planning maintenance system

1. Planned
Maintenance
System
References: (a) NAVSEAINST 4790.8 (series)
(b) OPNAVINST 4790.4(series)
(c) OPNAVINST 5100.19(series)
(d) COMNAVSURFORINST 4790.1 (series)
(e) MOMSENINST 4790.1 (series)
(f) CINCLANT/CINCPACFLTINST 4790.3 (series)
(g) NAVEDTRA 43241-H 3M PQS
(h) NAVSUP P-485
3M 103 PQS Fundamentals

2. Providing maintenance and material
managers the means to plan, acquire,
organize, direct, control and evaluate the
manpower and resources used for the
support of maintenance.
3M is the nucleus for managing
maintenance onboard ships.
103.1

3. a. Standardization - achieve uniform maintenance standards and criteria.
b. Efficiency - effective use of available manpower and material resources
in maintenance and maintenance support efforts.
c. Documentation - recording of maintenance and maintenance support
actions to establish a material history.
d. Analysis - provision to be used in the improvement of maintainability
and reliability of systems and equipment, and the reduction of cost of
material ownership.
e. Configuration Status Accounting - a means of reporting and recording
changes in what equipment is installed onboard, equipment configuration
specifications, and shipboard location.
f. Scheduling - standardized method for scheduling, planning, managing,
and tracking maintenance required and accomplished.
Information collected on completed maintenance and
configuration changes provides the following benefits:
103.1

4. Duties, Responsibilities
and the 3M chain of
Command
103.2

5. TYCOM
Responsibilities
Exercise primary
responsibility for the
effective operation and
support of their Ships' 3-M
Systems.
103.2 a

6. Maintains staff to administer the 3M system
Provides training teams for 3M assists &
assessments
Reviews quality/quantity of ship’s 3M data
(CASREP’s, Technical Feedback Reports, MDS documents, etc.)
Provides 3M system training for maintenance
and/or maintenance management.
Reviews Safety Advisory & Mishap and Material
Inspection reports (INSURV, Propulsion Examining Board
(PEB), etc.). When deficiencies are evident, corrective
action is initiated 103.2 a

7. SHIPBOARD ORGANIZATION
DUTIES AND RESPONSIBILITIES
3M SYSTEMS
COORDINATOR
DEPARTMENTAL 3-M
SYSTEMS ASSISTANT
WORK CENTER
MAINT. PERSONNER
WORK CENTER
SUPERVISOR
GROUP SUPERVISOR
DIVISION OFFICER
DEPARTMENT HEAD
EXECUTIVE OFFICER
3M SYSTEM MANAGER
COMMANDING OFFICER
103.2

8. CO - overall responsible for ensuring ship maintenance is
accomplished following 3-M System procedures and that the
3-M System functions effectively within the command.
XO - Ships' 3-M System manager and responsible to CO for
overall management of the Ship’s 3-M program.
3-M System Coordinator (3MC) - functional manager of 3-M
System and responsible to the XO for coordination and direct
supervision of all administrative facets of the Ship’s 3-M
System program.
103.2 b-d

9. DEPARTMENT HEAD
103.2e
Responsible for effective operation of
the 3-M System within the
department. Supervises scheduling
all Maintenance Requirements (MR’s)
and is responsible for all budgetary
expenses to support the 3M systems.

10. DIVISION OFFICER
103.2 f
Trained in the 3-M System and
responsible to the Department Head.
Assists in managing the maintenance
required for the division’s equipment,
and is responsible for documentation
accuracy.
Conducts and manages divisional 3M
training.

11. DEPARTMENTAL 3M
103.2 g
Responsible to 3MC and Department
Head for preparation and submission
of all departmental 3M reports (spot-
checks, PMS, Equipment Validations,
etc.).
Maintains the EGL master copies for
each MRC in the Department.
Assists Division Officers in achieving
required 3M Systems training.

12. Division CPO’s who are responsible for two or
more work centers shall be referred to as “Group
Supervisors"
Group Supervisors shall be responsible for the
proper performance of the 3-M System functions
within their work centers.
The Work Center Supervisor is responsible for
the effective operation of the 3-M System
within the work center
This responsibility shall not be delegated
Work Center Supervisors receive additional 3-M
System training
Group and Work Center Supervisors
103.2h & i

13. REPAIR PARTS PETTY OFFICER
RPPO – Interfaces with Supply for
ordering parts and supplies
required for all associated
workcenters.
Conducts monthly Material
Obligation Validations (MOV’s)
with the Department Head to
validate the continued need for
parts ordered.
103.2 j

14. You: the Maintenance Personnel
Responsible to Work Center
Supervisor (WCS). Your 3-M duties
include, but are not limited to:
a. Perform assigned sheduled
maintenance requirements using
MRC’s and Equipment Guide Lists
(EGLs) as indicated by the 13 week
accomplishment log and the
weekly schedule.
103.2k

15. You: the Maintenance Personnel
b. Performing PMS, promptly notify the WCS
when:
(1) Anything on an MRC is not fully understood,
appears to be incorrect or cannot be
accomplished as written.
(2) Tools, materials, etc., prescribed by the
MRC are not available.
(3) Any doubt exists about capability, training,
or experience to properly perform the MR as
prescribed.
(4) Factors exist which would make
performance of the MR unwise or dangerous
(e.g., disassembly of equipment needed for
operations, radiation when prohibited,
situations causing safety hazard to exist,
etc.).
103.2k

16. 3-M is a management tool designed to provide
efficient, uniform methods of conducting and
recording preventive and corrective maintenance.
Preventive maintenance: actions intended to prevent
or discover functional failures. Preventive
maintenance includes actions taken to prevent
equipment from failing, such as changing the oil,
cleaning filters, calibrating, etc.
Corrective maintenance: actions taken to fix
equipment that has failed or is not working to design
specifications.
Included in the phrase "corrective maintenance" are
authorized changes or modifications to installed
equipment.
Corrective and Preventive
Maintenance
103.3

17. Maintenance Requirement Card (MRC) – step-by-
step procedures with safety precautions noted
describing who, what, how, and with what
resources an MR will be accomplished.
Equipment Guide List (EGL) - used when an MRC
applies to a number of identical items (i.e., valves,
small arms, etc.). Each item will be uniquely
identified. Each ship prepares its own EGLs.
Purpose of the 3M elements
Maintenance Index Page (MIP) – Index of MRC’s
prepared and issued for each system/equipment
onboard for which PMS exists.
MRC’s, EGL’s, & MIP’s are basic PMS documents.
103.4 a-c

18. List of Effective Pages (LOEP) - lists MIP’s
and system equipment not requiring PMS
assigned to each work center.
Change Page – Historical Listing of all
authorized changes made to the Work
Center Manual (43P1) citing specific
references authorizing each change.
3M ELEMENTS (con’t)
103.4 d-e
The LOEP, Change Page, & MIP’s are
key elements of the 43P1

19. FBR notifies TYCOM & FTSC’s of PMS issues.
Two versions: SKED and Hardcopy
TWO types: Category A (for changes to LEOP)
Category B (Technical)
Some Category B FBR’s are Urgent.
Must be approved and transmitted within 4 days
of creation with a response time goal of 1 day.
NOTE: FBR’s will provide initial PMS coverage
but Configuration Data needs to be updated to
initiate logistic support. This is also referred to
as submitting a 4790/CK Configuration Change
FEEDBACK REPORTS (FBR)
103.4 f

20. The 43P1 reflects that portion of the PMS Master
File that contains only the planned maintenance
requirements applicable that work center.
It consists of the following Major Elements:
Change Page, LOEP, MIP’s, & FBR file
It is designed to provide a ready reference of
planned maintenance requirements for the work
center supervisor and all Maintenance personnel.
WORKCENTER PMS MANUAL
(43P1)
103.4 g

21. Weekly displays MRC’s and personnel
assigned to them for the week in a given
work center. Maintenance Personnel have
access to view this in SKED.
Quarterly displays maintenance to be performed
during a specific 3-month period.
Updated weekly by WCS, provides ready
reference to the current status of PMS.
Represents departmental directive and once
finalized may only be changed with department
head approval.
PMS SCHEDULES
103.4 h-i

22. Flip Page cites justifiable reasons for all
unaccomplished or deleted maintenance.
NOTE: Lack of Man-hours is not justifiable.
Examples of justifiable reasons are:
part on order with JSN’s and REQ #’s
CASREP with Numbers
HAZMAT unavailable WITH JSN and REQ #
The Flip page entry always starts with one of four
pro-words: LOST -; RESCHEDULED -; DELETED -;
or COMPLETED – (with additional information
required).
PMS SCHEDULES
QUARTERLY FLIP PAGE
103.4 i

23. Cycle displays PMS to be performed
during the period between docking
availabilities and/or three
interdeployment training cycles.
Any checks that have not been
accomplished prior to restarting a cycle
will be scheduled during the first
quarter of the new cycle schedule.
An example of such an availability is
Docking Phased Maintenance
Availability (DPMA).
PMS SCHEDULES
CYCLE
103.4j

24. Signature documentation of personal
accomplishment of assigned MR’s after
WCS notification and authorization.
Documents associated Tag-outs and is
reviewed weekly by the WCS & DivO
Maintained in the 43P1 for not less
than 13 weeks.
13 Week Accountability Log
103.4 k

25. Contains the information necessary for
equipment tag-out maintenance.
Regulated by the Tag Out Users Manual
(TUMS)
Created when existing technical
documentation (EOSS, CSOSS, etc.) is
insufficient to support tag-outs
Signature Verified by WCS, DivO, and DH
and re-verified when any one transfers
Isolation Guide List (IGL)
103.4 l

26. Sub-category (SCAT) - Portable
Electric/Electronic Test Equipment listed in the
Test Equipment Index are assigned a SCAT code
which groups models having the same test
capability and tolerances.
Standard PMS Material Identification Guide
(SPMIG) - Database providing part numbers
and ordering information for MRC materials in
the Test Equipment, Materials, Parts and Tools
Block. This data accessible in SKED
SPMIG & SCAT
103.4 m-n

27. This is a 3-part four
segment code used in
cataloging MRCs
which is located at the
lower right side of the
MRC
Birthdate: first 2 digits
SYSCOM MRC Control Number
103.4 o

28. SYSCOM MIP Control Number
Three SYSCOM MIP
control numbering
systems have been
developed based on
changing PMS
philosophy and are
currently in use.
(Conventional, Surface
Missile System, and
Reliability Centered
Maintenance)
Birthdate: last 2 digits.
103.4 p

29. Objective: reduce PMS to the minimum
during a prolonged inactive period
without degrading material condition, or
jeopardizing future operational reliability.
Inactive Equipment
Maintenance (IEM)
A modified maintenance program to
prevent equipment deterioration during
inactive periods, when complete PMS
support is neither desirable nor practical.
103.4 q

30. •
• Technical bulletins containing
Technical bulletins containing
information about the hazardous
information about the hazardous
material
Material (HAZMAT)
•
• Shall be in English and contain at
Shall be in English and contain at
least the following information:
least the following information:
–
– Identity of material
Identity of material
–
– Hazardous ingredients
Hazardous ingredients
–
– Physical and chemical characteristics
Physical and chemical characteristics
MSDS
103.4 r

31. –
– Physical hazards (fire, explosion,
Physical hazards (fire, explosion,
reactivity)
reactivity)
–
– Health hazards (routes of entry,
Health hazards (routes of entry,
exposure limits, and cancer potential)
exposure limits, and cancer potential)
–
– Precautions for safe handling & use
Precautions for safe handling & use
–
– Emergency first aid procedures
Emergency first aid procedures
–
– MSDS preparation date
MSDS preparation date
–
– Name, address & phone number of
Name, address & phone number of
chemical manufacturer, importer,
chemical manufacturer, importer,
employer who can provide additional
employer who can provide additional
information
information
MSDS (Con’t)
103.4 r

32. -
(HMUG)
Divided into 22 groups
Each section contains information on
Control measures
Precautions
Health hazards
Spill controls
Disposal guidelines
Hazardous Material Users Guide
103.4 s

33. * Common sense, thorough indoctrination, and
documented training of all personnel maintaining
and operating shipboard equipment is required.
* Accidents do not respect persons or rights.
Statistics show that a high percentage of accidents or
casualties could have been prevented if specific
precautionary measures had been taken.
* Every effort has been made to indicate
hazards to personnel in the "Safety
Precautions" block and in the appropriate steps
of the procedure block of MRCs.
WARNINGS WILL BE INSERTED
IMMEDIATELY PRIOR TO THE
APPROPRIATE PROCEDURAL STEP.
* Inadequacies in the MRC which might affect
the safety of personnel or equipment shall be
reported by an Urgent PMS FBR.
Unsafe condition in the performance of PMS
103.5

34. Provides detailed step-by-step procedures
for performing maintenance and describes
who, what, how, and with what resources a
specific requirements will be accomplished.
3 types exist:
Technically Validated (white)
Maintenance Requirement Card
(MRC):
103.6
Preliminary (Yellow)
Classified (Pink)
Most MRC’s are Technically validated

35. Preliminary (Yellow)
1. Provided via FTSC’s to provide ships with
advance coverage while MIPs/MRCs are
undergoing final review.
2. Identified by a "P" code and number following
the slash of the SYSCOM MIP control number
reflecting the revision.
3. Preliminary MIPs/MRCs are technically
reviewed/approved by the cognizant
SYSCOMs/BUMED.
103.6 b

36. Unclassified locator card duplicates
information in all MRC blocks but
procedures, and includes one of the
following statements:
Classified (pink)
"Maintenance procedure with the
requirement is CONFIDENTIAL. Maintenance
Requirement Card is stowed in_________ .“
OR
"Maintenance procedure with the require-
ment is SECRET. Maintenance Requirement
Card is stowed in __________________ ."
103.6 c

37. And the intervals of
accomplishment
Periodicity codes
103.7

38. Calendar Periodicities
The only authorized periodicities
are as follows:
Q - Quarterly
4M - Every 4th month
S - Semiannually
8M - Every 8th month
A - Annually
#M - Every # months
D – Every day
2D - Every 2nd day
3D - Every 3rd day
W - Weekly
2W - Every 2nd week
3W - Every 3rd week
2M - Every 2nd month
103.7 a

39. Non-Calendar Periodicities
R - Situation Requirement
U - Unscheduled Maintenance
LU - Lay-Up
PM - Periodic
Maintenance
SU - Start-Up
OT - Operational Test
Inactive Equipment
Maintenance (IEM)

40. No system starts perfect – feedback can get it there
Three systems exist for process improvement:
Feedback Reports (FBR)
Technical Manual Deficiency/Evaluation Report
(TMDER)
Configuration Item or
4790/ck Configuration Change
REPORTING DISCREPANCIES
103.8

41. Procedures for
discrepancies/ deficiencies-
Technical Feedback Reports
(TFBR)
The PMS FBR or TFBR is used to
notify Fleet Technical Support
Centers (FTSC) and/or the TYCOM of
matters related to PMS.
103.8

42. FBR FORM
Two versions: SKED and Hardcopy
SKED – Instructions are available in the
help file, with some specific Do’s and
Don’ts
Hardcopy - composed of an original and
four copies. Instructions for preparation
and submission of the form are printed on
the back of the last copy.

43. Category A -- This type of FBR
is non-technical in nature and is
intended to meet PMS needs
which do not require technical
review. Category A FBRs are
submitted to request classified
or other PMS documentation
which cannot be obtained
locally.
There are three types of FBRs:
Category A, Category B, and Urgent.
103.8

44. This type of FBR is technical in
nature, and is used to report:
Technical discrepancies inhibiting PMS
performance.
Shift of maintenance responsibilities.
Requests for TYCOM assistance.
Category B --
103.8

45. When the reason for submission of a PMS FBR
involves safety of personnel, ship, or equipment
and relates to the technical requirements of PMS,
the FBR will be considered URGENT.
The message shall describe the unsafe procedures
or conditions, and shall identify the MIP/MRC
involved.
URGENT Feedback Reports.
103.8

46. TMDER
Used to correct Technical Manuals and
Publications used in the maintenance of
shipboard equipment.
Accomplished either on-line via Distance
Support or via Snail Mail using a form from
the back of the Manual.

47. CONFIGURATION
Known as:
4790/CK, Configuration Change, & Configuration
Items
Used to get support for newly installed equipment.
Will initiate all logistics:
PMS, Parts, & Technical Documentation
NOTE: FBR’s can be used to start and change PMS, but will
do nothing for the other elements of logistic support.

48. Definitions and
Relationships of the
following:
103.9

49. Report No. PMS 5 (the LOEP) – lists all MIP’s and system
equipment not requiring PMS assigned to each work
center.
The LOEP is a part of the PMS Master file and contains:
LOEP’s And MIP’s
(1) Report Date (Date LOEP produced).
(2) Force Revision (FR) Number.
(3) Type Commander (TYCOM).
(4) Unit (Ship's hull number, Unit Identification Code
(UIC), and name).
(5) Work Center.
(6) MIP Numbers and Nomenclature (brief description
of the system/equipment).
103.9 a

50. EGL’s and MRC’s
Specific EGL’s are created for
each MRC when it applies to a
number of identical items
(i.e. valves, small arms, etc.)
Each item on the EGL will have
a unique identifier/serial
number assigned.
Each ship prepares its own EGLs.
103.9 b

51. IGL’s and MRC’s
Contains specific equipment tag-out information
necessary for that MRC
Contains number, locations, and positions of the
tagged items and permission/notification
requirements
Each ship prepares its own TGLs
103.9 c

52. MIPs are issued for
each installed
system/equipment for
which PMS support has
been established.
MIPs are basic PMS
reference documents.
MIP’s and MRC’s
Each is an index of a
complete set of MRC’s
applicable to a ship system,
subsystem, or equipment.
103.9 d

53. Change Page and LOEP
Change Page indicates all changes
(FR’s/CAN’s/DIT’s)
to the WC referencing authorizing
document.
list’s approved TFBR’s submitted for
LOEP Corrections.
It must reflect the current FR
(Force Revisions/Advance Change Notices/Document Input Transmittals)
103.9 e

54. SAFETY PRECAUTIONS
Warning: Death or injury may result if the
operating/handling procedures and practices are
not correctly followed. Warning text may be listed
in the safety precautions‘ block and will be
repeated preceding the procedure involved.
Caution: Damage to equipment may result if the
operating procedures and practices, etc. are not
correctly followed. Cautions are not listed in
safety precautions block but will precede the
instruction for the procedure involved.
103.10
listed prior to applicable step on the MRC
Specific categories are: