdue work is late.

URL: https://navatom.com/products/planned-maintenance-system
Category: [Technical Management](https://navatom.com/products/category/technical-management)
Runs on: Office, Ship

## Overview
Navatom PMS is the complete Planned Maintenance System for maritime fleet management. It tracks each equipment item, each maintenance definition and each completed work record across your fleet in one cloud-based platform. It replaces scattered port-specific spreadsheets, offline Excel PMS records and separate approval email chains. In their place is a controlled, class-traceable maintenance management system. Your technical superintendents, fleet managers and onboard officers share one source of truth.
PMS is built around an equipment tree of any depth, dual-dimension scheduling (calendar and running hours at once), and an approval workflow with four configurable stages. It adapts to any vessel type, management structure and class society requirement. Eight maintenance types cover every job your crew will perform: Maintenance, Performance Test, Safety Check, Measurement, Visual Check, Calibration, Megger Test and Overhaul.
Structured overdue reason codes (21 of them, in 7 categories) turn schedule deviations from a liability into a source of fleet reliability insight.
Navatom PMS has a Megger test data model for all six resistance readings. It links a spare parts Bill of Materials to the Material module catalog. A publish-and-synchronize pipeline deploys one PMS structure across the whole fleet. Eleven dashboard widgets give real-time maintenance health KPIs. PMS is built for the scale, compliance needs and day-to-day reality of professional ship management.

## Key figures
- 8 Maintenance Types
- 21 Overdue Reason Codes
- 12 Postpone Reasons
- 24 Machinery Kinds

## Features
- **Dual-Dimension Maintenance Scheduling**: Each maintenance definition can carry two triggers at the same time. One is a calendar interval in days. The other is a running-hours interval measured on a counter. Both are checked all the time. Whichever limit is reached first sets the next due date. The "show-only-in-range" window (70% of the interval by default) decides when a task shows in the planners' views. The maintenance list never floods with far-future jobs. An overhaul on a counter resets the running hour counter when it is done, so the next due date is worked out correctly after major maintenance.
  - Calendar intervals in days and running hour triggers on a counter
  - Both run at the same time on one definition
  - Show-only-in-range window (70% threshold)
  - Overhaul counter reset on completion
  - Dual trigger check: whichever fires first wins
- **4-Stage Dual Approval Workflow**: Completed maintenance goes through a configurable four-stage sign-off chain: Ship Responsible, Ship Approver, Company Reviewer and Company Approver. Each stage sets its own method. All means every named person must approve. One means any single person can approve. Not required means the stage is skipped. The seven-status workflow shows where each record is in the pipeline: Waiting, In Progress, Waiting for Ship Approval, Waiting for Office Approval, Ship Not Approved, Office Not Approved and Office Approved. It suits everyone from single-vessel operators who skip every approval stage to large fleet managers who ask for dual office sign-off on each maintenance record.
  - Ship Responsible → Ship Approver → Company Reviewer → Company Approver
  - Each stage needs all, one or no approvers
  - Seven-status workflow that checks each change of status
  - Configurable per equipment and maintenance definition
  - From no approval to full four-stage sign-off
- **21-Reason Overdue Classification System**: When a maintenance task passes its due date unfinished, the system asks for a structured explanation. There are 21 overdue reason codes in 7 categories. PMS covers definition or scheduling errors. Operation covers voyage and operational limits. IMS covers inventory and spare part issues. Third party covers contractor or survey delays. Crew covers staff or competency issues. Software covers system-related causes. Computer covers hardware or connectivity problems. This breakdown turns overdue reporting from a plain "late or not late" figure into a tool for fleet reliability. Group by reason category to tell failures built into planning from one-off operational disruptions, and aim fixes where they will help most.
  - 7 categories: PMS, operation, inventory, third party, crew, software, computer
  - 21 specific reason codes across all categories
  - Required before overdue task sent for approval
  - Fleet-wide overdue reason analytics
  - Root-cause analysis for systemic improvement
- **Structured Maintenance Postponement**: When the real world stops a maintenance task from running on schedule, the postponement workflow records exactly why and by how much. Three postponement types cover every valid case. Dry Dock defers the job to the next scheduled drydock period. To Date sets a new due date. Additional Work Hour extends a counter by more hours. Each postponement request records one of 12 structured reasons: Voyage Complications, Weather Conditions, Man Power, No Expertise, Parts Available, Inaccessible, Misuse, Management Hold Order, Officer Hold Order, Policies, Priority or Other. Every postponement request goes through an approve or reject workflow before the due date changes. That leaves a record you can audit for every schedule change.
  - Three types: Dry Dock, To Date, Additional Work Hour
  - 12 structured postpone reasons
  - Request → Approve/Reject workflow
  - Due date unchanged until postponement approved
  - Drydock type connects to the Drydock module
- **Integrated Spare Parts Bill of Materials**: Every equipment item has its own spare parts Bill of Materials, linked to the Material module catalog. Each spare part link sets a criticality level: VITAL, ESSENTIAL or DESIRABLE. Procurement teams get priority classification at once, without opening other systems. This two-way integration means that when a maintenance job is planned, the spare parts it needs are already listed on the equipment. Procurement can raise purchase requisitions straight from the BOM, with no manual part number lookups. And when a part arrives in Inventory, you see at once which equipment it supports.
  - Equipment-level BOM linked to Material module catalog
  - VITAL / ESSENTIAL / DESIRABLE criticality levels
  - Direct procurement requisition from BOM
  - Visibility both ways between PMS and Inventory
  - Min/max quantity tracking per equipment
- **Everything for the Job, on the Job**: Each maintenance job carries its own instructions, the technical manuals that apply, the forms to fill and a risk assessment. The engineer opens one job and has all they need to do the work safely and record it.
  - Written instructions on every job
  - Technical manuals attached to the job
  - Forms filled as part of the work
  - A risk assessment linked before work starts
  - Jobs can be marked critical
- **Work Control on Every Job**: Each job states whether it needs a risk assessment: required, the crew's call, or suggested. The crew record what they did and why they deviated, and a list shows every job still waiting for its risk assessment.
  - Risk assessment required, optional or suggested per job
  - The crew's choice and reason recorded
  - Deviations kept with the work record
  - One list of jobs still waiting
  - A risk assessment started from the job
- **Hierarchical Equipment Structure Tree**: Organize all machinery on your fleet in a tree with no depth limit. Categories group equipment families, Equipment nodes stand for physical assets, and Sub-Equipment holds components within a unit. Each maintenance definition and its triggers attach to the equipment they cover. The result is one tree that mirrors the real layout of your vessel. The tree is the backbone of the PMS module. Every maintenance job, running hour log, spare part BOM and downtime record lives inside it. Deep copy lets you replicate a branch from one vessel to another, which removes repeat setup across sister ships.
  - Unlimited-depth Category → Equipment → Sub-Equipment hierarchy
  - Maintenance definitions attached directly to equipment nodes
  - Deep copy branches between vessels
  - Import/export tree structure between ships
  - Designed by the company, published to the ships
- **Maintenance Log & Work Record**: When a maintenance task is done, a Maintenance Log keeps the full record of the work. The log holds the work description, crew assignments from 51 ranks across the deck, engine and hotel departments, five attachment types (Diagram, Photo, Manual, Form, Other) and structured approval tracking. Only one person can start a job at a time. Twenty-one Maintenance Log Event Types track every action from creation through final office approval, creating a complete record ready for class society inspection. Each log carries a snapshot of the maintenance definition and equipment state at the time of completion.
  - 51 crew ranks across deck, engine and hotel departments
  - 5 evidence attachment types: Diagram, Photo, Manual, Form, Other
  - Every change recorded with who and when
  - One person starts a job at a time
  - Equipment and definition snapshot kept at completion
- **Running Hour Tracking & Automation**: Running hour counters are the base of counter-based maintenance scheduling. Crew enter readings on the ship-side forms made for it, or approve readings that officers submit through a structured request and approval flow. A full Running Hour Logbook keeps every counter value ever recorded, in date order. For vessels with a supported monitoring system, Navatom collects counter readings on its own, on a schedule. Nobody types them in, so there are no copying errors. Trigger calculations always use the latest machinery state.
  - Manual crew entry and officer request/approval flow
  - Third-party monitoring system integration
  - Full Running Hour Logbook with history in date order
  - Violation warning when an update makes a job overdue
  - Add and Reset counter types (reset after overhaul)
- **Centralized Maintenance Approval Queue**: Office reviewers and approvers work from an Approval Queue made for them. It gathers every maintenance log waiting for their action across the whole fleet. One view shows each pending record, with filters for vessel, equipment category, maintenance type and urgency. Approval actions (accept, reject or return for correction) run straight from the queue, with no need to open single vessel records. A rejected log notifies the originating ship by itself and gives the reason. This feeds the ship-side correction workflow.
  - Fleet-wide queue across all pending logs
  - Filter by vessel, category, type, urgency
  - Accept, reject, or return from queue directly
  - Rejection auto-notifies originating ship
  - No need to open each vessel
  - Approve or send back many work records at once
- **PMS Structure Import, Export & Deep Copy**: The PMS tree is not built from scratch for every vessel. Category trees and equipment structures can be imported and exported between vessels, so a standard PMS template reaches the whole fleet fast. The import checks incoming data against the current schema before it commits, so broken structures do not reach production. Deep copy lets you duplicate any branch of the equipment tree from one vessel to another. It carries all maintenance definitions, triggers, spare parts BOMs and running hour settings. This matters for sister ships and near-identical vessel classes, because nobody has to re-enter data.
  - Category tree import/export between vessels
  - Deep copy any branch with full definitions and BOMs
  - Schema validation before import commit
  - Sister-ship deployment in minutes not weeks
  - No manual re-entry for near-identical vessel classes
- **Isolation Points per Equipment**: Each equipment records its isolation points: the energy type, the method, the device and where it is. Each point keeps its own history, so the crew isolate the same points the same way each time.
  - Energy type, method, device and location per point
  - A history for every isolation point
  - Kept on the equipment, ready for every job on it
- **Equipment Explorer & Dual-Panel View**: The Equipment Explorer shows the equipment tree on the left and a detail panel on the right. Superintendents and chief engineers can move through the whole PMS structure without losing their place. Select a node in the tree and its equipment details, maintenance definitions, running hour history and spare parts load in the right panel at once. Fast server-side loading handles fleets with tens of thousands of equipment records and hundreds of thousands of maintenance definitions, with no strain on browser memory. You can combine 12 filters, including equipment type, status, category, vessel and date range, to find exactly the records you need.
  - Hierarchical tree navigation on left panel
  - Equipment and maintenance detail on the right panel
  - 12 filters you can combine across all dimensions
  - Fast on any fleet size
  - Multi-equipment selection for comparison
- **Trigger & Child Maintenance Chains**: Maintenance definitions can trigger child definitions on their own. When a parent maintenance is done, its child tasks become active. This allows multi-step maintenance procedures, such as a performance test after an overhaul, or a visual check after a calibration. The trigger chain is a parent and child hierarchy. Parent definitions list the children they trigger, and children point back to the parent that triggers them. Child maintenances show in the maintenance list with a clear link to the parent, so crew know which higher-level job they support.
  - Parent maintenance triggers child tasks on completion
  - Parent-child hierarchy
  - Multi-step procedures (overhaul → test → check)
  - Child tasks inherit parent scheduling context
  - Clear link to the parent in the maintenance list
- **Megger Test Data Capture**: Electrical insulation testing (megger testing) needs more than a pass or fail checkbox. Navatom records all six resistance readings (RS, ST, RT, RE, SE and TE), plus ampere and voltage values, the measurement condition (cold or hot) and the final result (pass or fail). Each reading is stored as a structured number, not a free-text note. Because it is built for the job, your electrical survey records are machine-readable, easy to trend and ready to show to class surveyors. A separate Megger Tests list view gathers all test results across the fleet for trends between vessels.
  - 6 resistance readings: RS, ST, RT, RE, SE, TE
  - Ampere, voltage, and tester voltage fields
  - Cold/Hot condition classification
  - Structured Pass/Fail result
  - Fleet-wide trends from a separate list view
- **Equipment Downtime Tracking**: Track each period an equipment item is out of use, and mark each event as Planned or Unplanned. Planned downtime covers scheduled overhauls, drydock periods and dry-run maintenance windows. Unplanned downtime covers breakdowns, failures and emergency stops. Monthly downtime charts show technical superintendents availability trends across the fleet. Each downtime event links to its equipment record, with any related deficiencies and maintenance logs. This lets you match downtime patterns to maintenance history and spot repeat failure modes that call for preventive action.
  - Planned and Unplanned downtime classification
  - Monthly downtime charts
  - Link related deficiencies to downtime periods
  - Link related maintenance logs to downtime periods
  - Date ranges checked so they never overlap
- **Dual Equipment Criticality Classification**: In Navatom, equipment criticality is not a single yes or no flag. Each equipment item has two separate criticality settings: critical (how important it is to the vessel's operation) and class critical (how important it is to the classification society). The two are judged apart and can differ. The split matters for planning maintenance and surveys. Class-critical equipment needs class-traceable maintenance records and defined intervals. Operationally critical equipment gets closer postponement checks. Filters and analytics treat the two settings on their own.
  - Independent operational and class criticality flags
  - Critical: operational importance to vessel
  - Class critical: classification society requirement
  - Each setting filters and analyzes on its own
  - Shapes postponement checks and survey planning
- **PMS Analytics & Dashboard Widgets**: Dedicated dashboard widgets (11 in all) show fleet maintenance health: overdue counts, upcoming maintenance by interval, completion rates by vessel, equipment downtime distribution, running hour trend lines, approval pipeline depth and postponement frequency. Each widget drills down to the maintenance records behind it. The Analytics section shows views across the fleet: overdue trends by vessel, overdue breakdown by maintenance type and crew rank, and crew task spread by department. These views let technical superintendents move from reactive firefighting to proactive fleet reliability management.
  - 11 dedicated dashboard widgets
  - Overdue count, upcoming maintenance, completion rate KPIs
  - Overdue breakdown by maintenance type and crew rank
  - Crew task distribution by department analytics
  - Drill-down from any widget to underlying records
- **PMS Publish & Office-Ship Synchronization**: The company designs the PMS structure in the office Structure editor: equipment categories, equipment items, maintenance definitions, triggers and assignments. When the design is ready, one Publish action sends the whole structure to the target vessel and synchronizes definitions over satellite or broadband. On the ship, incoming structural changes merge in without disturbing maintenance logs already in progress. Synchronization runs both ways under conflict rules that always keep completed maintenance records. Vessels can work alone when needed. Changes merge on their own when a connection is available.
  - Company designs structure, publishes to vessels
  - One action sends PMS to the whole fleet
  - Satellite synchronization in both directions
  - Conflict resolution preserves completed records
  - Real-time fleet-wide synchronization
- **Full Maintenance History & Archive**: Every completed maintenance log is preserved permanently in the archive with its full record — work logs, crew assignments, attachments, approval chain, readings, and the 29 Maintenance History Event Types that capture every action taken from creation to closure. The archive is searchable, filterable, and exportable. Historical records serve many purposes: class society surveys, insurance claims, flag state inspections and internal performance analysis. Because every change to the archive is logged, you can rebuild what happened, when and by whom, years after the fact.
  - Every change recorded with who and when
  - Approvals and work records kept with their full history
  - Full work logs, attachments, and approval chain preserved
  - Searchable and filterable archive
  - Reconstruction possible years after the fact

## Technical abilities
- **Hierarchical Tree with High-Performance Data Grids**: The equipment tree and every maintenance list load their data in pages from the server, with filters you can combine. Twelve separate filters, such as vessel, category, equipment status, maintenance type, scheduling dimension, overdue status, criticality and more, can be mixed freely across fleets of any size. The browser never has to hold it all in memory.
- **Dual-Trigger Due Date Calculation Engine**: A scheduling engine checks the calendar trigger and the running-hours trigger of each maintenance definition on their own. It sets the next due date to the earlier of the two. Counter resets after overhauls and the show-only-in-range threshold count in every recalculation.
- **Configurable Multi-Stage Approval Workflow**: The maintenance log approval pipeline runs as a workflow on the server, with seven states and four configurable stages. Each stage picks its own method (All, One or Not required). The same workflow can shrink to no approval stages, or grow to a full four-stage dual-office sign-off, depending on company configuration.
- **Running Hour Automation Integration Layer**: For vessels with a supported monitoring system, readings are collected every day on their own and turned into running-hour records. They feed the same trigger evaluation pipeline as readings entered by hand, so counter-based due dates stay current and the crew need not enter readings.
- **Complete Maintenance History**: Maintenance definitions, work records and equipment each keep a full history of changes with who and when. The same record feeds the audit trail, compliance reports and analytics.
- **Deep Copy & Template Propagation Engine**: Any branch of the equipment hierarchy can be deep-copied between vessels. The copy includes all child equipment, maintenance definitions, trigger settings, spare parts BOMs and running hour settings. The copy tool resolves cross-references and relationships in one step. The result on the target vessel looks the same but is managed on its own.
- **Office-Ship Publish & Synchronization Pipeline**: Company-managed PMS structures are version-controlled and published to vessels through a publish pipeline made for the job. On the ship, incoming structural changes merge in without disturbing maintenance logs in progress. Synchronization over satellite links runs both ways under conflict rules that always keep completed maintenance records.
- **Structured Megger Test Data Model**: Megger test results are stored as structured data: six typed resistance fields (RS, ST, RT, RE, SE, TE), ampere, voltage, condition and pass or fail result. They are not free text or attachments. Results can be queried and trended, and shown to class surveyors in a structured table with no data extraction.

## Benefits
- **Zero Overdue Surprises Across Your Fleet**: Dual calendar and running-hour triggers are checked all the time. The show-only-in-range window shows a job once 70% of its interval has passed. Crew get time to prepare, and the list stays free of far-future tasks. Overdue items are visible across the fleet at once, not buried in spreadsheets for single vessels.
- **Class-Traceable Maintenance Records from Day One**: Each work record keeps its work logs, the ranks who did the work, its evidence and the full approval chain. Class societies, flag states and P&I clubs find a clean record in date order, ready to review.
- **One PMS Structure Deployed Across the Entire Fleet**: Design your maintenance program once in the company office, then publish it to all vessels at the same time. Deep copy and import/export remove repeat setup for sister ships. The whole fleet works from one controlled definition. That ends the drift and mismatch of maintenance kept in spreadsheets for each vessel.
- **Postponements Controlled, Not Hidden**: Three postponement types and 12 structured reasons turn schedule changes from an informal habit into a formal workflow you can audit. A postponement needs approval before the due date changes. Each reason is recorded for root-cause analysis of overdue work across the fleet.
- **Procurement Integration Without Double Entry**: Spare parts BOMs with VITAL, ESSENTIAL or DESIRABLE criticality sit on the equipment records and link to the Material module catalog. Procurement teams see which parts each maintenance job needs, with criticality already set. There are no separate spreadsheets, no repeat part number lookups and no manual bridging between systems.
- **Proactive Reliability Intelligence, Not Reactive Firefighting**: Fleet-wide overdue analytics and 11 dashboard widgets show why maintenance is overdue. They break it down by 21 reasons in 7 categories, so you can tell operational limits from crew skill gaps or planning faults. Technical superintendents can act on root causes, not just chase single overdue items.

## Frequently asked questions
### How does the dual-dimension scheduling work in practice?
Each maintenance definition can have a calendar interval in days and a running-hours interval at the same time. Both are checked on their own at all times. Whichever limit is reached first sets the next due date. The "show-only-in-range" threshold (70% elapsed by default) decides when the task first shows in the maintenance list. Planners get lead time and are not buried in far-future jobs. After an overhaul, the running hour counter resets. The calculation then restarts from the recorded completion date.

### What approval stages are required before a maintenance log is accepted by the office?
The approval pipeline has four configurable stages: Ship Responsible, Ship Approver, Company Reviewer and Company Approver. Each stage sets its own method. All means every named person must approve. One means any single person can approve. Not required means the stage is skipped. The log moves through seven statuses: Waiting, In Progress, Waiting for Ship Approval, Waiting for Office Approval, Ship Not Approved, Office Not Approved and Office Approved. A small operator might set all four stages to Not required. A large fleet manager might use all four with the All method for critical equipment.

### How are overdue maintenance items managed and analyzed?
When a maintenance task passes its due date unfinished, the system records a structured overdue reason. There are 21 fixed codes in 7 categories. PMS covers definition or scheduling errors. Operation covers voyage and operational limits. IMS covers management system holds. Third party covers contractor or survey delays. Crew covers staff or competency issues. Software covers system-related causes. Computer covers hardware or connectivity. Fleet-wide overdue analytics break trends down by reason category, vessel and equipment type. Management can then tell planning faults that repeat from one-off operational events.

### Can the PMS handle electrical insulation testing (megger tests) specifically?
Yes. The Megger Test feature records all six resistance readings (RS, ST, RT, RE, SE, TE), ampere, voltage, the measurement condition (cold or hot) and a pass or fail result. They are stored as structured numbers, not free text. A separate Megger Tests list shows results for the whole fleet, so you can see trends. You can show the data to class surveyors in a table at once, with no need to dig it out of attachments.

### How does the system handle postponed maintenance?
Postponements follow a formal request, approve or reject workflow. There are three postponement types. Dry Dock defers the job to the next scheduled drydock. To Date sets a new calendar date. Additional Work Hour extends a counter by more hours. Each request records one of 12 structured reasons: Voyage Complications, Weather Conditions, Man Power, No Expertise, Parts Available, Inaccessible, Misuse, Management Hold Order, Officer Hold Order, Policies, Priority or Other. The due date does not change until the postponement is approved. That leaves a trail you can audit for every schedule change.

### How does running hour data get into the system for vessels with monitoring automation?
Running hours reach Navatom in three ways. The ship crew can enter them by hand. Officers can send reading requests, which go through an approval flow. Or a supported vessel monitoring system can send readings on its own, set up for each customer. The automation layer stores those readings as structured records. They feed the same trigger evaluation pipeline as hand entries. Counter-based due dates stay current, and the crew do not have to copy numbers by hand. That removes a main source of scheduling drift.

### How are spare parts linked to maintenance tasks?
Spare parts are attached to equipment records as a Bill of Materials that links to the Material module catalog. Each spare part link carries a criticality classification: VITAL (must be onboard), ESSENTIAL (should be onboard) or DESIRABLE (nice to have). When a maintenance job is planned, the parts it needs and their criticality show on the equipment record. Procurement teams can raise requisitions from this BOM with no manual part number lookup. All buying goes through the connected Procurement module without double entry.

### Can I ask Navatom AI about overdue maintenance?
Yes. Navatom AI answers from the live records of the Planned Maintenance System. It covers overdue jobs on one vessel or across the fleet by rank, current running hours and their history, equipment downtime, an equipment's spare parts and the work history of a job. It reports what is overdue and logged. It does not predict failures.

## Related modules
- [Enquiries](https://navatom.com/products/enquiries): Handle technical enquiries and communication between office and vessel with full traceability.
- [Dashboard](https://navatom.com/products/dashboard): What is due, overdue and waiting for you, for one ship or the whole fleet, on one screen.
- [Drydock](https://navatom.com/products/drydock): Plan and manage drydock projects, specifications, and yard coordination end to end.

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