SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 1 of 10

CONTENT

This instruction outlines the Marine Department’s procedures for reviewing refit work order progress and
for accepting Saudi Aramco Marine vessels following scheduled refits in all areas of operation, including
Marine Operations in the Western Region. The text of this instruction includes:

1. AUTHORITY
2. DEFINITIONS
3. MANAGEMENT OF PLANNED MAINTENANCE
4. MANAGEMENT OF BREAKDOWN/CORRECTIVE MAINTENANCE
5. REFITS AND OUT OF KINGDOM REPAIRS
6. REVIEW GROUP
7. REVIEW GROUP AUTHORITY
8. REVIEW GROUP RESPONSIBILITY
9. MEETINGS
10. VESSEL ACCEPTANCE
11. VESSEL RETURN TO SERVICE
12. DISPUTE RESOLUTION

1. AUTHORITY
1.1. This instruction applies to all Saudi Aramco Marine Department owned vessels undergoing
scheduled maintenance including refits.

1.2. This instruction conforms to all maintenance and repair procedures established under MIM
1191.001.

2. DEFINITIONS
2.1. Operations: The Marine Division to which the vessel undergoing refit or repair is
administratively assigned, and which has operational responsibility.

2.2. Maintenance: Depending on the vessel’s assigned location, refers to the Marine
Maintenance Division (MMD), which is responsible for accomplishing and monitoring all
vessel refits in the Eastern Region, or Jeddah Maintenance Unit, which are responsible for
accomplishing all vessel refits in the Western Region.

2.3. Engineering: Refers to the Marine Engineering Unit or Engineering Group WR, which is
responsible for developing refit work scopes, inspecting work, and accepting the work after
completion.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 2 of 10

2.4. OME Team: Operations, Maintenance and Engineering Team lead by an Engineering
representative and includes representatives from Operations and Maintenance. It is a
collaboration of the principle stakeholders to effectively manage the reliability of the
vessels in the Saudi Aramco fleet.

2.5. Refit: Refers to major scheduled vessel renovation work. It excludes emergency repairs,
planned preventive maintenance checks, and work normally performed by vessel crews.
2.6. Review Group: A review committee composed of the following members: one from
Engineering, one from Maintenance, assigned Refit Supervisor, one from Maintenance
Refit Unit, one from QA&CU and one from the Operating Division.
2.7. Work Order: A Repair Specification Work Order, Form A-8995 or other such form
specified.
2.8. Estimated Date of Completion (EDC): The planned date of repair/refit completion,
which is established by Maintenance or contractor at the initiation of repair/refit work.

2.9. Refit Supervisor: An individual nominated by the Refit Committee to support the Refit
Coordinator / Progressor during the refit.

2.10. FRACAS: Failure Reporting Analysis and Corrective Action System.

3. MANAGEMENT OF PLANNED MAINTENANCE

To effectively manage the ongoing requirement for Planned Preventative Maintenance (PPM) for
Saudi Aramco vessels a look-ahead plan shall be developed and maintained by the Engineering
Supervisor. In this plan each vessel shall be allocated two periods of three weeks out of service
each year, the completion of one of these periods will coincide with the opening of the class
annual survey window.
3.1. Initial visit and assessment
OME Team, led by the assigned Port Engineer shall visit the vessel, preferably offshore,
two weeks ahead of each PPM period. The objective of this visit is to carry out a condition
assessment of the vessel, to compare the defect list with the condition observed on board
and to develop a detailed scope of work for the PPM period before the vessel arrives at the
pier. At this time the Operations representative should generate PM 02 (Planned
Preventive Maintenance) and M3 (PM) notifications, and upon subsequent completion,
ensure that they are closed in the system.
Once a vessel arrives at the pier for PPM every effort shall be made to avoid adding
additional work – this is to protect the resource allocation plan and to avoid impacting the
PPM sequence for subsequent vessels.

If for operational reasons a vessel or barge cannot come to the pier for PPM, a work squad
from Maintenance will attend offshore to complete as much PPM work as can reasonably
be achieved with the vessel / barge in service.

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 3 of 10

3.2. Defect Notification

Whenever equipment or machinery fails inspection, the vessel crew shall inform the OME
Team Operations representative by creating FRACAS R1 notification, inserting as much
information as possible, and updating vessel specific defect list. OME Team Engineering
representative shall develop a comprehensive workscope package and OME Team
Maintenance representative shall plan Maintenance Team attendance based on M2
notification.
Management of breakdown maintenance will follow Item 4 of this MIM.

4. MANAGEMENT OF BREAKDOWN/CORRECTIVE MAINTENANCE

When a vessel / barge reports a breakdown in service, and if the senior officers on board are not
able to diagnose the problem, the OME Team, led by the assigned Port Engineer, shall attend the
vessel to determine the extent and severity of the breakdown. The Engineering and Maintenance
representatives will work together to diagnose the breakdown. Engineering will then develop a
detailed work scope, including the required materials, to bring the vessel back to full operational
status.

The Operations and Maintenance representatives will source or locate and acquire materials
required.

The repair critical path timeline is to be developed within 24 hours. From this a firm EDC is to be
established and published. Additional work will only be considered if all materials are available
and the EDC will not be impacted. Any additional work which impacts the EDC will require a
detailed justification, concurrence of the OME Team representatives as well as the approval of
the Supervisor, Engineering and the Superintendent MMD.

Once the breakdown repair is completed and signed off by Maintenance, Engineering will then
inspect the work and if found satisfactory will sign the acceptance form. Before the vessel can be
released back to service the Operations representative must sign the acceptance form.

OME Team shall contribute to the FRACAS process to determine and document the root-cause of
the breakdown. An action plan is to be developed to capture and communicate the lessons learned
and prevent re-occurrence.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 4 of 10

5. REFITS AND OUT OF KINGDOM REPAIRS

5.1. Detailed procedures for Refit planning, execution and supervising are covered by internal
procedures: Out of Company Refits and Repairs at Contracted Shipyards and In
Kingdom Refit Procedure.

5.2. Approval to Defer a Scheduled Refit

If the assigned OME Team determines a scheduled refit should be postponed the
justification should be presented to the Engineering Supervisor for review and then to the
Operations Superintendent for his approval, in writing. Once this approval has been
obtained Engineering will initiate a request to ABS to postpone the renewal surveys. Upon
satisfactory completion of an extension survey, ABS may, at their discretion, extend the
renewal survey period up to maximum of 3 (three) months.

6. REVIEW GROUP
6.1. MEMBERS
Review group members shall be assigned to each refit, prior to the scheduled start date. OME
Team members will form review group for planned maintenance and breakdowns.

A representative from MMD shall chair the review, schedule meetings and maintain files on
all proceedings.

7. REVIEW GROUP AUTHORITY

Members shall have full responsibility to represent their respective divisions in all matters related
to vessel refits and maintenance, including, but not limited to, Work Order completion and vessel
acceptance.

The Marine Manager has the authority to override any or all decisions made by the Review
Group.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 5 of 10

8. REVIEW GROUP RESPONSIBILITY

Members shall review approved Work Orders prior to initiation of any work.

Authorization to release the refit internal order budget on any vessel requires SAP approval by
the Operations Division Head through SAP Transaction KO22.

The Maintenance member of the Group shall be responsible for preparing and distributing copies
of the Refit Work Order Status Report to all members at each meeting. This report shall list all
released Work Orders.

During refit meetings, the progress of all outstanding Work Orders shall be reviewed, and the
status of each noted on the Refit Work Order Status Report.

Members shall not deviate from the approved work scope without authorization from the
Supervisor, Engineering and MMD Superintendent.

A Work Order is not considered complete unless all members have responded affirmatively on
the Refit Work Order Status Report.

Only the Vessel Operating Division Superintendent, or his representative, may cancel Work
Orders.

All members, at the conclusion of each meeting, shall sign the Refit Work Order Status report.
The original shall be retained by the Refit Supervisor, and copies distributed to all members.

9. MEETINGS

9.1. Refits
Prior to the scheduled start date of the vessel refit, and as soon as practicable, members
shall be assigned to the Review Group. The Review Group shall first meet to review
approved work orders for a scheduled refit of an individual vessel.

Progress:The review Group shall meet daily.

Preliminary Completion: The Group shall meet approximately 2-3 days prior to the
scheduled refit completion to agree on outstanding items that are to be completed.

Final Completion: The Group should meet on the scheduled completion date to reach
agreement on any outstanding items that are required for refit completion. In-lieu of
meeting, sign-off by the Port Engineer, in charge of the refit, of such items is acceptable.

All Review Group members must attend the meetings outlined in 9.1. Outside participation
in these meetings may be requested by the group members.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 6 of 10

9.2. Planned maintenance and breakdowns

Prior to the scheduled start date of the vessel PPM, and as soon as practicable, OME Team
members first meet to review approved work orders for a scheduled PPM of an individual
vessel.

During scheduled PPM daily OME Team meetings will be, as far as practicable, held on
board of the vessel as far as practicable.

Progress:The OME Team shall meet daily.

Preliminary Completion: OME Team shall meet approximately 2-3 days prior to the
scheduled refit completion to agree on outstanding items that are to be completed.

Final Completion: The OME Team should meet on the scheduled completion date to
reach agreement on any outstanding items that are required for refit completion. In-lieu of
meeting, sign-off by the Port Engineer, in charge of the refit, of such items is acceptable.

All Review Group members must attend the meetings outlined in 9.2. Outside participation
in these meetings may be requested by the group members.

10. VESSEL ACCEPTANCE

10.1. The Review Group (OME Team for maintenance and breakdowns) may conditionally
accept part completion of the refit/maintenance of a vessel, if all members agree that all
refit/maintenance work orders meet one of the following conditions:

 Work cancelled by Operating Division.

 In case of a work order postponed due to the unavailability of parts or material only when
such unavailability has no impact on safe operation of the vessel. Such work is to be
completed as soon as these parts or material are available, so that the vessel can be
brought to a fully operational condition.

10.2. Refit/maintenance completion shall be agreed/signed by all members of the Group (OME
Team members for maintenance and breakdowns). Outside of normal working hours the
Duty Engineer shall take the place of the OME Team leader

10.3. The Initial Refit Status Report shall include a listing of all initially authorized work and
an indication of which criterion from section 9.1 is applicable. If Review Group
members disagree on the applicable criteria, such differences shall be noted on the report.

10.4. The final Refit Status Report shall also include a completed copy of the Refit Completion
check-off list.

10.5. Once action plan with regard to not completed/cancelled work orders is agreed by
Review Group, Vessel acceptance procedure should follow paragraph 11 of this MIM.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 7 of 10

11. VESSEL RETURN TO SERVICE FOLLOWING REFIT OR REPAIR

11.1 Once refit execution is completed and sea trials are conducted satisfactory OME Team
leader will request ABS surveyor to complete all required surveys and inspection followed
by endorsing or renewing all class certificates.

Before the vessel is returned to service after refit or repair, it shall be inspected and
accepted by the Refit Team. The Refit Team shall confirm that all work has been
completed as per the refit specification and Class Rules. The nominated Port Engineer shall
record this inspection using ‘Refit Work Scope Confirmation Punch-list’ and will
complete the ‘Vessel Return to Operation Acceptance Report’.

The vessel foreman will deliver the completed ‘Vessel Return to Operation Acceptance
Report” to the concerned Operating Superintendent which is the approval authority for
returning his vessel to full operational status.

Completed copies of the ‘Refit Work Scope Confirmation Punch-List’ and ‘Vessel
Return to Operation Acceptance Report are to be filed as required.

Only the Operating Division Superintendent or his designated representative can accept a
vessel-completing refit for return to operational service. A vessel may be accepted in
either of two conditions.

 Final Acceptance: All refit work items are completed.

 Conditional Acceptance: Work falling under the criterion of Section 10.1 remains
outstanding - and the Operating Division Head decides to operate the vessel, pending
completion of such outstanding work.

Detailed procedures, including examples of acceptance forms and punch list are described
in internal procedures “Out of Company Refits and Repairs at Contracted Shipyard and In
Kingdom Refit Procedure”.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 8 of 10

12. DISPUTE RESOLUTION

If a vessel is not conditionally or finally accepted by the Operating Division Head, the following
actions shall be taken:

12.1. The Maintenance representative shall advise the Maintenance Superintendent, Operating
Division Superintendent and the Engineering Supervisor that the vessel has not been
accepted. In the Western Region, the Maintenance Unit Foreman shall advise the
Engineering Supervisor that the vessel has not been accepted.

12.2. The Maintenance Superintendent shall immediately call a meeting of the Review Group
and the Operating Division Superintendent.

In the Western Region, the Maintenance Unit Foreman shall immediately call a meeting of
the Review Group. The Engineering Supervisor may be asked to attend to provide technical
advice to resolve the dispute.

12.3. The Engineering member shall provide all meeting participants with a complete set of Refit
Work Order Status Reports, the Conditional Refit Acceptance Certificate and, if applicable,
the Vessel Refit Acceptance Certificate. The Maintenance member shall bring one copy of
all Work Orders to the meeting for reference.

12.4. This dispute resolution meeting shall evaluate all disputed outstanding Work Orders against
the following criteria:

12.4.1. Estimated time to complete Work Order.

12.4.2. Whether dispute due to differences of technical opinion.
12.4.3. Impact on vessel safety, reliability and availability if Work Orders are not
completed.
12.4.4. Impact on repair and refit of other vessels if Work Orders are completed.
12.4.5. Assessment of importance of completing Work Orders on subject versus other
Maintenance workload.

12.5. The minutes of this meeting may include separate recommendations by the Maintenance
Superintendent, Engineering Supervisor and Operating Division Superintendent, for
required changes in the planned Completion Date and whether to conditionally or finally
accept the vessel.

In the Western Region, the minutes of this meeting may include separate recommendations
by the Maintenance Unit Foreman, Engineering Supervisor and Operating Unit Foreman
for required changes in the planned Completion Date and whether to conditionally or
finally accept the vessel. If agreement is reached, separate recommendations are not
necessary.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 9 of 10

The Maintenance Superintendent and Operating Division Superintendent shall sign the
minutes. The original shall be retained by Engineering and copies distributed to all
attendees and the Marine Manager.

In the Western Region, the Maintenance Foreman and Operating Unit Foreman shall sign
the minutes. The original shall be retained by Engineering and copies distributed to all
attendees and to the Operating Division Superintendent.

12.6. If this dispute resolution meeting is unable to reach agreement, a decision shall be
requested from the Marine Manager.

In the Western Region, if a dispute resolution meeting is unable to reach agreement, a

decision shall be requested from the Operating Division Superintendent. However, if a
vessels refit is done outside Company Facilities and a dispute arises then a decision shall be
requested from the Marine Manager.

Saudi Aramco: Public

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) MIM NUMBER Approved

MARINE INSTRUCTION MANUAL 1191.002

ISSUE DATE REPLACES
ISSUING ORG. MARINE DEPARTMENT (30003062) 05/12/15 07/09/2014
SUBJECT: Management of Maintenance and Refits carried out on APPROVAL PAGE NUMBER
Marine Vessels BAG 10 of 10

CONCUR:__________________________ CONCUR:__________________________
Supt., MTSD Supt., RTMOD

CONCUR: _____________________ CONCUR:__________________________

Supt., MMD Supt., TMOD

CONCUR:___________________________ CONCUR:__________________________
Supt., MTOD Supt., MODWR

CONCUR:___________________________
Dir., GOSR

Final Approval:

Date: /2015
Bader A. Ghouth, Manager
Marine Department

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