Date: 26 April 2021

Data Population Load-Sheets Check

Contents
Introduction .................................................................................................................................................. 3
Sequence: .................................................................................................................................................. 4
Round 2 Data: ........................................................................................................................................... 4
1. Vessel Hierarchy (File V0001) .............................................................................................................. 5
Template File: ........................................................................................................................................... 5
Description: ............................................................................................................................................... 5
Fields to be Checked: ................................................................................................................................ 5
Basic Rules for the SFI based EQ Code: ..................................................................................................... 6
Checks on Hierarchy: ................................................................................................................................ 6
2. Equipment Particulars (File V0003) ..................................................................................................... 8
Template File: ........................................................................................................................................... 8
Description: ............................................................................................................................................... 8
Fields to be Checked: ................................................................................................................................ 9
Checks: ...................................................................................................................................................... 9
3. Parts (File M0004) .............................................................................................................................. 10
Template File: ......................................................................................................................................... 10
Description: ............................................................................................................................................. 10
Fields to be Checked: .............................................................................................................................. 10
Checks: .................................................................................................................................................... 11
4. Maintained Parts (File V0005) ........................................................................................................... 12
Template File: ......................................................................................................................................... 12
Description: ............................................................................................................................................. 12
Fields to be Checked: .............................................................................................................................. 12
Checks: .................................................................................................................................................... 12
5. Jobs (File V0006) ................................................................................................................................. 13
Template File: ......................................................................................................................................... 13
Description: ............................................................................................................................................. 13
Fields to be Checked: .............................................................................................................................. 13

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Checks: .................................................................................................................................................... 14
V0006 – 1 - EQ:.................................................................................................................................... 14
V0006 – 1 – MPT: ................................................................................................................................ 14
V0006 – 2 : .......................................................................................................................................... 15
V0006 – 4 : .......................................................................................................................................... 15
V0006 – 5 : .......................................................................................................................................... 15
V0006 - 6: ............................................................................................................................................ 15
6. Sister Vessels Validation .................................................................................................................... 17

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Introduction
The Data Population is performed from the Manuals supplied and as per the Data Specification
Guidelines. Kindly refer to the Index Files we had prepared which drafts the procedure to be followed
and the information about various Data Index that we need to assign to Records.

Data Check Procedure will comprise of checking whether the Data Populated is in alignment with the
OEM Manuals and the Data Index Files prepared.

Note: Please Refer to the Data Population Guidelines and the Data Population Index Files.

All Master & Vessel Load-Sheets extracted by Team have the Fixed Prefix.

Prefix – M : Master Load-Sheet and V: Vessel Load-Sheet

Note – Use the Round 2 Folder for the Load-Sheets Verification.

The Document will describe the Various Files Check Tasks and define which information is to be verified
by the Client.

Kindly also refer to the Issue Logs where Team maintains a log of the Process Observations.

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Sequence:
See below the Sequence or the Number Logic in the File Names:

Sequence File Contents Comments

Number
0 M0000 – Manufacturers Load-Sheet No Verification Required
1 M0001/V0001 – Master Hierarchy / Vessel Only V0001 to be Verified
Hierarchy
2 M0002/V0002 – Master Common Only V0002 to be Verified
Equipment / Vessel Common Equipment
3 M0003/V0003 – Master Equipment Only V0003 to be Verified
Particulars/Vessel Equipment Particulars
4 M0004 – Master Parts
5 V0005 – Vessel Maintained Parts
6 V0006 – Vessel Standard Jobs

Round 2 Data:
For round 2 Verification kindly check the Round 2 Data Sheets. This is loaded in New Vessels Created in
the System. New Vessels are provided with Suffix Rev2 in the System.

Location for Round 2 Files Vessels for Round 2 Data Load.

Vessel File:

Master Files See the below Image.

Please note the Master Files are updated with the Parts
Information. If we find the same Make-Model EQ on a Vessel and if
the Parts are extracted earlier, we don’t extract the Parts again
instead link the EQ with the correct Master EQ.
So if you don’t see the Master Files – M0000, M0001, M0002 and
M0003 in the Vessel Files, then please refer to the Master Files
under this Location.

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1. Vessel Hierarchy (File V0001)

Template File:
M0001-V0001-Equipment Hierarchy Import-v6.4.3

Description:
PCL/POSH Team decided to follow the SFI Code for the Data Population, where the Equipment are
identified with a Specific SFI Code Number. These numbers are to be retained through out the Fleet.

a. SFI Code has 4 Levels of Code. This will be copied in NS as follows:

SFI Level SFI Structure NS Level

Level 1 4 SHIP EQUIPMENT 1 - System
Level 2 40 MANOEUVRING MACHINERY & EQUIPMENT No need to Create 2 Digit in NS
STEERING GEAR/COLUMNS, TELEMOTOR
Level 3 403 SYS., RUDDER IND., EMERG.ST 2 - Unit
Level 4 403001 Steering gears, complete 3 - Unit
Level 4 403005 Hydr. oil pump aggregates 4 - Unit / Component
Level 4 403006 Hydr. oil pumps Further Levels as per EQ
Level 4 403007 Hydr. oil pump drive units Further Levels as per EQ
Level 4 403009 Hydr. oil filters Further Levels as per EQ
Level 4 403010 Hydr. oil magnetic filters Further Levels as per EQ
Level 4 403012 Hydr. oil storage tanks Further Levels as per EQ

b. See below the Screen Capture, whichindicates the format in which the Hierarchy is designed.

Fields to be Checked:
This File does not have Fixed Columns. So Refer to the Section - Checks on Hierarchy

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Basic Rules for the SFI based EQ Code:
1. SY level – 1 Digit
2. First UNIT under any SYSTEM – 3 Digit
3. Further EQ Codes will be deciphered from the SFI Code and assigned as XXX.XXX.XXX
4. For the E Motors & Starter Panels, the Code will be taken from the Parent
Parent – XXX.XXX.XXX
Motor – XXX.8XX.XXX
Panel – XXX.9XXX.XXX
Hydraulic Motor – XXX.7XX.XXX
5. If the EQ is not listed in the SFI then the SFI Code XXX.60X.XXX will be used. Such new codes will
also be unified and standardized.
6. Engine EQ and related further EQ under Engines the Name convention to be followed as per the
Excel File.
7. For Multiple Engines the SFI Codes 601/602 and 651/652/653 will be used.

Checks on Hierarchy:
1. Open the Hierarchy Document and make sure all Systems have 1 Digit SFI Code assigned as EQ Code.
Apply Filter on Column A.

2. The Second Level in Hierarchy below SY is 3 Digit SFI Code.

Check if below is assigned correctly.
Apply Filter on Column B – UN

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3. E Motors have the SFI Code XXX.8XX.XXX, check a Few E Motor Records and make sure the codes
are assigned correctly.
4. Starter Panels have the SFI Code XXX.9XX.XXX, check a Few Starter Panels Records and make sure
the codes are assigned correctly.
5. We are following the unique Naming Style for the Engine related Equipment.
If Multiple Engines are available please make sure these are defined correctly in the Hierarchy.
601/602 – Main Engines
651/652/653 – DG Engines

6. Confirmation of the Correct SFI Code.

In the Hierarchy select any EQ. See the 3 Digit SFI Code. Now go to the SFI Document.
Location of the File Codes Information
SFI Code Book -
Excel

SFI Code Book -

Excel

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 Date: 26 April 2021

Select any EQ in the V0001 – Hierarchy.

Example –

Above Screen indicated the Liferafts created under 502 with code 502.010
Open the PDF File for the SFI Ver. 7.12

Verify if the 3 Digit OK

SFI Code is Correct.

Verify the EQ Code Davit 502.010

assigned is correct.

2. Equipment Particulars (File V0003)

Template File:
M0003-V0003-Equipment Particulars Import-v6.4.3

Description:
The Equipment Particulars are extracted from the OEM Supplied.

File V0003 is the Vessel EQ Particulars.

In File V0003 you will see our Team provides the Manual Names and the PDF Page at the extreme Right
Columns, from where the Information is gathered.

Name of Manual – the File Name

Page No – PDF Page

Location – Folder Location of the File.

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Fields to be Checked:
We recommend to Check the V0003 – Vessel Equipment Particulars

Column Name Contents

EQCODE SFI Code for the Equipment.
NAME Name of the Equipment
MODEL Model of the Equipment as per as per Equipment Manual
SERIALNO Serial No of the Equipment as per as per Equipment Manual and/or Certificate
REMARKS Brief Technical Details of the Equipment, Major Parameters
SUBJECTINDEX1 This Filed is used to update the Criticality. We will assign the below as per
SUBJECTINDEX2 Client supplied Data:
SUBJECTINDEX3 Safety Critical
Environmental Critical
Operational Critical
CRITICALITY A – indicates the Critical Equipment.

Checks:
Check 1 – Cross Check with Manuals:

1. Select any EQ which has the Name of Manual available.

2. Open the Manual and check if the Details updated by Team are correct as per the Manual.
3. You can check for the EQ Name, Model, Remarks, Vendor Code and Serial No.
4. Alternatively you can open any Manual from the Supplied Manuals and identify the Equipment
from Manual. Ex. Open Steering Gear Manual. Come to the V0003 and check if the Model
available from the Manual for the Steering Gear, Pump – E Motor is correctly updated in the
V0003.

Check 2:

1. You Can check the EQ Criticality.

Open the Critical EQ List supplied and make sure these all EQ have the Criticality updated A in
the V0003.
Look for Column CRITICALITY in Row 1.

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2. Check the Subject Index Filed.
We are assigning the SUBJECTINDEX1, 2, 3 in the V0003 as per Critical Equipment Index File.
Make sure for Critical EQ the Subjectindex is updated correctly.

3. Parts (File M0004)

Template File:
M0004-Part Import-v6.4.3

Description:
The Parts are extracted from the OEM Supplied. File M0004 is the Master Parts File.

In File M0004 you will see our Team provides the Manual Names and the PDF Page at the extreme Right
Columns, from where the Information is gathered.

Name of Manual – the File Name

Page No – PDF Page

Location – Folder Location of the File.

Fields to be Checked:
Column Name Contents

EQCODE The Master EQ Code of the EQ where Parts are Linked.

NAME1 Assembly Name of the Part
NAME2 Name of the Spare Part
DESCRIPT Spare Parts Name with any Additional Remarks
PTNOREF Maker Reference
Part Number as per Equipment Manual.
If the Part does not have Unique Part Number then we update here the
Combination of Drawing No / Position No or combination of other Reference
PARTNO / Position No
Please refer to the Data Population Spare Parts guidelines for more info.
Path –

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This Filed is used to update the Criticality of the Spare Part. We will assign
the below as per Client supplied Data:
CRITICALITY1
CRITICALITY2 Critical Safety
CRITICALITY3
CRITICALITY4 Critical Opertn

Critical Envirmnt Health

QTYWORKING This is working QTY of the Part as per Manual

Below Fields are for Reference Only, at the End of the File after Manual/File
Name Information.
Dwg No Drawing Number (if Available) – PARTNOREF2/PARTNO3
Pos no Position Number (if Available) – PARTNOREF3/PARTNO3
Doc No Document Number (if Available) – PARTNOREF4/PARTNO4
Fig No Figure Number (if Available)
Symbol No Symbol Number (if Available)
Type No Type Number (if Available)
Page No Page Number (if Available)

Checks:
Check 1 - Cross Check with Manuals:

1. Select any Record which has the Name of Manual available.

2. Open the Manual and check if the Details updated by Team are correct as per the Manual.
3. You can check for the Part Name, Part Numbers.
4. Alternatively you can open any Manual from the Supplied Manuals and identify the Equipment
from Manual. Ex. Open Steering Gear Manual and open the Parts List. Come to the M0004 and
check if the Parts available from the Manual are available in the File.
For Loading in Database, we break the File M0004 in Sub Parts. Keep note of this.

Check 2:

1. Check Parts Criticality:

Open the Critical Parts List and make sure the Critical Parts are assigned correct Criticality in
CRITCAL1, 2, 3 Fields in the File. Check a Few Cases. Since the Master Data will have the Parts Files

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 Date: 26 April 2021
for other Vessels and quite possible that the same EQ available on other Vessel (Ex: Bilge Separator,
Emgcy Air Compressor) so this Verification will be better to be done from the NS Database.

Open NS. Go to the Vessel. Open EQ Under Search – below the Index Terms Check
Explorer. Click on Parts Search. Include Critical Parts Only. This will bring the List of
the Critical Parts.

Note: Please make sure to refer the correct Critical Parts File shared with Data Team.

2. Check QTYWORKING. – This is working QTY of the Part as per Manual. Check the Manual and
identify if assigned Correctly.

4. Maintained Parts (File V0005)

Template File:
V0005-Maintained Part Import-v6.4.3

Description:
The Maintained Parts are extracted from the Alarms List and the Running in Parts for the Engines.

Fields to be Checked:
Column Name Contents

PIN The PIN Code of the Part.

EQCODE This is the EQ Code where the MPT is Linked.
NAME Name of the Maintained Parts.
CODE Code of the Maintained Parts.

Checks:
Check 1 - Cross Check with Alarms List:

1. Open the Alarm List, this is included in the Index Files shared with Data Team, and select any
Alarm.
2. Look in the V0005 and confirm the Alarm is created as Maintained Parts.

Check 2:

1. The Engine Running-in Parts are created as Maintained Parts.

2. Check the MPT Name.
3. Check the MPT Codes. These are as per SFI Codes.
(Refer to 1. Hierarchy / Checks on Hierarchy) go to Point 6. Confirmation of the Correct SFI Code

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 Date: 26 April 2021

5. Jobs (File V0006)

Template File:
V0006-Standard Job Import-v6.4.3

Description:
The Jobs are extracted from the OEM Supplied. File V0006 is the Jobs File.

In File V0006 you will see our Team provides the Manual Names and the PDF Page at the extreme Right
Columns, from where the Information is gathered.

Name of Manual – the File Name / Page No – PDF Page /Location – Folder Location of the File.

Fields to be Checked:
MCH – Machinery Job linked to Equipment & Maintained Parts
MSC – Miscellaneous Job – Ex: Routine Jobs.
JOBTYPE SRV – Survey Jobs
MCH – Machinery Job linked to Equipment & Maintained Parts
CONCEPT MSC – Miscellaneous Job – Ex: Routine Jobs.

JSIDX Brief Description of the Job

This is not required for MCH Jobs.
Only Required for MSC Jobs.
JOBTITLE This is Job Title in NS
This field controls the Counter Jobs.
If this is 1 then the Standard is counter based Job.
INTVLTYPE If this is 0 then the Standard Job is Calendar Based Job.
CALINTVL Calendar Interval for the Job.
WKS – Weeks
CALINTVLUNIT MTS - Months
CTRINTVL This is Running Hour Frequency for the Standard Jobs.
JCAT This is Index Term updated to indicate the Category of the Job.
Allowed Entries are:

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CMS - Continuous Machinery Survey
DD - Dry Dock
ALM - Alarms
ANLY - Analysis
INSP - Inspection
OVH - Overhaul
LUB - Lubrication
MEG - Megger test
CL - Cleaning
CALI - Calibration
TEST - Testing
REP - Repairs
SER - Service Job
DESC This is the Description of the Job.
CREWPOSTITLE1 This is the Resource which is recommended by PCL-POSH for the Job.
CREWPOSTITLE2 This is the Resource which is recommended by PCL-POSH for the Job.

Checks:
Based on the Source of the Job we have broken the V0006 in Multiple Files:

V0006 – 1 - EQ: This File will contain the PMS extracted from the OEM Manual linked to Equipment.
Check 1 - Cross Check with Manuals:

1. Select any Record which has the Name of Manual available.

2. Open the Manual and check if the Details updated by Team are correct as per the Manual.
3. You can check for the Description updated by Data Team.
4. Alternatively you can open any Manual from the Supplied Manuals and identify the
Maintenance Available from Manual. Ex. Open Steering Gear Manual and Locate the
Maintenance Intervals and Procedures. Come to the V0006 and check if the Parts available from
the Manual are available in the File.

V0006 – 1 – MPT: This File will contain the PMS extracted from the OEM Manual linked to Maintained
Parts.

Check - Cross Check with Manuals:

1. Select any Record which has the Name of Manual available.

2. Open the Manual and check if the Details updated by Team are correct as per the Manual.
3. You can check for the Description updated by Data Team.
4. Alternatively you can open any Manual from the Supplied Manuals and identify the
Maintenance Available from Manual. Ex. Open Steering Gear Manual and Locate the
Maintenance Intervals and Procedures. Come to the V0006 and check if the Parts available from
the Manual are available in the File.

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V0006 – 2 : This File Contains the Alarm Jobs. Alarms are created as Maintained Parts. Open the Alarms
Files and check if the Alarms Jobs are extracted/assigned correctly.

Check – Cross Check with Alarms List

1. Open the Alarms List.

2. You will see the Frequency of the Alarms.
3. Make sure the Correct Frequency of Alarms Maintenance is created.

I had a quick session with Hazwan and the Recording was made for the same.
https://teams.microsoft.com/l/meetup-
join/19%3ameeting_N2VmNDhlMzItYzAzNC00ZDcyLWI0MjktNDk3MDZjZTVmNGY3%40thread.v2/0?con
text=%7b%22Tid%22%3a%22c1a5f3d0-0f2b-49a8-b7f8-
baf494155ee7%22%2c%22Oid%22%3a%22f84b0359-e4f5-47b3-8268-af142e83485d%22%7d

You can access the Recording here.

V0006 – 4 : This File is Miscellaneous Jobs. These are the Routine Jobs shared with us.
Check – Cross Check with Routines File.

1. Open the File.

2. You will see Few Jobs here make sure all Jobs as identified in the Routines File are created.
3. Please note each Routine will have a Single Job and will have the connected Equipment
indicated on MISCEQUIPMENTS Column on the SJ Sheet.

(Further Explanation will be required for the Team)

V0006 – 5 : This is the Spaces Maintenance assigned by Team as per respective Index File.
Check 1 – Cross Check with Spaces Maintenance.

1. Open the Spaces Maintenance List.

2. You will see multiple Jobs created.
3. Make sure the All Spaces Maintenance are created.

V0006 - 6: This is the Survey Jobs.

This File has to be Cross Checked with Survey List. The Survey List contains each Survey Item and we
have to create the Job for each Survey Item. This Sheet has the Different Concept.

(Further Explanation will be required for the Team)

We conducted a Brief Explanation in this Regard on 6th May 2021.

Important:

1. For ABS Class Vessels, this is not required.

2. For Non ABS Class Vessels – PCL/POSH Will share the Survey Document and the Survey Jobs will
be updated as per the same Survey Document.

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Example discussed below: Vessel Atlantic Monterrey

LR - Survey Status Report9782326ATLANTIC MONTERREY20082020.pdf
V006-5-20210326_Atlantic Monterrey-Survey Jobs.xlsx

The Standard SRV Jobs are created exactly as per the Survey Status Report.
Survey Status Report do not have a fixed Format, so it will be difficult to make generic check
items. Here below we discuss the above Vessel LR Survey.

Checks:
1. Job Type – Should be SRV
2. Concept – This should be created in such a way that the Class Survey will be created in a
Hierarchy.
Check in Image the First 3 Lines are under Section HULL. The Next 3 Lines are under Section
Machinery. So these are created in a Format A*B*C
Where A – Survey Body, B – Level 1 and C – Level 2
3. Job Title – Generic Title for the Job per the Survey Item.
4. Frequency of JOB – Look at the Range Dates. From here you will find the Interval of the
Survey Item.
5. Last Done – Last Due: Look at the Date Assigned, Since SRV Jobs are based on Due Date so
we update the Assigned/Survey Done Dates as the Last DUE and Last Completed.
6. DESC –
If you scroll further in the Class Report, you will find the Description available. This might
change per Status Report and Team will be able to update the Details if the same are
available in the Survey Sheet.

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Note: China Class Status we discussed last time over call, was a 2 Pages Document and did
not have any Information about the Activity.

In this Sample we discuss the Activity Details are available from Page 8 Onwards under Task
Details.
The First Entry is for SS-SPECIAL.
So check if the DESCR under SS SPECIAL is updated against the SS-SPECIAL.

AS – Annual is not available in Tasks, so there you will see only the Title and no DESC.

6. Sister Vessels Validation

For Sister Vessels there are 2 Types of Sister

A. 100% Identical Sisters

B. Non 100% Identical Sisters

Our Team performs a Delta Machinery Analysis and shares the same with PCL-POSH. Which in turn gets
updated by PCL-POSH Side with comments letting us know the Delta Machinery.

Irrespective of the Sister Type the Validation of Sister Vessel will be limited to the Serial Nos Check and
Delta Machinery Check (If Any).

A – 100% Identical Sister:

1. Only V0003 will be updated for this Vessel.

Data Team will use the Equipment List received from the Client side to update the Serial Nos.
All other Sheets will not be updated.

A – Non 100% Identical Sister:

1. Sister Vessel Data Population is followed depending on Delta Machinery.

2. Since Lead Vessel is copied as Sister Vessel and then the Changes are implemented.
3. V0001- Data Team Gives us V0001 – which highlights the Delta Machinery
No need to Check.
4. V0003 – Yes this File is updated.
Check – You can validate the Serial Nos as per the Machinery List/Equipment List received from
Client Side. (You can use the same instructions from the Section 2 in this Document)
5. V0005 – Not Updated. Or Might Depend, if Engines are Delta Machinery then only this file will
be required. But normally we don’t see difference in Main Engine and DG Engine on the Sister
Vessel.
6. M0004 - If Delta Machinery is present and Manuals has Parts Information Then Team will extract
the M0004. (You can use the same instructions from the Section 3 in this Document)

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7. V0006 – If Delta Machinery is present and Manuals are available and the Manual has the Valid
Maintenance Then Team will extract the V0006.
(You can use the same instructions from the Section 4 in this Document)

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