Overview
This whitepaper explains the architecture and operational logic of a modern Planned Maintenance System (PMS) as implemented in VoyageX AI.
It is intended for ship owners, technical managers, shore teams, and senior ship staff to understand PMS concepts, workflows, and compliance alignment in a clear and practical manner.
1. PMS Design Principles
A modern PMS is component-centric, not job-centric.
Key principles:
- Maintenance is driven by physical equipment (components)
- Schedules are based on time, running hours, or both
- Maintenance history is immutable and auditable
- Clear separation of crew execution and shore control
- Alignment with ISM Code, Class, and Flag State expectations
2. Core PMS Data Structure
2.1 Components (Assets)
Components represent actual ship equipment such as:
- Main and auxiliary engines
- Gearboxes and propulsion systems
- Generators, pumps, thrusters
- Safety and navigation equipment
Each component stores:
- SFI group classification
- Manufacturer, model, serial number
- Safety-critical and class relevance flags
- Counter enablement (running hours, cycles)
Components do not store maintenance history or due dates.
2.2 Counters (Usage Tracking)
Counters track operational usage such as:
- Running hours
- Starts or cycles (where applicable)
Counters:
- Are updated by ship staff
- Drive maintenance scheduling
- Are auditable and access-controlled
2.3 Maintenance Plans
Maintenance plans define what maintenance is required and when.
Each plan includes:
- Task description
- Schedule rule (calendar-based, counter-based, or combined)
- Responsibility (Chief Engineer, Officer, etc.)
- Safety or class relevance
- Associated component
Plans automatically calculate:
- Next due date or counter value
- Overdue status
- Job generation timing
2.4 Jobs (Execution)
Jobs are generated from maintenance plans when due.
Jobs:
- Are executed and closed by ship staff
- Capture completion date, counter reading, remarks, and evidence
- Cannot be altered once closed
Unplanned jobs may be created for defects or breakdowns.
2.5 Maintenance History
Completed jobs are archived into history.
History:
- Is permanent and non-editable
- Supports audits and inspections
- Provides full traceability from component to execution
3. Defect Management
The PMS supports defect and corrective maintenance reporting.
Defects:
- Can be raised independently of maintenance plans
- Are tracked until rectified and closed
- Maintain a full audit trail for surveys and inspections
4. PMS Hierarchy (SFI-Aligned)
Level-1 System Groups
- Engine & Propulsion
- Electrical & Power Generation
- Deck Machinery & Towing
- Safety & Fire Fighting (LSA / FFA)
- Navigation & Communication
- Hull & Structure
- Accommodation & Services
- Environmental & Pollution Control
This structure is:
- Familiar to ship staff
- Accepted by major classification societies
- Consistent across vessel types and fleets
5. Crew and Shore Responsibilities
Ship (Crew)
- Update counters
- Execute maintenance jobs
- Report defects
- Upload evidence and remarks
Shore (Office)
- Define and control maintenance plans
- Monitor compliance and overdue items
- Review trends and maintenance performance
- Prepare vessels for audits and surveys
Role-based access ensures data integrity and accountability.
6. PMS and Inventory Integration
A modern PMS is integrated with inventory and procurement systems.
Integration enables:
- Linking maintenance jobs to spare and consumable usage
- Automatic requisition support
- Cost tracking per component
- Improved maintenance and budget planning
7. Compliance and Audit Readiness
The PMS architecture supports:
- ISM Code requirements
- Classification Society rules
- Flag State inspections
- Internal and external audits
Compliance is ensured through:
- Immutable maintenance records
- Component-to-job traceability
- Clear responsibility assignment
8. Conclusion
A modern Planned Maintenance System is a structured, auditable, and integrated platform that supports safe vessel operations, regulatory compliance, and long-term asset reliability.
VoyageX AI’s PMS architecture follows globally accepted maritime standards while remaining flexible for different vessel types and operating models.
