AMOS Manual

7/29/2019 AMOS Manual

1/93

AMOS BUSINESS

SUITE

USER

MANUAL

VER. 8.4.11


2/93

OMCI TABLE OF CONTENTS

Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 4

Rev : 0

1

0BContents

Chapter 1: Introduction To Amos

1.1.0 What is Amos?

1.2.0 Starting the Amos program

1.3.0 The Amos User Interface

1.3.1 The Title Bar1.3.2 The Menu Bar

1.3.3 The Standard Toolbar

1.3.4 The Window Toolbar

1.3.5 Keyboard Shortcut Keys

1.4.0 Amos Speak(Terms Used in Amos)1.5.0 Codes used for Amos

1.5.1 Format of Component Code1.5.2 Format of Stock Item Code1.5.3 Format of address Code1.5.4 Format of Job Code1.5.5 Format of Work Order Code1.5.6 Format of Requisition Code

1.6.0 Filtering Data1.6.1 Sorting and Searching1.6.2 Column Ordering1.6.3 Calendar Facility

1BChapter 2: Registers

2.1.0 What is a Register?2.2.0 The Locations Register

2.2.1 Opening the Locations Register2.2.2 Creating a New location

2.3.0 The Addresses Register2.3.1 Opening the Addresses Register


3/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 4

Rev : 0

2

2.4.0 The Job Descriptions Register2.4.1 Opening the Job Descriptions Register

2.5.0 The Components Register

2.5.1 Opening the Components Register

2.5.2 Things to check/enter for a Component2.5.3 Viewing Stock Items linked to the Component2.5.4 Changing the Status of a Component

2.6.0 The Stock Items Registers2.6.1 Opening the Stock Items register2.6.2 Creating a New Stock Item2.6.3 Linking the Stock Items to the Component2.6.4 Things to check/enter for a Stock Item

Chapter 3:Maintenance

3.1.0 Hierarchy in Amos for organizing the maintenance tasks

3.1.1 How does Amos know when to schedule Jobs

3.2.0 Updating Counters3.3.0 Maintenance

3.3.1 Planned Maintenance3.3.1.1Viewing Work Orders3.3.1.2Examples of Filtering Work Orders3.3.1.3Printing a List of Work Orders3.3.1.4 Reporting Work

3.3.2 Unexpected Maintenance3.3.3 Unplanned Maintenance

3.3.3.1Creating a Work Order for an Unplanned Job3.4.0 Maintenance Log

3.4.1 Viewing Maintenance Log3.5.0 Maintenance and Repair

Chapter 4: Stock management

4.1.0 Stock management Functions in Amos

4.2.0 Stock Wanted


4/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 4

Rev : 0

3

4.3.0 Stock Transaction

4.3.1 Using Stock Transaction

4.4.0 Stock In/Out

4.4.1 Using In/Out of Stock

4.5.0Stock Control-Taking Inventory4.5.1 Printing a List to aid inventory4.5.2 Updating stock quantity after an inventory

Chapter 5: Requisitions

5.1.0 Purchase Module5.2.0 Opening the Forms Register5.3.0 Creating a New Requisition

5.3.1 Identify the Component5.3.2 Identify the Stock Items5.3.3 Stock Wanted5.3.4 Creating the Requisition Form5.3.5 Viewing Line Items for the Form5.3.6 Selecting Component5.3.7 Adding line Items to a Requisition5.3.8 Printing Requisition Forms

5.4.0 Various Steps in the Purchasing Chain5.5.0 Receiving Purchase Orders

5.5.1 Receiving Complete Purchase orders5.5.2 Receiving Incomplete Purchase orders

5.6.0 Creating a Manual requisition for Repairs

Chapter 6: Export/Import

6.1.0 Exchanging Data with the Office6.2.0 Performing the Export Operation

6.3.0 Performing the Import Operation

ANNEXURE I: PLAN OF CODES FOR OMCI FLEET


5/93

OMCI CHAPTER 1: INTRODUCTIONTO AMOS

Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

1

1.1.0 WHAT IS AMOS?

Amos is a computer-based system to assist an organization to:

Plan and report Maintenance Perform Stock control Help in Stock Purchasing Assist in budgeting effectively

1.2.0 STARTING THE AMOS PROGRAM

Double-click on the Amos Business Suite icon on the desktop This displays the Amos Logon Screen as shown

Click in the Login ID field and type in the User Name i.e., say, CE, 1AE,2AE, 3AE, MTR, COF, 2OF, 3OF. Click in the Password field and type in


6/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

2

Password (available with Master). You will see a* for each character thatyou type .

Click OK to log on and open the Amos Main window.

Why do I have to log on?

Some of the functions in Amos are reserved for authorized persons only When you Log ON you tell Amos who you are. and Amos grants you

access to only those commands that you are authorized to use.

Amos also keeps track of who performs certain actions and when. Thisassists in having a clear and secure record

1.3.0 The Amos User Interface The Amos Main Window appears as follows

The Menu Bar

The Title Bar

The Standard ToolbarThe Window Toolbar

1.3.1 The Title Bar When you first open Amos, the window that appears will have a title bar.

The title bar informs you which installation and department you are

viewing information for.

In addition to the main title bar, each window that is opened within theapplication has its own Window title Bar. These title bars always display

the name of the open window and depending on the information you are


7/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

3

viewing, sometimes extra details of the individual item displayed withinthe window.

In the above example, the Window Title bar shows that the open window

is displaying Components menu option.

1.3.2 The Menu BarThe main navigation area within Amos M&P is the menu bar below

All of the commands and functions available within the application can beaccessed through the Menu Bar.

If you click on any of the items on the Menu Bar, a list of available sub-

menu items appears beneath that menu item. if any of the available menuitems have an arrow to the right hand side, it means that there is a further

sub-menu available, which is accessed by moving the mouse pointer over

the menu line containing the arrow. the following screenshot shows theFile menu fully expanded.


8/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

4

Arrows indicate that a

sub-menu is available.

Use can be made of keyboard Short-cut keys for quick access toMenu Commands.

Each Menu item has a single underlined letter within its name. Ifyou want to select a top-level menu item such as the Stock menu,

you should press the Alt key at the same time as the S key

(usually indicated by Alt+s)

Once a top-level menu has been opened, you only need to press thekey corresponding to the underlined letter to move to the next

menu item.

The above menu selection can be achieved with the followingkeystrokes:

Alt+F(followed by) O (followed by)G


9/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

5

Then, if u want to open the Price classes window, you should pressthe E key.

NOTE: Once you open a data window, the Menu Bar changes to include

the Edit and Options menu items illustrated below.

1.3.3 The standard ToolbarAMOS M& P, in similarity to many common applications, makes

extensive use of Toolbars to make it easier for the user to navigatewithin the program. The toolbar shown below is the Standard Toolbar

and is usually placed directly beneath the Menu Bar at the top of the

application window.

As you move the mouse pointer over a button, it will appear as if it is

raised up slightly and. if u have Toolbar tips activated (menu item

Tools/Options), a small description of the buttons function will appear.

The following buttons are normally available on the Standard Toolbar:

0BButton Description Menu Hierarchy

Components Maintenance/Components

Stock items Stock/Stock items

Job Descriptions File/Open Register/Maintenance/Job

Descriptions

Addresses File/Open Register/Addresses

Functions Maintenance/Functions

Rounds Maintenance/Rounds


10/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

6

Component Hierarchy Maintenance/Components Hierarchy

Function Hierarchy Maintenance/Functions Hierarchy

Generate Work orders Maintenance/Generate work orders

` ` Report Work Maintenance/Report Work...

Work orders Maintenance/Work Order

Work Planning Maintenance/Work Planning

Requisition Work Maintenance/Requisition Work.

Purchase Forms Purchase/Forms

Procedures

Manuals

Circulars

Non-Conformity File/Open Register/Non-

Conformity

Quality Work Order

Emergency Response System

Trigger Jobs Maintenance/ Trigger Jobs


11/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

7

Reports Tools/Reports

Switch Department File/Switch Department

Help Help/Contents

NOTE: The number of visible buttons may vary depending on how the

application has been set-up and your access level within the system.

1.3.4 The Window Toolbar

When you open a window within AMOS M&P,a second toolbar, called

the Window Toolbar usually becomes available.

This toolbar, unlike the Standard Toolbar, can be different for each window that youopen(the buttons available are dependant on the functions related to the open window)

The Window Toolbar is normally found directly beneath the Standard Toolbar

The toolbar shown below is for theComponentswindow.

The Functions represented on the Window Toolbar are a mixture of the morebasic functions of the File and Edit menus combined with the most used functions

within the Options menu.

These buttons behave in the same way as the ones on the standard Toolbar withregard to the toolbar tips description appearing when you point to a button with

the mouse.

Below is a list of each button from the window Toolbar shown above.

UButton U UDescription U UMenu Hierarchy

New Edit/New Record


12/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

8

Save Edit/Save changes

Delete Edit/Delete Record

Filter File/Filter

Print File/Print..

Cut Edit/Cut

Copy Edit/Copy

Paste Edit/Paste

Details Options/Details

Requisition Work Options/Requisition Work..

Report Work Options/Report Work

NOTE: If you are viewing a window toolbar that contains different buttons to the ones

shown above you should point to the button you are interested in with the mouse pointer

and wait for the toolbar tip description to become visible.


13/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

9

NOTE: Right clicking on the toolbar will display the following pop-up menu.

Selecting Show Text, will display the names of all short-cut icons, as shown below..

1.3.4 Keyboard Shortcut keys1BPressing a single key on the keyboard or a combination of key

presses can access many of the most commonly used commandswithin AMOS M&P. These keys combinations are called Shortcut

Keys

These are the shortcut

keys required to

perform the same tasks

that are shown

Wherever you see key combinations to the right hand side of the menu options, asabove, you can use then as an alternative .if the shortcut takes the form of Ctrl+? or

Alt+? you should press the control or Alt key represented by the ? at the same time .


14/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

10

UShortcut keysU UEquivalent Action

Ctrl+F4 close (current window)

Ctrl+F Filter

Ctrl+P Print

Ctrl+X Cut

Ctrl+C Copy

Ctrl+V Paste

Ctrl_N New Record

Ctrl+S Save ChangesAlt+F4 Exit Application

1.4.0 Amos Speak(Terms Used in Amos)Register: Data existing in Amos is systematically grouped in to various Lists

know as Registers.

Location: Physical area on board where Stores/Spares are stored.

Address: These are the addresses of the various manufacturers and Suppliers

Component: it is any physical unit on board, for which a maintenance task needsto be performed and/or spares/stores for which need to be ordered..

Stock Items: These are the Spares used for Components, or Stores such as

Chemicals, Lubes, Paints, Ropes, etc. Which need to be ordered.

Job descriptions: These are the details of jobs required to be carried out on

components.

Order Forms: These are Forms for placing an order for stock items. These are of

three typesRequisition, Query and purchase order..

Work Order: Individual Job triggered by the program for a component

Transport Document: Document detailing a list of purchase orders that will bedelivered to the vessel at a particular port.


15/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

11

1.5.0 OMCI Codes used for AMOSCodes are assigned to the various registers to uniquely identify each item in a

Register and also assist in ease of data Retrieval using the Filter.

OMCI has Decided upon the following codes for identifying the various registers

in Amos, such as components, stock items, addresses, Job, Work orders, order forms andTransport documents.

Code numbers for a particular Register are unique and cannot be duplicated. if a Codenumber needs to be assigned to a new item created in a Register, the user must determine

that the code number does not already exist in the register..

1.5.1 Format of a Component Code:Component codeXX. ####

Numerical code in

hierarchical order denotingparent components and sub-

components..

Alphabetical code

denoting system.eg: BB-bilge and

ballast.

LS-Life savingSystems

Examples of Component code: ME.000, ME110

2BThe standard alphabetical codes for components are as shown in the ANNEXURE 1


16/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

12

1.5.2 Format of Stock Item Code:Stock Item CodeXX.####.###

Component Spare part numbers in

code numerical sequenceExamples of Stock Items Numbers: ME110.001, ME110.002

1.5.3 Format of address code:Address Code### XXX

Numerical Code Alphabetical code(which may be the

initials of the makers Name)Example of Address Code: 226 JRC for Japan Radio company..

1.5.4 Format of Job Code:Job codeXX ####

Alphabetical Code Numbers in numerical sequence001,002 and so on

Examples of job code: C012-check job

RO 050 a job routine.

The standard Alphabetical Codes for Job descriptions are as

follows:

C- Check

I-Inspect

L-lubrication

M-Measurement

O-Overhaul


17/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

13

OC-Oil Change

R- Renew

RO-Routine

RT-Retention

S-Survey

T-Test

W-Wash/clean

1.5.5 Format of Work Order Code:Work Order Code..XXXX.##.##.#### Sequential No.

(automatically

GeneratedDept.No.Year

Alphabetical Code

(based on Name of Vessel)

Example Of Work Order code: SANJ.02.01.0010-a Work Order CodeNumber for the vessel San Jacinto

1.5.6 Format of Requisition Code:Requisition Code.. ####.##.###.XX.######

Sequential No.Starting from001YearAlphabeticalCode Based on

Name of Vessel

PO Number

Alphabetical

code as per LMSExisting Format

(refrer Annexure

III)

Example of Work Order Code: SANJ.02.002.ES-a Requisition Numberfor the vessel San Jacinto


18/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

14

1.6.0 Filtering dataA filter window is displayed whenever you wish to view a Register or any

list. This Filter window enables you to view only the data you want to see.Judicious use of the Filter can help in reducing frustration involved in

scrolling through the data, trying to find the entry that is of interest to you.

Detailed Use of the Filter window is explained in the sections for thevarious Registers.

1.6.1 Sorting And SearchingApart from using filters. You can sort entries in data returned by a

search, by clicking on the column headers.

The columns that you see in the Data Area are fully sort able and

an arrow icon in the column header indicates their sort state.

1.6.2 Column OrderingMany of the screen displays within AMOS contain multiple

columns. Sometimes these columns may not be visible at the same

time and the information in the columns may be cropped, evenwhen the window has been maximized (see below)


19/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

15

To make it easier for you to see the information that you really want, you can

change column widths and the order in which the columns appear using drag and droptechniques

To alter the width of a column you should move cursor to the vertical line at theside of the title of the column you wish to alter until the cursor changed to be a bold

vertical line with arrows on either side of it:

Once the above symbol is visible, you can left-click and drag it sideways untilyou have the desired column width and then release the mouse button


20/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

16

To move a column that is not visible, even after maximizing the window, do the

following

Find the Column by scrolling to the right of the window.

Left-click the Title of the column, drag the column to the place where you wantthe column to be and release the mouse button..

1.6.3 Calendar Facility

Double-clicking or pressing F2 in any date field brings up a calendar, from

which you can choose the date to be inserted in that field.

In addition to the arrow buttons, the following commands are available:

Ctrl-Left(Right) Arrow - Previous (Next) Year

Shift-Left(Right)Arrow - Previous(Next) Month

Up(Down)Arrow - Previous (Next)Week

Left(Right)Arrow - Previous(Next) Day

Enter - Accept selected date

Alt-F4 - Close calendar

If you prefer to type the dates in manually, you can do so by typing two digits each for

the day month and year with space

Due Date : 15 04 00

When you enter the date information in this way, the date field will automaticallyadjust to the default view when you press enter or move to another Field.


21/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 15

Rev : 0

17

The format of the date within AMOS is controlled by default. Within yourOperating System.


22/93

OMCI CHAPTER 2: REGISTERS

Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

1

2.1.0 What is a Register?

Data existing in the Amos database is systematically grouped in to various Lists

knows as registers.

Following are some of the registers.

Components, Stock items, Addresses, Locations, Rounds.

Data needs to be entered in the Registers first, which can then be linked to eachother.

2.2.0 The Locations register

This Register lists the different places where you keep your Stock.

All the storage areas on board should be listed here.

A location can be assigned to a Stock Item only if it is listed here.

2.2.1 Opening the Locations RegisterClick File/Locations

The following Locations window is displayed.


23/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

2

The + sign besides some of the Locations indicates that there are some Sub-

locations under these.

The sub-locations can be seen by clicking on the + sign

2.2.2 Creating a New locationIn the Locations window, select the location under which you want to createthe new location.

Click on the New icon in the second toolbar.

The following Location details window is displayed

Enter the Code for e.g. B7

Enter the Location Name .for e.g. Box 7

Click Ok

Save

If the new location is a root location, check the Root Location option in the

Location Details window,

2.3.0 The Addresses registerThis register is used as an Address book.

This consists of a Code and the full address information of all the

Manufacturers and Vendors.

After entering all the Manufacturers here, these can then be linked to thevarious Components and Stock items.


24/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

3

2.3.1 Opening the Addresses RegisterThe Format of the Addresses Code is as follows

Address Code.9 XXX XXX XXX

Alphabetical Code Country City

Example of Address Code: 9 ANS USA WIS for ANSUL INCORPORATED

Click File/Open Register/Addresses or click on the Addresses icon

A Filter Window is displayed as follows.

In the Filter Window enter relevant details to view a particular address orclick on Ok to view the entire list.

For Instance you may enter 9 T in the Code field and click on Ok.Thiswill display a list of all Addresses created in the office with code

beginning with T.

To display the Address Details for the Maker Taiyo electricManufacturing Co, enter %taiyo% in the Name Field and click on OK.


25/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

4

The % character is a wild card and stands for any letters or words whichmay be present before or after taiyo entered in the Name field.

2.4.0 The Job Descriptions register Click File/Open register/Maintenance/Job descriptions in the Menu orclick on the Job Descriptions icon in the second toolbar.

You are faced with the following Filter

The Format for the Job descriptions Code is as follows

Job CodeXX ###

Alphabetical Code Numbers in numerical sequence.

Examples of Job Code: C 012- Check job

RO 050- A job Routine

The standard Alphabetical codes are as follows:

C - Check

I - Inspect

L - Lubrication

M - Measurement

O - Overhaul

OC - Oil Change

R - Renew


26/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

5

RO - Routine

RT - Re-Tension

S - Survey

T - Test

W - Wash/Clean

Fill in the relevant details in the filter to view a particular group of jobs or click

OK to view all the Job descriptions.For Instance, to view only lubrication Jobs enter L in the Job code field and clickOK.

The following window is displayed.


27/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

6

2.5.0 The Components Register

The Components Register is the Hub around which all the data in the Amosrevolves.

A Component is any physical unit on board, for which a maintenance task isperformed or spares/Stores need to be ordered.

2.5.1 Opening the Components Register Click Maintenance/Components or click on the Components icon.

You are faced with the following filter window.

The format for the components code is as follows

Component Code. XX.###

Alphabetical code denoting Numerical code in hierarchical

System E.g. Order denoting Parent Components andBB-Bilge and Ballast sub-components

LS-life saving systems


28/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

7

Examples of Component Code: ME.000, ME110

0BNOTE: The standard alphabetical codes for components are as shown in ANNEXURE I

In the Filter Enter the first part of the code, say ME or CH and so on to display all thecomponents in that Group or System.

For instance, to view the Components in the Cargo Handling System, enter CH in theCode field of the Filter and click OK.

This will display the list of all Components in the Cargo Handling System. I.e.

Components with Codes beginning with CH.

If you want to see the Component Scavenge Blower which exists in the Main Engine,enter ME in the number field and enter %SCAV% in the Name field as shown and click

OK.This will display a list of components with the word SCAV in it.


29/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

8

This effectively lowers the number of components displayed in the list and avoids

frustration and wastage of time involved in scrolling through a long list of components.

NOTE: the % sign is a wildcard to represent characters which may be present before or

after the word that you are looking for instance, if you are looking for the CargoHandling System Stripping Pump, enter CH in the number field and % Strip %in the

Name field of the Filter.

2.5.2 Things to Check/Enter for a Component

Check that the Maker is selected.

If no Maker is assigned, click on the magnifying glass icon to the right of MakerField.

The Filter window for the Addresses register is displayed as follows


30/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

9

Enter part of the name of the Maker in the Name field, using the wildcard character %as shown above n click OK.

This displays a select window as shown

Select the appropriate Maker and click OK.Clicking on OK the Details button shows the detailed Address of the Maker

Ensure that the Type (Model) is entered.

Ensure that the Serial No. is entered.

Click on Options/Details. Ensure that the Technical Specifications are entered fromthe manual.

NOTE: When raising a requisition, ENSURE that the above have been entered for the

Component, whose Stock Items you wish to requisition.


31/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

10

When the Requisition form is printed, the maker, type and Serial No. Are picked up from

the component . If this date is incomplete a lot of time is wasted and the spare might notbe connected to the vessel on time.

2.5.3 Viewing Stock Items linked to the ComponentStock items that are linked to the Component can be viewed in the following manner.

Select the Component whose attached Stock Items are to be viewed.

Click on the Parts tab.

This will display all the parts that have been Linked to the Component.

NOTE: This is a good place to view what Stock Items you have and what is ROB.

2.5.4 Changing the Status of a ComponentOne of the Details that is displayed in the Components Register is theStatus of the component


32/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

11

This appears in one of the Columns displayed in the List and can beviewed by scrolling horizontally.

By Default, the Status is Available

2.6.0 The Stock Items RegisterThis register consists of a list of all the Spare Parts and various

information pertaining to them.

2.6.1 Opening the Stock Items RegisterClick on the Stock Items icon in the Toolbar or Click

Stock/Stock Items.

The Filter window is displayed as follows


33/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

12

The Format of the Stock Item Code is as Follows:

Stock item code. ##. XXX.XXX

Component code Spare Parts Numbers in Sequence.

In the Filter, enter relevant data to view a list of Stock Items.

For instance,a) if you want to view the Stock Items linked to a Component ME.116,

enter the code of the Component i.e. ME.116 in the Number field of the

Filter and click Okb) If you want to filter out all the Stock items named O-ring and linked to

the Component ME.116, do the following

In the Number field of the Filter, enter the Component code ME.116

and enter %O-Ring% in the Name field of the Filter. Click Ok.

This will display a list of stock items for ME.116 Component and havingthe string O-Ring in its name

Thus an effective combination of the various fields in the Filter will aidin reducing the number of Stock Items displayed in the list.

2.6.2 Creating a New Stock ItemClick on the Stock Items icon.

In the Filter window, enter the Number of the Component for which youare creating the Spare part, For instance, if you are entering a new Spare

part for the Component ME.116, enter ME.116 in the Number field of thefilter window and click Ok.

This will display a list of Stock Items for the Component ME.116. Clickon the new icon in the second Toolbar or click Edit/New Record. The

following window is displayed.


34/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

13

Enter the following Details

a) Number: Enter the Stock item Code Number.b) Namec) Select the Maker by clicking on the magnifying Glass.d) Makers Ref: Enter the Part No.e) Stock Unit: Select the Stock Unit from the drop-down list by clicking on

the down arrow.

f) Stock Class: select the Stock Class from the drop-down list by clicking onthe down-arrow

g) Working seth) Location: Click on the Location Hierarchy icon to the right of the

Add tab. Select the location. Save

i) Current Stock:Enter the ROB and Click on Save.


35/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

14

Click on the default Button to indicate Default Location. Save. this will

place a Flag next to the Location.

2.6.3 Linking the Stock items to the ComponentAfter creating a new Stock Items. The next step is to Link the StockItemto the Relevant Component.

Click in the Checkbox next to the Stock Item in the List, as shownbelow.

Click on Options/Link to a Component.

Enter the Component Number and Click on Ok.

NOTE: Linking a Stock Item to a Component allows the attached Stock Items to be

seen from the Components register by clicking on the Parts tab.

This is useful, as the Current Stock and Working Set can be easily seen,

without going to the Stock Items register.

2.6.4 Things to Check/Enter for a Stock Item.The Name of the Stock item should be entered as per the Spare Partsmanual.

The Makers Ref. should contain the Part No. As mentioned in the SpareParts Manual.

A Location should be assigned.


36/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 24

Rev : 1

15

A relevant Stock Class should be selected

NOTE: When raising a requisition, ENSURE that the above have been entered for the

stock Items, which are to be ordered.

When the Requisition form is printed, the above data is picked up from the Stock

Items Register.

If this data is incomplete, a lot of time is wasted and the spares might not beconnected to the vessel on time.


37/93

OMCI CHAPTER 3: MAINTENANCE

Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

1

3.1.0

Hierarchy in Amos for organizing the Maintenance Tasks.

Component: It all begins with the Component for which the Maintenance Job is to be

carried out.

Job: Jobs are linked to various Components defining the Maintenance and the periodic

frequency at which they are to be carried out.

Work Orders: Amos uses Work Orders to describe which Jobs need to be carried outand when.

Reporting Work: after completion of the Jobs the concerned Work orders have to bereported back along with the last done Date, Stock items (if any), History, Last done

Counter (if applicable).

This updates the records automatically.

Updating counters: The Component Counters have to be updated every Sunday Noon..

3.1.1 How does Amos know when to schedule Jobs:Every periodic Job linked to a Component has a periodic frequency, either in

weeks/months or a Working Hours counter, attachted to it.For instance, if a job is to be carried out every 4000 hours. Amos starts counting the

Hours as soon as you Report that the Particular job is done, When the 4000 Hours

approaches, this Job comes up when you Print Work Orders due for the coming period.Amos counts time by itself but it also requires that the Component Running Hours are

updates on a regular basis.

3.2.0 Updating CountersClick on Maintenance/Counters/Update

The following Filter Window is displayed.


38/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

2

Click OK to see the entire list

The list displayed will be as follows.

Select a particular component in the list whose counter is to be updated, by

clicking on it.

In the Current Value column, enter the latest counter. The Date Read is

automatically entered as the Current Date.

Update all the Counters and then save.

All counters dependent on these counters are also automatically updated.


39/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

3

3.3.0 Maintenance

All Maintenance on board can be categorized as Planned Maintenance,

Unexpected Maintenance and Unplanned Maintenance.

a) Planned MaintenanceAll the Periodic Jobs, which are to be done on the Components at a pre-defined

Periodic frequency, come under this category.

b) Unexpected MaintenanceBreakdown jobs that are normally part of Planned Maintenance and for which a

Work Order Exists (but with a Due Date in the future), fall in this category.

For instance, a breakdown of a Main Sea Water Pump needs the pump to beoverhauled.

A Work order already exists for the Overhaul Job as part of the planned

Maintenance, although the Due Date may be in the Future.

c) Unplanned MaintenanceAny maintenance that is not part of a Planned routine and for which no Work

order exists, falls in to this category.

For instance, a leaking sea water pipe needs to be repaired.No work Order exists for such a Job. Also there is no frequency for such jobs.

This job can be categorized as Unplanned Maintenance.

3.3.1 Planned Maintenance3.3.1.1Viewing Work Orders

In the Menu click Maintenance/Work Orders

The following Filter is displayed.


40/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

4

NOTE: Optimum use of this Filter enables you to see only the work orders that you need

and not the entire list of work orders.

Planning Section:

Due Now: Selecting this option and clicking on OK will display a list of Work Orders

having Due Date as Current Date,

Overdue: Selecting this option and clicking on Ok will display a list of all Work Ordershaving a Due Date less than the Current date.

Due This Week: Selecting this option and clicking on Ok will display a list of all Work

Orders having a Due Date in the Current week between Sunday and Saturday.

Due Next Week: Selecting this option and clicking on Ok will display a list of all Work

Orders having a Due Date in the next week between Sunday and Saturday.

Due Between: Entering Dates in the two fields and clicking on OK will display a list ofall Work Orders having a Due Date between the entered dates.

Component: Entering a Component Number and clicking on Ok will display a list of allWork Orders for that Component.

Only Disciplines: Selecting a Discipline and clicking on OK will display a list of allWork Orders having the selected discipline attached to them. (We are only using CHIEF

ENGINEER and CHIEF OFFICER for filtering Engine and Deck jobs respectively.

Only Job Classes: Selecting a Job Class and clicking on Ok will display a list of allWork Orders having the selected job class assigned to them.


41/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

5

Clicking on the Advanced tab will display the following:

Include Work Orders of Status:

By default, all Work orders have a Status of Issued

After a Work Order is reported, the Status changes to Completed and Filedselecting the relevant Status and de-selecting the others and clicking on Ok will display a

list of all Work Orders having the selected Status.

Include Work Orders of Type:

By Default all Types are selected.

Selecting particular Type and de-selecting the other types and clicking on Ok will

display all Work Orders of the Selected Type.

Maint. Criteria:

Following are the Maint.Criteria included


42/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

6

Maint. Criteria are assigned to an Unplanned Work Order to categorize whether a

Work Order is part of a Running Defect List or part of a list of Vetting Deficiencies.

Selecting a Criteria and clicking on OK will display a list of all Work Orders

having a Maint. Criteria as the selected Criteria.

Work Classification:

Unexpected Work Only: This option is selected for Unplanned Work Orders selecting

this option and clicking on OK will display a list of Unplanned Work Orders.

Maint. Type / Maint. Cause: selecting a type /cause and clicking on OK will display a

list of all work orders assigned the selected type / cause.

Following are the options available for Maintenance Cause

Priority:

Work Orders for Planned Maintenance have a default Priority of 5.

Unplanned Work Orders are automatically assigned a Priority 4 when they are created.Work Orders having a Priority between the Priorities entered in From Priority and

To Priority Fields are displayed.

Note: normally a combination of above options is used to Filter out the Work Orders .


43/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

7

3.3.1.2Examples of Filtering Work Orders:a) Normally on Sunday the first thing to do would be Update Counters. In the Filter for Work Orders, select the following:For Deck Work Orders select 2 . CH.OFFICER under Only Disciplines For engine Work Orders, select 8 CHIEF ENGINEER under Only Disciplines In addition to the above select Overdue and Due this Week Click OKThis will display a list of Work Orders for Deck or Engine jobs which have a due date

less than todays date and also falling due in the Week.

b) If you wish to view Work Orders for the Component ME.116, Enter ME 116 in the

Component field of the filter and click OK.

c) If you wish to view Work Orders for Survey Jobs for Engine falling due in the period

5/1/02 to 11/30/02 does the following:

Select SURVEY in Only Job Classes Select 8.CHIEF ENGINEER in Only Disciplines Enter the above dates for Due Between in the Planning section .Click OKd) If you wish to view the SUPDT. WORK LISR having Due Date between 1/1/02 and

6/30/02, Do the following In the filter, Put the dates in Due BetweenClick on the Advanced Tab In the Drop Down list for Maint. Cause, select SUPDT. WORK LIST and click OK.e) If you wish to see the Work Orders fro the round Jobs Due this Week, do the

Following:

In the Filter, select Due This Week in the Planning sectionClick on Advanced tab.De-select Periodic and Requisition in the Include Work Orders of Type section.Click OK.In all the above cases, a Work Orders window similar to the one shown below is

displayed.


44/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

8

To view the details of Work Order, Select it by clicking on the Work Order in the list

The details for the selected Work Order are displayed in the Top Half of the window.

Number displays the code for the Work Order.

This is automatically generated

The format for the work Order Number is as followsFormat of Work Order Code:

Work Order Code. ####.##.##.#####

Sequential noautomatically

generated

Year

Alphabetical Code(Based on Name of

Vessel Dept. no


45/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

9

For instance, in the above window the number for selected Work Orders isAPAR.10.01.0002

APAR stands for the Name for the vessel Prem Aparna

10 is the year 201001 is the department no

0002 Is the sequential number of the work Order in the year 2010

Title - is a short Description of the Job For component The Component on which the job is to be done Frequency The frequency at which the job is to be done. This may be in

weeks/Months or working Hours. Priority Normally 5 for planned Work Orders and 4 for Unplanned Work Orders. Window Days before the Due Date that the work Order will appear in the Due

list. This is used for giving an advanced warning that a job is coming up. Useful incase of Survey Jobs.

Maint.Criteria if Maintenance Criteria has been assigned to a work order when itwas created, this is reflected here. Used mainly for Unplanned Work Orders.

Resp. Discipline Discipline responsible for carrying out the Work Order.NOTE: In our Databases, only the disciplines 2.Ch.OFFICER and 8.CHIEF ENGINEER

Are assigned to the Work Orders, primarily for filtering out the Deck and Engine Jobs

respectively.

Unexpected Work This option is selected when an Unplanned Work Order iscreated.

Maint. Type /Maint. Cause Normally selected as Routine Maintenance andPlanned Maintenance respectively for all Planned Jobs.

Filed All work Orders are Automatically Filed when they are Reported Status All work Orders have a status of Issued when they are created They have a

Status of completed when they are Reported

Type This is periodic for all Planned work Orders, Requisition for UnplannedWork Orders and : Round for Work Orders for round Jobs.

3.3.1.3Printing a list of Work Orders In the Work Orders window, select the Work Orders to be printed by clicking on the

Check boxes to the left of the Work Orders in the list.

Normally you would want to select all the Work Orders in the list. Click on Edit / Select All


46/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

10

Click on Print icon in the second tool bar. The following displayed.

In the Print Work Orders windows, click on the radio button to the left of the list inthe Output Format section.

Click on the Print Preview to view the list on screen. Click OK to Print out the list on Printer


47/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

11

3.3.1.4Reporting Work

All the Work Orders, which are completed i.e., the jobs are done, have to beReported in Amos.

Work Orders can only be reported one at a time. Select Work Orders to be reported by clicking on it. ClickOptions/Report Workin the Menu. The following Report Work window is displayed.

Details Enter the date on which the job was completed in the Date Done field. Enter the Working Hour Counter of the Component at which the Job was done (the

working Hours Field is only displayed if the Component has a Counter Attached to it) Tick in the Unexpected Work check box , If the Job is an Unexpected Job (i.e. a

job for which Work Order existed and is done before the Due Date)

0BHistoryClick on the History Tab. The Following window is displayed


48/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

12

Click in the white section Enter a detailed description of Job done. Stock Used If any spare parts have been used , click on the stock used tab the following window

is displayed .


49/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

13

Click on the new icon on the second Toolbar. This will create a new entry

Under Item No. enter the component number, the Stock item from the List That isdisplayed

Enter the Quantity Consumed. For instance, If you wish to report Stock Items consumed for component ME.116,

enter the component number ME.116 in the Item No. and click on the magnifyingglass icon. This will display the list of Stock items for the Component ME.116. Select

the Stock Item and click on OK Enter the Consumed quantity.

Save by clicking on the Save icon in the second Toolbar.NOTE: ensure that all the details, as explained above, have been entered before saving.

Once a Work Order is Reported , the following things happen .a) A new Work Order for Job is automatically created.b) The status of the Reported Work Order changes to Completed and its is

automatically Filedc) The Reported Work Order can now be viewed in the Maintenance Logd) The Current Stock for the consumed stock item is automatically updated.


50/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

14

3.3.2 Unexpected Maintenance Breakdown jobs, that is normally part of planned Maintenance and for which a work

Order exists (but with Due Date in future), Fall in this category.

Consider an example of breakdown of AUX COOLING SW P/P NO. 1 This P/p needs to be overhauled. A Work Order for the overhauling of this p/p already exists, as it is part of the

Planned Maintenance Schedule.

The first steps is to Identify the component Number for AUX COOLING SW P/PNO.1

Click on the Component Register Icon. In the Filter enter CW in the Number field

and click. Select the required p/p and note the component Number, for instance CW.208 Click on Maintenance/ Work Orders In Filter enter CW .208 in the Component

field and click OK.This will display a list of Work Orders for the component CW.208 as shown.


51/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

15

Note that the Due Date is in future .you are doing this job it is due.

Select the Work Order for the Job of Overhauling and Report it as explained.

1BNOTE: while Reporting the work order remember to click in Unexpected Work

check box to select it. In the Report Work window.

3.3.3 Unplanned Maintenance Any maintenance that is not part of planned routine and for which no Work Order

exists, falls in to this category. Such as defect list for vessel, supdt. Work list, etc. All Maintenance carried out on board can and must be Reported in Amos.

Thus record of the Maintenance is maintained.

If a job is not part of the planned Maintenance, no Work Order exists for this Job.Any job that needs to be recorded in Amos needs a Work Order.

Hence, the first step is to create a Work Order for an Unplanned Job.3.3.3.1Creating a Work Order for an Unplanned JobIdentify the Component

First, The Component on which the job is to be carried out needs to be identified. Let us consider an example of an Unplanned Job where a leaking Sea Water pipe

needs to be repaired.

The Component is found in the following manner:Click on the Components Register icon

In the Filter, Enter CW (for Cooling Water System) in the Number Field and%pipe% in the Name Click OK. The Following window is displayed.

OR

Find the Component, Select the Component, right click on it. Click report Work.Then click next.


52/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

16

Select the Component by clicking on it in the List.

Click options / Requisition Work . The following Requisition Work isdisplayed.


53/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

17

Enter Details as explained below and click OK.

WO No: This Number is Automatically generated.

Title: Enter a short Description of the Job.

Component: The Component Number is automatically entered

Unexpected Work: This option is to be selected by clicking in the check box

Planned start: Enter the Date on Which the Job is scheduled

Priority: It is automatically set to 4

Discipline: Select the appropriate Discipline (Chief Engineer or Ch.Officer)

Maint. Criteria: Select the appropriate one from the drop down list if the job is partOf a Superintendent Work List, Select SUPDT.WORK LIST


54/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

18

This creates a Work Order for the Job

This Work Order can be viewed and reported as explained in 3.3.1.1 and 3.3.1.4NOTE: Since this is a one-time Job no new Work Order is generated for an Unplanned

Work Order.

3.3.0 Maintenance LogMaintenance Log is a record of all completed and filed Work Orders. This is the Place

where records of Maintenance carried out along with History and Stock Used can beviewed.

3.4.1 Viewing Maintenance Log Click Maintenance/ Log The following Filter window is displayed.

Of the various fields in the Filter, the most often used are component and PeriodStart and Period End in the Reported in Period section.

Component: Enter the component Number and click OK This will display a list ofcompleted and filed Work Orders for the component.

Period Start /Period End: Enter the two dates and click OK. This will display a list ofWork Orders whose Date Done falls between the period Start and Period End

dates.A List similar to the one shown below is displayed.


55/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

19

NOTE : The list can be sorted by clicking on the Date Done to arrange the list

according to descending order of date .

History To view History, Select a Work Order by Clicking on it and ClickOptions/ History.

Stock Used: To View Stock Consumed for carrying out the job, Click Options/Stock Used

Counter Readings: To view the running Hours at which a Counter Related Job wascarried out click Options/ Counter Readings

The Counter Readings Window as shown below is displayed


56/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

20

3.5.0 Maintenance & RepairGeneral

All M & R activities must be recorded in AMOS.

For any Item landed ashore or any Maintenance carried out on board by a Technician,

The following needs to be created to be done in Amos:

An Unplanned Work Order needs to be generated to report the maintenance carriedout.

A Manual Requisition needs to be created to account for the expenses involved.For instance consider the case where the motor for Aux. Blower needs to be landed for

re-winding

First, identify the component. Click on the components Register icon. In the Filter,Enter AC in the Number Field (for Air Conditioning) and %Air Conditioning% in the

Name field.

The Following components list is displayed.


57/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 21

Rev : 1

21

Select the component and click on Options / Requisition Work. The followingRequisition Work window is displayed.

Enter the Title Click in the Unexpected Work check box Enter the Planned Start Date. Select Discipline(Chief Officer or Chief Engineer)

In Maint. Criteria, select BREAKDOWN

Click OK This creates a Work Order for the Job This Work Order can be viewed and reported as explained in 3.3.1.1 and 3.3.1.3NOTE: since this is a one-time Job, no new Work Order I s generated for an unplanned

Work Order


58/93

OMCI CHAPTER 4: STOCKMANAGEMENT

Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 6

Rev : 0

1

Amos assists in effective and automatic management of stock items onboard by keeping a

track of various stock transactions carried out. Amos adds items to stock when they are Purchased and Received Amos removes items from stock when Work reports in Maintenance Show that stock

Items are consumed.

4.1.0 Stock Management Functions in Amos

The Stock Menu leads you to the following windows to deal with stock Management.

4.2.0 Stock Wanted

The stock wanted window offers you a complete overview of your current stock. It also is the first step in setting up a requisition. (Refer 5.1.2.4).

4.3.0 Stock TransactionsUsing the Stock Transactions window, you can see a log of what is recorded as Moving

in and out of Stock through the Maintenance and purchasing functions.

4.3.1 Using Stock Transactions Click stock/Transactions you are faced with following Filter window.

You may fill in details in any of the fields to see the stock transaction you areinterested in.

Item Number: If you know the Stock Item Number whose transaction youare interested in, enter this Number. Incase you are unsure

Of the stock Item Number, select it by clicking on

Magnifying glass to the right of the field. Component: Enter /select Component for which Stock transaction is to

Be viewed.


59/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 6

Rev : 0

2

Job: Enter /select the Job Description for which the StockTransaction was carried out.

Work order: Enter /select the Work Order Number involving the stockTransaction you want to view.

Period Start /: Enter the Period Start and Period End Dates to viewPeriod End all stock Transaction.

NOTE: You do not need to fill in details in all the fields of the Filter Window Only

Specify criteria necessary to show you the list you want to see.

Click OK .The Stock Transactions window similar to the one below is displayed.

Select the Stock Transaction you are interested in by clicking on it in the list andhighlighting it . The details are displayed in the upper half of the window.


60/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 6

Rev : 0

3

4.4.0 Stock In /Out Most Stock Transactions are related to either a maintenance action or a Purchase

form. These are registered either as Used(due to consumption while reporting aWork Order) or as Purchased (due to receipt of a purchase order)

However, in some cases you may have to enter Stock In or Out Manually .Forinstance, consumption of paints /chemicals /lubes. There are no existing Work orderswhere their consumption can be reported.

NOTE: The current Stock for the above stores Items needs to be updated at the end of

ever month.

4.4.1 Using In / Out of StockFirst identify the components fro the Stock items for which consumption is to berecorded.

For instance, the Component for chemicals could be ST.300, For Paints ST.700 And

For Lubes ST.750

Click Stock/ In/Out of Stock in the Menu .The following window is displayed.

Enter the stock Item Number whose transaction is to be registered. Enter theComponent Number, for instance, AE .002.001 and click on the magnifying glass

icon .A list similar to the following is displayed.


61/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 6

Rev : 0

4

Select the Stock item and click Ok

Enter the Quantity

Enter the Transaction Date.

Select the Trans. type by clicking on the down arrow next to the field.

For instance: Used, purchased, and so on.

4.5.0 Stock Control - Taking Inventory

An Inventory is taken at regular intervals to ensure that the actual Stock matches

The Current Stock records in Amos.

Sometimes the Spare Parts used during Maintenance may not be reported to AmosThis leads to difference in the actual Stock and the Stock record in Amos.

Stock Control helps to update Stock records so that minor differences do not add.

Up overtime leading to invalid Stock records

First an Inventory list is printed from Amos as an aid to doing the Inventory.

Then an actual physical count is done of the Stock items on board.

The Actual ROB is then entered in the Stock Control window.

Note These quantities are automatically given a Transition type Lost or Found

depending on whether the existing quantity is increased or decreased.


62/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 6

Rev : 0

5

4.5.1 Printing a list to aid InventoryAmos assists the User in taking Inventory by allowing Sorting of the Parts by

Location.

Click Stock/Control in the Menu. The following Filter window isDisplayed.

NOTE: if you want a list of Stock Items in a particular Location, select this Location in

Name.

Click on the icon at the end of the Name field. A Locations window similar to

the one shown below is displayed.


63/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 6

Rev : 0

6

Select the Location and click Ok.

Select include sub-locations in the Filter.

Click Ok to view a list of Stock Items in the Location Selected.

To print the list, Click File/Print in the menu.

4.5.2 Updating Stock Quantity after an Inventory. Open the Stock Control window.

To Update the Stock Quantity, Click the particular Stock Item and enter thecurrent ROB in the In Stock column.

Click the Save Icon in the second toolbar or click Edit/Save changes.


64/93

OMCI CHAPTER 5: PURCHASEMODULE

Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

1

5.1.0 Purchase Module

All Purchase activities need to be carried out only in Amos.

NO REQUISITIONS WILL BE PROCESSED IN EXCEL

2BNOTE: Requisitions in any format, other then in Amos, will not be processed.

5.2.0 Opening the Forms Register Click Purchase/Forms

The Following Filter is displayed.

Click on OK to view all the Forms.

The list of Forms is displayed, as shown.


65/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

2

Following are the Details that can be viewed in the Forms window.

Number

The Format of Numbering Forms is as follows.

Format of requisition Code:

Requisition Code ####.##.###

Alphabetical

Code Based on SequentialNo. starting

from.001

year

The number is automatically generated.


66/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

3

Title- Enter a short Description for the Form, for instance, MAIN ENGINE SPARES.Vendor-This is the Address of the Supplier and will be entered by the office.

Budget Date- Automatically assigned as the Created Date.

Budget Code: The various Categories of Purchases are assigned various Budget Codes.

For instance, the Deck Stores-Consumables have a Budget Code-511000.This is

Selected by the Office.

Cost Overview- This section shows the total cost of the Purchase Order and the Currency

The Office enters this.

Created- The Created Date is automatically entered when the Requisition Form isCreated.

Approved- Before Converting a Form to a Purchase Order, it first needs to be approved

by the Superintendent. When a Superintendent grants approval the date is automaticallyEntered there.

Ordered- Once a Form is converted to a Purchase Order, the Office enters the Ordered

Date here.

Confirmed- Once the Vendor confirms delivery of the Purchase Order, the Office entersthe date here.

Received- After a Purchase order is delivered to the ship, the Current Stock of theReceived Stock needs to be updated by carrying out the Receive operation on the

Purchase Order. This date is automatically entered there.

Confirmation Ref:- This is a Reference Number given by the vendor, on accepting thedelivery of the Purchase Order. The Office enters this

Details- Click on Options/Details. This opens the Full Description window. Enter anydetails pertaining to this particular Requisition Form, here.

5.3.0 Creating a New RequisitionA Requisition is a purchasing form that is created by the vessel and sent to the

Office. The Requisition tells exactly what goods are wanted. And in whatquantities.

5.3.1 Identify the ComponentThe first step in creating a Requisition is to identify the Component for which the

Spares are needed.

Click Maintenance/Components or Click on the Components icon.

You are faced with the following filter window.


67/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

4

NOTE Let us raise a Requisition to order Spares for the MAIN COOL. F.W. PUMP

Enter CW in the Number field of the Filter. Click Ok.

The Following Components List will be displayed.


68/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

5

The important step here, is to check the followingMaker- Check that the proper Maker is selected, if not refer to 2.5.2 9(a) and

select the Maker.

Type- Ensure that the Model number is entered.

Serial no- Ensure that the Manufacturers No. is entered.

Details - Click Options/Details. Ensure that the technical specifications are entered

NOTE: When the requisition form is printed out, data for Machinery for Which spares

are to be ordered is picked up from the Maker, Type and Serial no. Fields Hence it is

imperative that these are entered prior to creating the Requisition.

5.3.2 Identify the stock Items Click on the Parts" tab in the Components window. The linked list of Stockitems is displayed as follows

Select the required part by clicking on it. The Instock (ROB) quantity is also visible here. Click on the View buttonThe following Stockitem window is displayed


69/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

6

Check that the following have been entered for the Stock Items that are to be ordered .

Name Ensure that the Name is as per the spare parts manual.

Makers Ref Ensure that the part no. is entered as per the spare parts Manual .

Location Ensure that a location is assigned. Click on the Location Hierarchy Icon

to the right of the Add tab. Select the location save.Stock unit Ensure that the proper stock Unit is selected. This is important in the case of

Stores Stock Items.

NOTE: When the Requisition form is printed out, Data for the line Items which are to be

ordered is picked up from the Name, Makers ref, Location and Stock Unit Fields Hence,

It is imperative that these are entered prior to creating the Requisition.

NOTE: If a Stock Item does not exist, a new one needs to be created as explained in 2.6.2

5.3.3 Stock Wanted The next step is to tell Amos how much you want. Enter the required quantity in the Wanted field Save and close the window. Follow the same process as above for all the items

required

5.3.4 Creating the Requisition Form The next step is to create the Requisition Form. Click Purchase / Forms


70/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

7

In the Filter, Click OK to display Forms Windows.

Click on the new icon to create a new Form. The following Form Creation window is displayed.


71/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

8

Click OK Enter the range as CW to CW The Create Forms (Automatic) window is displayed. Number- the requisition Number is automatically generated. Title-Enter an appropriate Title.

For instance, SPARES FOR MAIN COOL. F.W. PUMP.

After entering the above, Save.5.3.5 Viewing Line Items for the Form. In the Forms window highlight the form by clicking on it in the list . Double clicking on this Form will open the line Items Windows or click

options/line Items.

5.3.6 Selecting Component In the line Items window, highlight a line Item. In the component field, enter the component number CW.110 The Component needs to be entered for all the line items.NOTE: Component has to be entered for all the line items as Spares are being ordered

for machinery.

DO NOT select a component when ordering for stores.


72/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

9

5.3.7 Adding Line Items to a Requisition After creating a requisition, as explained above if you realize that a few more line

Items need to be added, it can be done in the following manner.

In the line Items window, Click on new icon. In the Part No. field enter, say CW.110 and Click on magnifying glass icon to the

right of the field. This will display a list of the stock Items for components CW.110 Select the Stock Item and Click OK. Enter Requested quantity and ComponentNOTE: line items cannot be added to an existing Requisition after an export is made ofthe office

When making an Export, ensure that all Requisitions Created are completed in all

respects. They cannot be edited after the export file is created.

NOTE: in case , a Requisition needs to be cancelled do the following in the Title of the

Form type cancelled .

NOTE: Forms having a number like APAR.10.505 are created in office

All Forms created on board have the numbers from 001 to 500 on board

All Forms created in office have numbers above 500

5.3.8 Printing Requisition FormsNOTE: Before sending an export to the office, it is good idea to Print Preview the

Requisition Form to ensure that all details have been entered.

The Requisition Forms can be printed in the following manner


73/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

10

Select the form by ticking in the tick box to the left of the Number column. Click on the printer icon in the Toolbar Select Printed Form (Original). Click on Print Pre-view button to print to screen.5.4.0 Various Steps in the Purchasing Chain

Once the Requisition is created, an export file is sent to the office. The following are various stages which a Requisition goes through in the office0BQuery The Requisition is first converted to query.

Quotations The Query is sent out for Quotations to the vendors.The vendors revert with the Quotations for the price of eachline Item. This is updatedinthe database.

Purchase Order The Form is converted to Purchase Order and a Budget Code isassigned.

Superintendent approves the purchase Order.

This data is sent to the vessels in the weekly Office export


74/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

11

NOTE: After carrying out Import operation, You can check The Form Status and

Form Type of the Various Forms in the forms window .you can check whether a

particular Requisition has been converted to a Purchase Order

This will give you an idea of the progress of the Requisition Form.

5.5.0 Receiving Purchase Orders

Once the spares / Stores are physically landed on board, the purchase Orders are to beReceived in Amos and an export should be sent to the Office.

This is done to Update the current stock (ROB) of items and also to let the office nowwhat has been received on board.

NOTE: The Purchase Orders received may be complete or incomplete. The procedurefor receiving complete and incomplete purchase Orders is as explained below.

5.5.1 Receiving Complete Purchase Orders Click on Purchase / Forms Use the Advanced tab available on the Filter window In Filter, de- select Requisition Form and Query in the include forms of Type

and Status , as shown below .


75/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

12

Click OK The following Forms window is displayed.

Select the purchase order to be Receivedw is displayed as below.

Click Options/ Receive The Receipt Options windo

Note that the receiving the complete P.O. option is selected by default.

orrect Date The Receipt Date is automatically entered as Todays Date. Enter the cand click on OK.


76/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

13

The Receive window is displayed as shown.

Note that the Receiving quantities are automatically entered.Click o the save icon

The following window is displayed.

Click on yes buttontically update the current stock (ROB) of the Stock Items and

onvert the status of the Purchase Order to Filed.

Click on Purchase /Formsndow

on Form and Query in the include forms of Type and

NOTE: This will automa

c

5.5.2 Receiving Incomplete Purchase Orders

Use the Advance tab available on the Filter wi In Filter, de-select Requisiti

status as shown below and


77/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

14

Click OKing forms window is displayed. The follow


78/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

15

Select the purchase Order to be received. Click Options /Receive The Receipt Options window is displayed.

Since only a part of the purchase order has been supplied on board, de-select theReceiving the complete P.O option.

Enter the Receipt date Click OK. The following Receive window is displayed.


79/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

16

Note that the Receiving quantities are not entered by default Enter the qualities, actually supplied on board, for each item.

Save On saving, note that the On Order quantity for each item changes as shown below

The Status of this Form remains ActiveNOTE: After Receiving the Purchase Orders, an export should be sent to the office,

Advising regarding the status of the Purchase Orders received.


80/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

17

Only after getting a confirmation from the vessel regarding the status of the Purchaseorders and the received items, can the Office begin processing the Invoices of the

vendors.Incase of incomplete Received Purchase Orders, the Office cancels the quantities not

received and advises the vessel to raise a fresh Requisition for the Items not received.

Such Incomplete Received Purchase Orders are filed by the Office.

5.6.0 Creating a Manual Requisition for landing repairs and On Board RepairsAll M & R activities must be recorded in AMOS.

1BGeneral

For any item landed ashore or any maintenance carried out on board by a Technician, Thefollowing needs to be done in Amos. An Unplanned Work order needs to be generated to report the maintenance carried

out.

A manual Requisition needs to be created to account for the expenses involved.NOTE: For instance consider the case where the motor for Aux.Blower needs to be

landed for re-winding.

First, identify the component. Click on the Components Register icon. In the Filter, Enter EE in the Number Field (for Electrical equipment) and %blow% in the Name field. The following components list is displayed.


81/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

18

Confirm that Maker, Type and Serial No. Are entered. Next create a Manual Requisition in the following manner Click Purchase/ Forms Click OK in the Filter to view a list of all existing Forms Click on the New icon to create a new From The following Form Creation window is displayed.


82/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

19

By default, the Creation Method is selected as Manual. Click OK A new Requisition Form is created Enter Suffix (LP for Landing Repair and OR for On Board Repair) for the Form

Number.

Enter Title, Say, and Landing Motor for Auxiliary Blower No. 1. Save Double-click the Form to open the Line Items window Click on the New Icon to create a new line Item. DO NOT enter any Part No. In Part Name, enter Motor for Auxiliary Blower No.1 Select the Unit as Numbers Enter Requested as 1 Enter Component as EE.040NOTE: Any changes made in Purchase Module are reflected in tab Audit Trail.


83/93


Date : 01/09/10

Prep : SJK

Appr : BP

Page 1to 22

Rev : 0

20


84/93

Date : 29/12/09

OMCI CHAPTER 6: EXPORT/IMPORT

Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

6.1.0 Exchanging Data with Office The Amos database contains data about Stock Levels, Requisitions, Maintenance andother information which needs to be sent to the Office at regular intervals

In order to do so data must be exported from ship database. Similarly data (like newPurchase Orders) entered in the Office needs to be imported.

The ship sends a weekly export to the Office, every Sunday The Office sends a Weekly export to the Ship, every Friday The Ship can send an Export to the Office on other Days, too. For instance, if an

urgent Requisition is to be sent.

6.2.0 Performing the Export Operation

Click File /Export /Import/Export. The following Export window is displayed.

The Selection File is a file which consist of a list of instructions regarding theExport Operation .

Click on the Magnifying Glass to the right of the Selection File Field.


85/93

Date : 29/12/09


Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

The above Select File window is displayed. Select The Shp-exp.sel file from the list by clicking on it and click on Open. The Shp-exp.sel file displayed in the selection file Field of Export window The File Name field consists of an automatically generated number. This is the

name of the Export File .For instance the name of the file in the above Picture would

be 81600015.SHP, the next file will be 81600015.SHP and so on.

Click OK This Export file is automatically saved to the following path in the hard drive on the

server.

E:\ourdocuments\Transfer

This file is to be sent to the Office as an Assessment in Mail65.6.3.0 Performing the Import Operation The File to be imported in to the Ship Database is sent by the Office as an attachment

in Mail65 in the ZIP format. This file has to be unzipped using the WINZIP Program and placed in the following

Folder


After Unzipping, the file will have a name like, say 38160014.OFF


86/93

Date : 29/12/09


Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

Click File /Export / Import/Import. The Following window is displayed

Click the magnifying glass to the right of the Selection File .The following SelectFile window is displayed.

Select the file Shp-imp.sel by clicking on it in the list . Click Open The Shp-imp.sel file is displayed in the Selection File field of the Import

window.

The File Name is an automatic sequential number and is the next Office Export Fileto be imported.

Click the magnifying glass to the right of the File Name .The following SelectFile window is displayed

Select the file 38160014.OFF by clicking on it in the list . Click Open Click OK to begin the Import operation.


87/93


Date : 29/12/09

Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

NOTE: After the Import Operation is successfully completed, the Filename extensionchanges to OK For instance in this case the File name changes from

38160014.OFF to 38160014.OK

NOTE: Only Numbered sequential files, when imported, have their extension changing

from OFF to OK.

Sometimes, the office sends some Fixes, which are not Numbered files. The extension

of such files does not change to OK after Importing.

NOTE: The vessel Database has been set in a way that only the records, which have

changed since the last export operation will be Exported. This results in a smaller file

size .

NOTE: If selection file Shp-imp.sel is erroneously used as a selection file for creating

an export file, it will result in the creation of a very large export file. This file cannot be

sent to the office.

When this happens, inform the office in a message


88/93

Date : 29/12/09


Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

6.1.0 Exchanging Data with Office The Amos database contains data about Stock Levels, Requisitions, Maintenance andother information which needs to be sent to the Office at regular intervals

In order to do so data must be exported from ship database. Similarly data (like newPurchase Orders) entered in the Office needs to be imported.

The ship sends a weekly export to the Office, every Sunday The Office sends a Weekly export to the Ship, every Friday The Ship can send an Export to the Office on other Days, too. For instance, if an

urgent Requisition is to be sent.

6.2.0 Performing the Export Operation

Click File /Export /Import/Export. The following Export window is displayed.

The Selection File is a file which consist of a list of instructions regarding theExport Operation .

Click on the Magnifying Glass to the right of the Selection File Field.


89/93

Date : 29/12/09


Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

The above Select File window is displayed. Select The Shp-exp.sel file from the list by clicking on it and click on Open. The Shp-exp.sel file displayed in the selection file Field of Export window The File Name field consists of an automatically generated number. This is the

name of the Export File .For instance the name of the file in the above Picture would

be 81600015.SHP, the next file will be 81600015.SHP and so on.

Click OK This Export file is automatically saved to the following path in the hard drive on the

server.


This file is to be sent to the Office as E mail attachment.6.3.0 Performing the Import Operation The File to be imported in to the Ship Database is sent by the Office as an attachment

in Mail65 in the ZIP format. This file has to be unzipped using the WINZIP Program and placed in the following

Folder


After Unzipping, the file will have a name like, say 38160014.OFF


90/93

Date : 29/12/09


Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

Click File /Export / Import/Import. The Following window is displayed

Click the magnifying glass to the right of the Selection File .The following SelectFile window is displayed.

Select the file Shp-imp.sel by clicking on it in the list . Click Open The Shp-imp.sel file is displayed in the Selection File field of the Import

window.

The File Name is an automatic sequential number and is the next Office Export Fileto be imported.

Click the magnifying glass to the right of the File Name .The following SelectFile window is displayed

Select the file 38160014.OFF by clicking on it in the list . Click Open Click OK to begin the Import operation.


91/93


Date : 29/12/09

Prep : SK

Appr : SMH

Page 1to 3

Rev : 0

NOTE: After the Import Operation is successfully completed, the Filename extensionchanges to OK For instance in this case the File name changes from

38160014.OFF to 38160014.OK

NOTE: Only Numbered sequential files, when imported, have their extension changing

from OFF to OK.

Sometimes, the office sends some Fixes, which are not Numbered files. The extension

of such files does not change to OK after Importing.

NOTE: The vessel Database has been set in a way that only the records, which have

changed since the last export operation will be Exported. This results in a smaller file

size .

NOTE: If selection file Shp-imp.sel is erroneously used as a selection file for creating

an export file, it will result in the creation of a very large export file. This file cannot be

sent to the office.

When this happens, inform the office in a message


92/93

Date : 01/09/10

OMCIANNEXURE I : PLAN OF CODES

FOR OMCI FLEETPrep : SJK

Appr : BP

Page 1to 2

Rev : 0

0BU

COMPONENT CODES AMOS

AI Accommodation (internal) cabins / Alleyways / Common Rooms / Toilets /

Plumbing / Stores

AC Air Conditioning and ventilation Systems ventilation flaps / Fire Dampers

/Compressors / Condensers / Vent fans / Exhaust fans .

AE Auxiliary Engine Main / emergency / Cargo Pump drives / Pipelines and valves

AL Alarms

AM Anchor and Mooring Equipment Windlass & Mooring winches / anchor /

towing equipment /hyp.stm Pipes / Winches / Power packs /Pipelines and valves .

AU Automation Sensors / actuators / M/E Maneuvering /H/L Level alarms

BB Bilge and ballast systems Pumps / Valves / Strainers / Eductors / Strippingpump

BE Bridge Equipment Navigation and Radio equipment

BL Boilers Main and Exhaust boilers, B

Documents

AMOS Manual