Airport Business Centre Thornbury Road PLYMOUTH PL6 7PP tel: 0203 286 5836 email: info@deltasys.co.uk Last Update 16 th July 2014 DELTA MARITIME ASSET MANAGEMENT SYSTEM This document defines the overall scope of supply of the Delta Maritime Asset Management System. OVERVIEW This Delta System is designed for companies operating fleets of vessels which are managed from an HQ or Shorebase. The System enables companies to manage the maintenance of vessels and marine assets worldwide. The word Company used in this document refers to your company. The word Vessel used in this document can be taken to mean Vessel or Remote Site. The System consists of two main sub-systems: Delta Shorebase Delta-Vessel (known as Delta-V) Delta Shorebase and Delta-V communicate automatically via secure FTP, without the need for emails. Vessels only need to have an internet connection for the actual transmission and receipt of data. Delta-V automatically stores data transmission messages until an internet connection is available. Delta-V has been designed as a robust and simple to use system which incorporates essential functionality for Defect Reporting and Management, Planned Maintenance Task Management, Spares Management and integration with the Company s Safety Management System. The System has been designed so that vessel crew with only rudimentary IT skills can use the system effectively. Delta-V screens have been specifically designed to be easily viewable on vessel bridges. A key feature of the System is the inclusion of Defect, Planned Maintenance Task and Spares Requisition Updates which communicate the current state of play between Shorebase and Vessels without the requirement for phone calls and emails. SUMMARY The Shorebase System is client-server based and consists of 3 elements: Delta Asset Management System ( Delta ) Delta Auto-processing System ( AutoSys ) SQL Database ( Data ) The Delta-V System resides on one laptop computer onboard each Vessel. Essentially the Shorebase System incorporates the following:
System User Management and Permissions Skipper Handover Management Asset Management Planned Maintenance (PM) Schedules PM Task Management Vessel Certification Management (including Certification Windows) Asset Calibration Management Asset Certification Management Asset Downtime Management Asset Lifecycle Management Asset Tracking (with barcode sign in/out) Defect Reporting and Management Check Lists (Daily, Weekly, Monthly) Vessel Shift Reports Work Package Management Machinery Rounds (recording of Readings received from Delta-V) Spares Management Spares Requisitioning Vessel Planning (with Operating Port and Vessel Movement Management) Safety Management System (please see detailed scope of this comprehensive, integrated system below) Contact Management (Suppliers, Manufacturers, Sub-Contractors etc) Planned Docking and Off-Hire Management Reports (all Reports are produced in Microsoft Excel) Listing Screen System incorporating Custom Reports (to Excel) The Shorebase Data is held in a relational, normalised Microsoft SQL Database. (Some tables, which store historical data, are not normalised however). Delta Shorebase is installable for as many Company Users as required with free, unlimited licenses. Delta-V can be deployed to as many Vessels as required. The Shorebase System is able to link Assets and/or Planned Maintenance Schedules with any electronic documentation (for example installation, operating, maintenance manuals and other external contractor documentation). The System incorporates a full integrated Spares Management System with Stock Management, Requisitioning and some integration, if required, with the Company s Purchase Ordering system. Training, Support and Data Migration are dealt with in detail later in this document. DELTA SHOREBASE SYSTEM SPECIFICATION This Specification is a summary of features and capabilities of the Delta Shorebase System. An online Teamviewer presentation of the System and its interaction with Delta-V can be provided by arrangement. The Delta Shorebase System incorporates: Users User Groups Users Page 2
Assets System Permissions set up for different User Groups will give individual Users appropriate full, read-only or denied access on screens and functionality within the system. Details to be discussed Asset Locations (Vessels/Sites/Shorebase) Asset Categories - 2 digit code auto-computed (allows 99 Categories) Asset Models (Model Nos) - 3 digit code auto-computed (allows 999 Models per Category) Model Critical Asset Status auto-assignment to related PM Tasks, Defects and Spares Requisitions Asset Items (Serial Nos) - 3 digit code auto-computed (allows 999 Items per Model) Asset Components (an Asset can be a component of another Asset from parent down to 4 levels of sub-components). Component diagrams can be displayed on screen as required Asset Certification Management and History Asset Lifecycle Management Asset Calibration Management and History Asset Downtime Management and History Asset Location Tracking Asset Maintenance and Defect History (with option to produce full service history in a formatted Microsoft Word document with Contents list) Asset Photographs Asset Documents (manuals, service sheets etc) Condition-based monitoring and Actions can be incorporated into System provided alarm data can be sent to Delta Assets may also include a Company Reference number to cross-reference to Purchasing and other Company systems. Planned Maintenance System Overview We first designed a Planned Maintenance (PM) System in 1997 for large luxury yachts (LOA 40 100 metres). This system has been refined and augmented over the years into a well-tested, robust, feature-rich PM engine. Delta automatically tracks the PM Schedule cycles for every Vessel for every Asset in the System which is subject to PM, and, at a specified period before a PM Schedule is due, Delta creates a Current PM Task. All Current PM Tasks are listed together (and can be sorted and filtered). PM Tasks are then managed all the way through to completion, at which point they are Archived to History and the relevant cycles are restarted. Uniquely, Delta offers two Next Due Calculation bases: Last Due Basis Last Done Basis Planned Maintenance Schedules Set up at Asset Model level, Delta manages at Item level One Asset can have one or many PM Schedules Frequencies - On Calendar, On Hours, On Defined Cycle Count (e.g Pingpong Balls) or combination of any two, or Next Planned Docking Frequency Amendment Next Due (calendar, hours or cycle count) Amendments and Resets PM Schedule Assignment (to Vessel Crew, Technician, Sub Contractor etc) PM Schedule Spares Kits Page 3
PM Schedule Documents PM Schedule Target Times (for comparison reporting with Times Taken at PM Task Completion) Planned Maintenance Task Management (with Current Cycle Progress indication) PM Schedule Replication facility Automatic PM Schedule Cycle Tracking and Current PM Task population by AutoSys Choice of Next Due Calculation Basis on Last Done Date or Last Due Date Auto-computation of Next Due when current Work Order completed Safety Management System PM Task Management Automatically created from PM Schedules set up and AutoSys Auto-assignment of Critical Task Status based on Asset Critical Status Auto-assignment of Work Order No PM Task Assignment (including to Sub Contractors with auto-email production) inherited from parent PM Schedule PM Task Purchase Order tracking (PM Task can have more than one Purchase Order) PM Task Documentation inherited from parent PM Schedule PM Task Photos PM Task Costing Spares, P/O, Labour, Other PM Task Updates PM Task Completion Reports (with Spares Kit Usage and optional creation of Asset Downtime record) PM Task Forecasting PM Task History PM Tasks have both Due Dates and Planned Dates Check Lists Check Lists can be set up in the Shorebase System for machinery-specific checks or general tasks which may be non-machinery related (e.g galley or upper deck cleaning). Check Lists may be established for Daily, Weekly and Monthly checks and tasks which are of a non- Planned Maintenance nature). Check Lists can, of course include machinery hours, temperature and pressure readings. Once established, these Check Lists are automatically transferred to each Vessel and Delta then monitors the completion of each Check List by each Vessel. Vessel Shift Reports Delta enables you to set up requirements for individual Vessels to send Vessel Shift Reports. Such reports could include: Main shift activity Passengers outbound and passengers inbound Fuel bunkered during shift Free text report Delta monitors the completion of Vessel Shift Reports by each Vessel. Page 4
Defect Management Create Defect (can be done by any User) Assign Defect Priority with Upgrade and Downgrade (Routine, Priority or Immediate) Auto-assignment of Critical Defect Status based on Asset Critical Status Auto-assignment of Work Order No Defect Assignment (including to Sub Contractors with auto-email production) Defect Purchase Order tracking (PM Task can have more than one Purchase Order) Defect Photos Defect Costing Spares, P/O, Labour, Other Defect Updates Defect Rectification Completion Reports (with Spares Usage) Optional creation of linked Asset Downtime record Defect History Defect Contractors Defects have Date Reported and Date Planned Vessel Certification Management Annual Certification Management (with 3 month before/3 month after Certification Window) Work Package Management A Work Package is a specification of work which needs to be carried out on all Assets belonging to a specific Model, for example upgrades or technical fixes. Create Work Packages Auto-create work package requirements in PM Task List Machinery Readings AutoSys monitors Readings received from Vessels for PM Schedule Cycle Tracking Readings are then viewable in Delta Shorebase Spares Management Spares Catalogue Spares linked to Asset Categories. A Spare may be good for more than Model (e.g O rings) Spares Stores Management (Containers/Stores) Spares Outfits for Vessels/Containers/Stores Stocktaking Transfers, Adjustments and Write Offs Spares Requisition Management Current Requisition Management Auto-Computation based on Re-Order Levels and Max Holdings Create New Requisitions Auto-assignment of Critical Requisition Status as defined by Critical Status of Asset for which Spare is required) Auto-assignment of Requisition No Source of Supply Assignment. Source of Supply may be Shorebase Support Centre, Container, Supplier, Local Purchase or Transfer from another Vessel Procurement Progress and Updates Page 5
Goods In, Deliveries to Vessels and Returns Requisition Consolidation and Integration with Purchasing Department Requisition History Planned Dockings Delta incorporates Planned Docking (and Off Hire) management. Delta harvests PM Tasks (including Forecast PM Tasks) and Defects which have either been assigned to Next Planned Docking or which are within one month of the start and end dates of the Planned Docking and automatically assigns a Planned Date of the start of the relevant Planned Docking. Reports (with comprehensive range of selection criteria) Current Main Screen Listing can always be printed to Excel as a formatted spreadsheet Current & Forecast PM Tasks and Defects PM Task and Defect History Assets in Warranty Asset Movements and Status Fleet Status Report Stockholding Stores Expenditure Asset Running Hours In addition, email alerts are auto-transmitted to Shorebase staff as required. Listing Screen System Delta uses a unique listing screen system whereby rows of records (e.g Defects, PM Tasks, Assets) can be filtered and sorted to produce a custom list on screen which can then be reported in Excel. Page 6
SAFETY MANAGEMENT SYSTEM The Delta Safety Management System is comprehensive and fully integrated into the Delta Maritime Asset Management System. Essentially, the Delta SMS covers: Delta SMS Overview ISM Code SMS Summary SMS User Setup SMS Manual Sections SMS Manual Articles Current SMS Event Log SMS Audits Operations & Procedures Operations - Risk Assessment SMS Review Meetings SMS Review Meetings Standard Agenda Personnel Training Categories Training Courses & Drills Training History SMS Non Conformity Reports Accident Reports Hazardous Occurrence Reports SMS Observations & Suggestions SMS Corrective Actions Required SMS Event Archive The Delta SMS links to Assets, Documents, Photographs, PM Schedules, Defects, Dockings and Off Hire Records as required. Essentially, the Delta SMS is fully joined up and enables your compliance with MCA and the ISM Code. Page 7
DELTA-V SYSTEM SPECIFICATION This Specification is a summary of features and capabilities of the Delta-V System. Delta-V data is automatically updated by Shorebase. Vessel Handovers When a vessel s skipper changes, a handover record is transmitted to Shorebase. Defect and PM Task Management Create Defect Report (automatically transmitted to Shorebase) View Current Defect List Send Defect Updates Complete Defect Repair (Completion Report can also be raised in Shorebase) View Current PM Tasks Send PM Task Updates Complete PM Task (Completion Report can also be raised in Shorebase) View Defect and PM Task History Check Lists Complete Check Lists as required. Vessel Shift Reports Complete Shift Reports as required. Onboard Machinery View Onboard Machinery List Carry out weekly Machinery Rounds (Readings automatically transmitted to Shorebase). Skippers are prompted to do weekly rounds every Friday Spares and Spares Requisition Management View Onboard Spares List Create Spares Requisition (with auto-computation of Requisitions based on Re-order levels and designated Outfit) View Spares Requisitions Progress Add Updates as required Safety Management System View SMS Manual Report Non Conformities Report Accidents Report Hazardous Occurrences Report Drills carried out Make Suggestions or Observations Page 8
AUTOSYS The AutoSys will reside on a Server and run in the background as a service. AutoSys: Automatically downloads and processes information sent by Vessels (via FTP) Automatically transmits required information to Vessels (via FTP) Automatically tracks PM Schedule cycle progress and populates the PM Tasks List as Schedules become due Maintains data tables as required Generates system emails to Shorebase Staff (via SMTP) as required DATA The Shorebase Data is attached to an instance of SQL Server. Delta Shorebase communicates with the Data via SQL Authentication or Windows Authentication as required by Company IT Department. Recordset calls, additions, updates and deletions are accomplished by SQL stored procedures. TRAINING We offer training either via our very effective online Teamviewer system or onsite as required. The Software System Cost includes online Teamviewer training for any number of Users but is limited to a maximum of 3 training sessions. Further online Teamviewer training sessions, whenever required, will be charged at 50.00 plus VAT per session. Onsite training can be provided, if required, at the rate of 350.00 plus VAT per day or part-day (including travelling time) plus reasonable travel expenses. SUPPORT Any new development work will be assessed and quoted for separately. In addition to this, the Annual Maintenance Charge of 10% of the original Software System Cost (included in the Software System Cost for the first year) will entitle Company to: System upgrades of Delta Shorebase, Delta-V and Autosys (not including new development work) Online response to emailed support questions Unlimited licenses to use the System Under UK Law, ownership and copyright of the System source code remains with Delta Systems. Apart from that, the Company may use the System as widely as required, without license fees. DATA MIGRATION Data from the Company s existing systems can be imported as far as possible into the SQL Database. We are highly experienced in this complicated area, having set up SQL Databases from client data held in Microsoft Access and Microsoft Excel for over 20 years. Page 9
PRICES Delta Shorebase Software System Cost The total price for provision of the Delta Shorebase System, which includes: Delta Shorebase Client (for unlimited Users) AutoSys service SQL Database Setting to work of the System Up to 3 sessions of Teamviewer online training First year s Annual Maintenance Charge 8,999 plus VAT (without the Delta Safety Management System) 10,999 plus VAT (including the Delta Safety Management System) Delta-V Software System Cost The base cost of the Delta-V System is 999 + VAT per Vessel or Site, but this price is negotiable depending on the size of fleet and nature of the assets. User License Cost Licenses for unlimited Company Users using the same SQL Database and Vessels belonging to the Company are FREE provided that the Annual Maintenance Charge is paid. Annual Maintenance Charge The first year s Annual Maintenance Charge is included in the above Software System Costs. After the first year of commission of Delta, an Annual Maintenance Charge of 10% of the original Software System Costs + VAT will be payable. This charge will entitle the Company to: System upgrades (not including new development work) Online response to emailed support questions Licenses for unlimited Company Users using the same SQL Database Training Cost The Software System Cost above includes online training for any number of Users but is limited to a maximum of 3 training sessions. Further online training sessions if required will be charged at 50.00 plus VAT per session. Onsite training can be provided at the rate of 350.00 plus VAT per day or part-day (including travelling time) plus reasonable travel expenses. Other Onsite Visits If required, these will be charged at the rate of 350.00 plus VAT per day or part-day (including travelling time) plus reasonable travel expenses. Page 10
FINALLY Some parts of the System obviously need to be discussed in more detail, for instance, User Groups and Permissions, triggers for email alerts, how data migration is to be managed etc. Page 11