department of the navy - sailorbob 2.0 july 2016/section 3 - material... · department of the navy...

DEPARTMENT OF THE NAVY COMMANDER, NAVAL SURFACE FORCE

UNITED STATES PACIFIC FLEET 2841 RENDOVA ROAD

SAN DIEGO, CALIFORNIA 92155-5490

COMMANDER NAVAL SURFACE FORCE ATLANTIC

1430 MITSCHER AVE NORFOLK, VA 23551-2494

IN REPLY REFER TO

COMNAVSURFPACINST 4790.1G/ COMNAVSURFLANTINST 4790.1G N43 17 Jul 13 COMNAVSURFPAC/COMNAVSURFLANT INSTRUCTION 4790.1G From: Commander, Naval Surface Force, U.S. Pacific Fleet Commander, Naval Surface Force Atlantic Subj: SURFACE FORCE MAINTENANCE AND MATERIAL MANAGEMENT PROGRAM Ref: (a) OPNAVINST 4790.4 (b) COMFLTFORCOMINST 4790.3 (c) NAVSEAINST 4790.8 (d) COMNAVSURFPACINST/COMNAVSURFLANTINST 3502.1 (e) NAVEDTRA 43241 (f) NAVEDTRA 43119-4 (g) COMNAVSURFPACINST/COMNAVSURFLANTINST 5233.1 (h) S0400-AD-URM-010/TUM (series) Tagout Users Manual (i) COMNAVSURFPACINST/COMNAVSURFLANTINST 3500.10 (j) COMNAVSURFPACINST/COMNAVSURFLANTINST 1300.1 (k) COMNAVSURFPACINST/COMNAVSURFLANTINST 4790.2 Encl: (1) Chain of Command Responsibilities (2) 3M Program Guidance (3) Command Self-Assessment (4) 3M Training Events (5) Littoral Combat Ship (LCS) Guidance 1. Purpose. To promulgate Maintenance and Material Management (3M) Program management requirements within Naval Surface Forces. The execution of the 3M Program is per references (a) through (k), and as clarified by this instruction. The goal is to maintain an effective shipboard maintenance program that will ensure a high state of shipboard material readiness. 2. Cancellation. COMNAVSURFPAC/COMNAVSURFLANTINST 4790.1F. 3. Scope. This instruction is applicable to all Commander, Naval Surface Force, U.S. Pacific Fleet (COMNAVSURFPAC)/Commander, Naval Surface Force Atlantic (COMNAVSURFLANT) units or commands.

COMNAVSURFPACINST 4790.1G/ COMNAVSURFLANTINST 4790.1G 17 Jul 13

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4. Background. The Naval Surface Force Type Commanders (TYCOMs) are responsible for providing properly manned, trained, and maintained ships to the numbered fleet commanders. Effective maintenance is crucial to operational readiness. Shipboard maintenance personnel and their supervisors must be thoroughly familiar with the maintenance and support programs pertaining to their equipment. 5. Execution. Material readiness is sustained through the execution of quality maintenance. Planned Maintenance System (PMS) must be performed correctly and completely by maintenance personnel and then that accomplishment must be validated via spot checks by supervisory personnel. Proper administration of the 3M Program is critical, but nevertheless secondary, to the actual accomplishment of maintenance. The Commanding Officer (CO) is ultimately responsible for the overall readiness of his/her ship. The Chief’s Mess is charged with the responsibility of providing the deck plate leadership necessary to get the correct grease into the bearing, to accurately align the Radio Detection and Ranging (RADAR), and to properly install the gasket in the watertight door. A continuous focus on 3M is required to maintain the highest material readiness. J. P. CORDLE R. I. KITCHENER Chief of Staff Chief of Staff Distribution: Electronic only via COMNAVSURFPAC Directives Website, https://www.portal.navy.mil/comnavsurfor/Pages/Directives.aspx


Enclosure (1)

CHAIN OF COMMAND RESPONSIBILITIES 1. The chain of command is responsible for the operation, improvement, and support of the 3M System. The success of an effective 3M Program relies on every level of leadership afloat and ashore. These responsibilities are specified in references (a), (b), and (c). The following additional guidance is provided: a. TYCOM. TYCOM exercises primary responsibility for the effective operation and support of the 3M Program. The TYCOM N43 staff shall: (1) Brief the Commander monthly on the status of the 3M Program, including status of 3M Certifications, 3M Mid-Cycle Assessments (MCAs), training timelines, and quarterly self-assessment results of selected commands. (2) Ensure appropriate ships are manned with a Ship Maintenance Material Officer (SMMO) and an Navy Enlisted Classification (NEC) qualified 3MC. (3) Process 3M Technical Feedback Reports within a week of receipt. (4) Oversee the Afloat Training Group (ATG) in execution of their 3M responsibilities, to include periodically observing 3M Certifications, MCAs, and training events. (5) Ensure a portion of MCAs are scheduled as no-notice inspections. (6) Verify with ATG all 3M Certifications/training events are scheduled and conducted in accordance with guiding directives. (7) Analyze 3M certification and self-assessment data, identify common concerns, conduct root cause analysis, develop and implement solutions. b. Immediate Superior In Charge (ISIC): (1) Ensure 3M Certifications, MCAs, and 3M re-assessments are current and scheduled in accordance with this instruction.


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(2) Ensure subordinate commands conduct rigorous quarterly 3M self-assessments and report results to the TYCOM. (3) Develop a remediation plan of action and milestones (POAM) for individual command and departmental area failures (AER, EER, CAV, ACF, RAR, and CVF). The ISIC shall provide the TYCOM via naval message the status of areas remediated on or before the 30th day following completion of the assessment. (4) Ensure subordinate commands are in compliance with standard work center/division/department structure per reference (b). (5) Track and monitor 3M milestones, including 3M Certifications, MCAs, and 3M Training Events. If ISICs require Certification or MCA schedule changes, the change request will be submitted to the TYCOM at least 30 days in advance. (6) Monitor the status of troubled systems using the quarterly 3M self-assessment and report results to the TYCOM. (7) If the Fleet Response Plan (FRP) will be extended due to operational requirements, ensure additional 3M MCAs are conducted annually until full certification is achieved. (8) Conduct 3M spot checks during ISIC and/or staff visits. c. ATG: (1) Schedule and conduct Basic Phase Training, including 3M training. (2) Periodically report to TYCOM, the training and certification status and any perceived barriers to effective and timely completion of Surface Force Readiness Manual (SFRM) requirements. (3) Schedule and conduct 3M Certifications. (4) Provide a detailed spot check analysis for all unsatisfactory spot checks, including troubled systems, within three working days after completion of the assessment. (5) Provide a 30-day event schedule updated weekly.


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(6) Provide timely notification to the TYCOM in the event that unit 3M performance is in doubt. d. CO: (1) Foster and maintain a command-wide mindset that reinforces quality maintenance and material management practices, and which ensures preventive maintenance is scheduled correctly and conducted exactly in accordance with approved technical documentation. (2) Conduct rigorous quarterly 3M self-assessments, using knowledgeable and experienced personnel. (3) Chair the Planning Board For Maintenance (PB4M). The maintenance team should meet at least monthly to plan, prioritize, and coordinate the maintenance at the command. (4) Implement an effective Zone Inspection Program to identify and document material discrepancies. (5) Ensure material deficiencies are properly documented in the Current Ship’s Maintenance Project (CSMP) and tracked to resolution. When Departures from Specification (DFSs) are required, ensure they are tracked through Web DFS and approved by the TYCOM. e. Executive Officer (XO). The XO is the ship’s 3M Program Manager and will drive for program effectiveness. The XO will also: (1) Assist the CO in fostering and maintaining a command-wide mindset that reinforces quality maintenance and material management practices, 3M training, and which ensures preventive maintenance is scheduled correctly and conducted exactly in accordance with approved technical documentation.

(2) Brief the CO monthly on the status of the 3M Program. The brief shall include 3M Certification, MCA and training timelines, and quarterly self-assessment results and corrective actions. (3) Implement an effective 3M spot check program involving all levels of the chain of command from the Work Center Supervisor (WCS) to the CO.


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(4) Approve the shared/split Maintenance Index Pages (MIPs) and ensure an updated tracker is maintained by the 3MC. (5) Ensure the command quarterly self-assessment and troubled systems spot check results are forwarded to the ISIC and entered into Training and Operational Readiness Information Services/Training Figure of Merit (TORIS/TFOM) before the 20th of the month after the start of the new quarter. f. Command Master Chief (CMC). The CMC shall lead the Chief Petty Officer’s (CPO) Mess in the management and oversight of the 3M Program. The CMC will also: (1) Assist the CO in fostering and maintaining a command-wide mindset that reinforces quality maintenance and material management practices, and which ensures preventive maintenance is scheduled correctly and conducted exactly in accordance with approved technical documentation. (2) Properly supervise CPOs in the conduct of 3M duties and responsibilities to ensure quality maintenance is being conducted on all equipment, maintenance personnel are knowledgeable on the checks they are assigned, and procedures for reporting deficiencies are followed. Ensure that CPOs set exacting standards for preventive maintenance in their divisions and departments. (3) Conduct assigned spot checks. g. 3M System Coordinator (3MC): (1) Be assigned in writing as the primary duty CPO or Petty Officer First Class with NEC 9517. (2) Serve as the command’s overall 3M Program technical expert and adviser. (3) Assist the command’s work centers in the proper execution of the 3M Program, and ensure successful 3M work center implementation. (4) Coordinate completion of the quarterly 3M command self-assessments. (5) Request additional assistance and training visits from the ISIC or ATG, via the XO, as required.


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(6) Maintain the master shared/split MIP tracker. Ensure applicable shared/split MIPs are appropriately assigned to affected work centers, and provide the master tracker to the XO for approval. (7) Implement a troubled systems matrix and track completion of troubled systems spot checks. (8) Ensure Work Candidate pre-transmittal review is configured in Maintenance Data System (MDS) as follows: WCS to Divisional Leading Chief Petty Officer (LCPO)/Division Officer (DIVO), to Department Head (DH), to 3MC. (9) Obtain permission from TYCOM prior to resetting the cycle and or delaying installation of a Force Revision. (10) Ensure WCS, LCPO, DIVO, SMMO, DH, and 3MC have attended Maintenance University within twelve months of report date. (11) Implement an effective spot check program involving all levels of the chain of command from the CO to the WCS. (12) Conduct targeted training on identified 3M Program shortfalls or problem areas. (13) Implement the 3M training program in accordance with reference (c). The minimum 3M training requirements are located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx (14) Ensure the command quarterly 3M self-assessment and troubled systems spot check results are forwarded to the ISIC for review. h. SMMO: (1) Serve as the CO’s principal assistant for management of all off-ship brokered maintenance. (2) Partner with the 3MC to foster and maintain command-wide high standards for 3M Program execution. Provide oversight of the 3MC in maintaining an accurate shipboard CSMP that reflects the ship’s actual material condition. Conduct and

https://www.portal.navy.mil/COMNAVSURFOR/ENGINEERING/3M/DEFAULT.ASPX



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document monthly command CSMP shore file reviews and correct and resubmit for approval all Return to Ship (RTS) and/or on hold work candidates. (3) Assist the CO during zone inspections and through 3M spot checks, to create and maintain command-wide high standards of 3M Program execution. (4) Coordinate with the Ashore Ship Maintenance Manager and maintenance executing activity, to resolve maintenance issues and provide ship input to the PB4M. (5) Provide the Ship’s Force Work List (SFWL) to the executing activity and assist in coordinating ship’s force work with the executing activity during availabilities. (6) Review Work Center ES01 work candidates monthly, to ensure jobs are planned for upcoming availabilities and conduct the 180 day DH review for ES01. (7) Ensure initial conditions are established for work prior to work start by outside activities per reference (b). (8) Ensure new systems or equipment and software installs, alterations, and/or upgrades/updates are authorized by the Regional Maintenance and Modernization Coordination Office (RMMCO) or by higher authority and have full logistical support prior to the start of the work. Coordinate, track, and sign for all equipment and software installations, alterations, and or upgrades/updates performed by Alteration Installation Teams (AITs). (9) Ensure scheduling and tracking to completion of Class Maintenance Plan (CMP) actions. (10) Ensure outside activities sign the Accountability Log for MR checks after completion of maintenance. When the completing activity is not available to sign the Accountability Log, the SMMO shall sign for completion of the maintenance. i. Departmental 3M Assistant (3MA). The DH shall designate in writing an E-6 or senior as the Departmental 3MA. The 3MA shall be appropriately PQS qualified (3M PQS Watch Station 305) and assist the DH in the administration of the 3M Program within the department. The Departmental 3MA will also:


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(1) Assist the 3MC to ensure proper execution of the 3M Program within their department. (2) Serve as the department’s 3M Program technical expert and adviser. (3) Supervise and coordinate the quarterly 3M self-assessments for their department. (4) Assist with 3M training and self-assessment in the command. (5) Assist in the development and execution of the 3M short and long range training plans. (6) Assist the 3MC in ensuring a high quality command spot check program. j. DH: (1) Review and approve all department PMS schedules. (2) Authorize and sign the Inactive Equipment Maintenance (IEM) tracking form prior to any equipment being placed in IEM. (3) Review and approve all new department work candidates within four days of creation, ensuring accuracy and completeness, and that the correct job priority has been assigned. Review all work candidates in the departmental CSMP every 180 days. (4) Designate and assign in writing the departmental 3MA and WCSs. (5) Review and verify the content and validity of all PMS Feedback Reports and digitally sign PMS Feedback Reports within four days of creation. (6) Take corrective action on all unsatisfactory PMS spot checks and report same to the XO via 3MC as part of weekly PMS reporting.


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(7) ACU, BMU, NBU, and PHIBCB may designate the detachment Officer in Charge (OIC) to assist in the performance of DH 3M functions. All designations shall be in writing and signed by the CO. (8) CG 47 and DDG 51 class COs may designate in writing the Weapons Officer to assist in the performance of Combat Systems DH 3M functions for the following work centers: CG01, CG02, CG03, CG04, CA01, CA02, CM01, CM02, and CM03 only. k. DIVO: (1) Review and verify the content and validity of all PMS Feedback Reports and digitally sign PMS Feedback Reports within three days of creation. (2) Review PMS schedules ensuring maintenance is level loaded. (3) Review and initial the SKED Accountability Log at the beginning of the PMS week and sign at the end of the PMS week. (4) Ensure the work center printed weekly Accountability Log is maintained as a historical record of accomplished maintenance. Ensure checks added throughout the week are hand-written into the blank Accountability Log pages. (5) Review with the LCPO all divisional work candidates and CSMP for validity and accuracy prior to approval. Brief the DH on the status of all work candidates monthly. (6) Review the SKED Forecasting Report to ensure that all future requirements such as tools, parts, and test equipment are available for maintenance checks. l. LCPO: (1) Ensure maintenance is properly performed on all gear within their work centers and/or divisions, and in accordance with procedural documentation. (2) Properly supervise the WCSs in the execution of daily maintenance to ensure adherence to 3M duties and responsibilities.


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(3) Ensure WCSs are properly trained and thus possess required knowledge of all work center/division equipment and maintenance requirements. (4) Validate all work center/division equipment is covered by PMS. (5) Ensure PMS is properly scheduled and conducted, to include all underway/special evolution “R” checks. (6) Ensure that when equipment fails PMS, it is properly entered into the CSMP. (7) Ensure the divisional CSMP accurately reflects material conditions. (8) Review Work Center PMS records, initial all line-outs/additions on the List of Effective Pages (LOEP), MIPs, and Situational Reference Sheets if applicable (e.g. Force Revisions, Advance Change Notices (ACNs) and PMS Feedback Reports received) and SKED prior to DIVO and DH reviews. Ensure proper justification is noted on each line-out. (9) Be the only person to place SKED in revision mode to ensure appropriate oversight. Ensure maintenance is level loaded and able to be accomplished, given the ship’s operational requirements. (10) Review and approve work candidates, and serve as the second point of contact for work candidates. Brief the DIVO weekly on the status of all work candidates in the CSMP. (11) Ensure divisional personnel are properly trained and qualified to conduct maintenance. (12) Review and sign the SKED Accountability Log beside the DIVO signature block at the end of the PMS week. Ensure checks added are handwritten into the blank Accountability Log pages. (13) Conduct quarterly self-assessment and promptly correct discrepancies found. (14) Review and verify the content and validity of all PMS Feedback Reports.


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(15) Review the SKED Forecasting report ensuring that all future requirements such as HAZMAT, tools, parts and test equipment are available for maintenance checks. m. WCS: (1) Ensure all equipment in the Work Center has PMS coverage. (2) Maintain an accurate and current LOEP by comparing the documentation with the actual equipment configuration. (3) Submit PMS Feedback Reports when required due to changes to the LOEP/MIP/MRC and/or configuration. Ensure configuration changes are documented by CK as required. (4) Spot check the completed equipment validations submitted each week. Ensure accuracy of the information and SKED equipment association. (5) Review the SKED Accountability Log at the beginning and sign at the end of the PMS week. (6) Ensure the timely installation of Force Revisions, Advance Change Notices, and PMS Feedback Reports. (7) Ensure that when a Maintenance Person reports failed maintenance, that follow-up procedures are properly documented in the CSMP. n. Maintenance Person (MP): (1) Perform quality PMS in accordance with procedural documentation. (2) If a need to deviate from documented procedures is perceived, STOP. Inform the WCS and LCPO. Do NOT proceed until the chain of command has resolved the apparent discrepancies in the procedure. (3) If PMS cannot be completed, inform the WCS and LCPO.


Enclosure (2)

3M PROGRAM GUIDANCE

1. Maintenance Management a. Qualifications/Accountability: The key to a successful 3M Program is highly-trained, knowledgeable, and qualified maintenance personnel accomplishing the maintenance. All personnel must complete the corresponding PQS for their assigned 3M Program billet per references (c), (e) and (f) of this instruction. (1) Damage Control Petty Officers (DCPOs) will complete the DCPO PQS 43119-4 (series) and prerequisites prior to being assigned any DCPO maintenance. DCPOs will be assigned in writing by the XO. (2) Weekly 3M Report cover page in Figure 1 will be used for Command Level 3M weekly PMS reports. This will be maintained by the 3MC for the current and previous quarter or 26 weeks minimum. b. Up-line Reporting: Up-line reporting via Revised Alternative Data Flow Website (RADWEB) is required at a minimum of twice per calendar week. Platforms on any other MDS, will verify twice a week that automatic data transfer is occurring. c. Automated Shore Interface (ASI) Processing: ASI download and processing is required when the ASI record count in RADWEB is 3,000 records or higher for CG, DDG, MCM, LPD, LSD, FFG, LCS or shore facilities. For LHA, LHD and LCC class, ASI download and processing is required when the ASI record count in RADWEB is 10,000 records or higher. ASI download and processing of all available ASI records in RADWEB is required when the ship is getting underway for a period of two weeks or longer, monthly at a minimum, and as directed by the TYCOM. Ship’s ASIs available in RADWEB will be downloaded and processed into the ship’s MDS within seven days of ASI creation. d. Bulk Loads/Database Transfer: A bulk load is a CSMP load (more than one work candidate is considered a bulk load) produced by any activity (i.e. C5RA, INSURV, SECAP, SWEAP etc). COMNAVSURFPAC/COMNAVSURFLANT N43 3M will review and approve all bulk loads prior to them being loaded into any afloat or ashore database. COMNAVSURFPAC/COMNAVSURFLANT N43 3M is the only authorizing activity for bulk load reviews. Commands will not transfer, copy or allow the direct access to or copying of the


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MDS database by any outside activity without COMNAVSURFPAC/COMNAVSURFLANT N43 3M written permission. e. PB4M: Each unit will have a formally structured PB4M. The PB4M should meet monthly at a minimum, to plan, prioritize, and coordinate the execution of maintenance. The PB4M should consist of the CO (who will chair the team), XO, 3MC, DHs, the SMMO, and the Port Engineer and other personnel as desired. f. Work Candidate Review and Approval: MDS pre-transmittal reviews will be configured from WCS to LCPO/DIVO to DH, and then to 3MC. LCPO/DIVO will have the same level of review. This review and approval process will take no longer than four days from creation until approved by the DH. 2. PMS Execution a. PMS MIP assignment and command Standard Work Center structure will be maintained in compliance with TYCOM standards. (1) Work centers are not in compliance with TYCOM PMS MIP assignment if all MRCs are lined out on a MIP except for the U, SU, LU, PM, AP or OT checks or if MIPs are added to the LOEP without a fully approved PMS Feedback Report. The most current TYCOM PMS MIP assignment is the current Force Revision DVD and Tailored Force Revision (TFR) DVD.

b. SKED (3.1 and 3.2) Forecasting Report will be printed and reviewed before the start of every quarter then placed in the work center manual. The SKED Forecasting Report will be used to ensure all future requirements, such as HAZMAT, tools, parts and test equipment are available for maintenance checks. c. The Accountability Log will be maintained as per reference (c) including the following: (1) The Accountability Log shall be reviewed for completeness and accuracy. Upon completion, the log will be transferred to the SKED program, prior to generating the next weekly schedule. (2) Maintenance Personnel will record Tagout Record Sheet (TORS) or Line Item Record Sheet (LIRS) serial number or “N/A”, if a tagout is not required. All TORS/LIRS will be maintained for spot-check.


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d. Standard entries will be utilized for all SKED 3.1 flip page reports and SKED 3.2 check note reports: (i.e. Rescheduled, Out of periodicity, Non-accomplished). Entries will be in accordance with reference (c). e. Cent sign entries will begin with “Performed by” followed by detailed information of the organization completing the maintenance, JSN, work order, or applicable documentation. Proof of completion will be maintained in the work center PMS manual. The activity completing the maintenance will sign the Accountability Log for the maintenance completion. In cases where the completing activity is not available to sign the Accountability Log, the SMMO will sign for the maintenance completion. f. Inactive Equipment Maintenance (IEM). Written permission from the DH, or higher authority, is required to place any system or individual piece of equipment into IEM. (1) Equipment is placed into IEM when necessitated or planned, due to such circumstances as long-term out of commission status. The 3MC will have a minimum of a 26 week working log of IEM using Figure 2. The working log includes the length of time in IEM, valid reason, and authorization. If equipment is in IEM Type II, a JSN, maintenance level, and a brief description of the work being done is required.

(2) During 3M Certification and MCA, units will provide the working log of IEM.

g. LOEP, MIP, MRC, and Situational Reference Sheets Line-out justification: (1) All line-outs and additions to the LOEP, MIPs, MRCs and Situational Reference Sheets must have appropriate justification. Appropriate justification includes: Scheduling Aids, a fully approved Feedback Report, or alternate work center that is listed on the Force Revision. The line-out editor feature in the SKED Program will be utilized to document any line-out. (2) MRC line-out authorization hierarchy: (a) MIP Scheduling Aid states to line-out the MRC. (b) Approved Feedback Report response authorizing


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the line-out. (c) Another work center is performing the maintenance as verified by the Master Split/Shared MIP tracker. h. Split MIP is any MIP for a singular equipment or equipage that is assigned to more than one work center. Shared MIP is any MIP that is carried by more than one work center performing PMS on like equipment/spaces (i.e. MIPs 6300/001, 6341/001, 3000/001, 4361/038, and 5000/005). All Split/Shared MIPs are verified with the Master split/shared MIP log, PMS Feedback Log and PMS 4 Report.

(1) All cross departmental (i.e. split or shared) MIPs will be reviewed and approved by the XO. (2) If more than one line-out authorization applies, choose the higher authorization from the hierarchy.

(3) Proper justification in writing is required for a MIP to have all the associated MRCs lined out. An approved PMS Feedback Report is required for work centers to line-out all MRCs on a MIP (except for the U, SU, LU, PM, or OT checks) or to add or delete MIPs to/from the LOEP.

i. Omitted Checks are defined as: (1) MIP/MRCs that are not installed as required (e.g. FR, PMS Feedback, or ACN process). (2) MIP/MRCs that are not scheduled as required. (3) Equipment placed in IEM without DH approval and/or valid reason. (4) Line-outs of MIPs or MRCs without an approved Feedback Report.

j. Equipment Guide List (EGL) Guidance/Equipment Association: (1) SKED 3.1 ships will generate EGLs using the associated equipment function to account for multiple pieces of identical equipment that represent a single line item.

(2) All EGLs will be maintained in the SKED Program (not


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in an external database).

(3) Each EGL will not exceed eight hours of work for the maintenance person as per MRC elapsed time block. When determining the eight hour limit, mandatory related maintenance must also be considered. When an EGL is required, the location block on the MRC will be filled in with: “See Equipment Guide List,” or “Equipment Guide List attached,” or “see MCMS,” or “see PCMS Key listing/plan.” EGLs will be attached to the MRC or placed in the Work Center PMS manual. (4) All equipment listed as a single line item on the PMS boards or on an EGL will be associated to its maintenance in SKED using the Equipment Association function. k. MRC Location Block. When the location block in the MRC is pre-filled with multiple locations, the WCS must determine which location (equipment) applies and treat them as individual line items in SKED. The block will only have exact location, compartment Number; “See Equipment Guide List/Location Guide List,” “see MCMS,” “see PCMS Key listing/plan,” or “Equipment Guide List/Location guide list attached.” When multiple locations are required for PMS completion, the starting location will be annotated in the location block. No other entries are allowed. For U and AP checks, follow guidance of paragraph l below. l. U and AP Checks: (1) U checks are triggered for specific actions under the parent MRC or circumstance. The location (EGL/LGL) to do the U check is contained in the parent MRC or circumstance, not in the location block on the U check. (2) AP checks are system/equipment assessment procedures (i.e. Sonar system, Firemain system etc.) normally scheduled by outside activities. The system/equipment assessment may happen in multiple stations, therefore the location block may be left blank.

(3) U and AP checks may be lined out following the rules stated in paragraph 2.g.(2), MRC line-out authorization hierarchy.


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(4) LGL or EGL is not required for U and AP checks. For standalone U and AP checks, an LGL or EGL maybe appropriate. Read the MRC to make this determination.

(5) If U or AP are the only checks active on a MIP, submit a feedback to either retain the MIP (U/LU/SU/OT/PM/AP are valid checks) or remove it from the work center (no U/LU/SU/OT/PM/AP are valid).

m. A Flip Page/Check Note entry is required when rescheduling a PMS check, to either move a check forward or backward (i.e. waiting for parts, ship’s schedule changed, etc). n. A Change Page entry is required for all changes no matter how minor, including MRC changes. (1) CHANGE NUMBER - FR#, FBR#, DIT#, or Transmittal # (2) DATE OF CHANGE - Date of the document (3) EFFECTIVE DATE - Date change took effect (4) SIGNATURE - Sign (WCS). o. PMS 22 Report. The 3MC will ensure the SKED Feedback Manager matches the PMS 22 Report received monthly. (1) If the FBRs in SKED are not on the PMS 22 Report, the FBRs are not in the system. In this case, verify the FBRs are still required, have sufficient detail, meet the standardization requirements, and were not addressed by a Force Revision. If the FBR meets the criteria, resubmit. If the FBR is no longer required, delete it from SKED. p. Priority for the work candidate will be set based upon the material condition and operational requirements. All priority level changes or any updates to the work candidates will be documented in block 35 (Recommended Solution) of the work candidate. Every work candidate starts with a priority level of four (4). To raise the priority level, use the guidance provided in reference (c). 3. PMS Spot Check a. Spot Check Guidance: Each ship is required to have an effective spot check program involving all levels of the chain


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of command from the WCS to the CO. Individual Maintenance Requirements (MRs) will be spot checked periodically to determine the effectiveness of PMS accomplishment and to ensure the maintenance was completely and correctly performed. Detailed spot check criteria used to evaluate the completion of the Maintenance Requirement (MR) is located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx The following spot check matrix is the minimum for the command: Management Level Number of MR’s Spot checked Interval CO One Weekly XO One Weekly 3M System Coordinator Two Weekly Command Master Chief Two Weekly DH One Weekly DIVO One Weekly CPO One Weekly LPO (if applicable) One Weekly WCS One Bi-Weekly b. The 3MC will generate a weekly PMS spot check assignment matrix for all Officers, CPOs, and WCSs using the guidance listed above. This ensures that each work center completing PMS will receive at least one spot check per week. (1) The matrix will include at a minimum one spot check on each assigned DCPO per week by an Officer or CPO.

(2) The 3MC will retain a copy of each spot check weekly matrix and copies of the completed spot check forms along with the discrepancies for at least 13 weeks. c. There are three types of spot checks; historical, maintenance validation, and monitored maintenance. During the 3M Certification, 3M MCA and 3M Recertification, and 3M Training Events, only historical and maintenance validation spot checks will be conducted. (1) Historical spot checks are used to validate that preventive maintenance that has been completed, that the maintenance person had the skills to accomplish the maintenance requirement and that the equipment is being properly maintained.




8 Enclosure (2)

(2) Maintenance Validation spot checks are used to validate that preventive maintenance that has been reported as complete. The maintenance person will perform the previously reported completed maintenance action in the presence of the assessor. (3) The Monitored Maintenance Checks can be used by the command to validate equipment maintenance requirements and/or train the maintenance personnel. Monitored maintenance checks are accomplished by the spot checker watching the maintenance person’s initial performance of the entire maintenance action. Monitored Maintenance Checks are required for the completion of some 3M PQS watch stations. Monitored Maintenance checks occurring during the qualification process and resulting in a satisfactory completed MR can be counted as a complete check. The qualified and authorized person observing the trainee will sign as the person accomplishing the check. d. To complete a PMS spot check, the following steps will be taken: (1) Select a fully accomplished check from the Accountability Log (goal is broadly sampling PMS accomplishment through the spot check program). (2) Identify the individual who completed the PMS.

(3) Document the performance of PMS spot checks using the spot check form located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx e. Tagout: Per reference (h) and as modified by this instruction, a TORS, including the LIRS, will be maintained for 13 weeks in a paper printed or electronic form from the ESOMS/SOMS archive. The TORS/LIRS are required to validate the Safety Tagout requirements of equipment during historical spot checks. All corresponding TORS/LIRS, for MR spot checked requiring a tag out, must be provided.

f. Item Unique Identification Barcode (IUID): IUID is a barcode tag that is added to each piece of equipment for identification and linked to the configuration records. If utilized as part of the equipment file validation program, hanging of the IUID tag will not be associated with or performed during the tag out process. Tagout is a SAFETY program and will




9 Enclosure (2)

be singular in its application. 4. SKED 3.1 Guidance. SKED 3.1 LGLs will be generated by the WCSs for multiple identical equipments listed individually (identical equipments that have their own component row) in SKED. The WCSs will generate an LGL for equipment locations from the master LGL template provided by the 3MC. When an LGL is required, the location block on the MRC will be filled in with: “See Location Guide List,” or “Location guide list attached,” or “see MCMS,” or “see PCMS Key listing/plan.” LGL format will contain the same information and layout as the EGL format in SKED 3.1 with the exception of having document title of “Location Guide List.” 5. SKED 3.2 Guidance. For SKED 3.2, LGLs are created by using the “Edit Equipment Details” function to assign equipment to maintenance items. For all maintenance items assigned to the same maintenance group and same MRC, SKED 3.2 will print the equipment at the bottom of the MRC. Additional SKED 3.2 guidance is located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx 6. Required Forms a. 3M Coordinator Weekly Report Cover Page (Figure 1). b. Inactive Equipment (IEM) Tracking Form (Figure 2).




10 Enclosure (2)

Figure 1 3M Coordinator Weekly Report Cover Page

Date _____________ From: 3M Coordinator To: Commanding Officer Via: Executive Officer Subject: PMS REPORT FOR THE WEEK OF ___________________ QTR ________ Current Force Revision: ____________________

Date Last Conducted Date Due Score Remarks

3M Certification 3M Mid-Cycle Assessment

Quarterly Self-Assessment

Quarterly self-assessment discrepancies status: ____________________

Serial Number Date Processed/Verified Remarks

CSMP Up-line ASI NTCSS DAPS NTCSS backups NA NIAPS backups NA SMMO Ship to Shore CSMP reconciliation review/month

NA

Number of work candidates in the queue awaiting review (>4 days) by COC:______________________ Number of FBRs in the queue awaiting review (>4 days) by COC: ____ Number of jobs over 180 days old not reviewed by DH: _____________ Attached files: Command RAR/PAR Command Equipment Validation Status Command PMS Spot check completion matrix UNSAT PMS spot checks and corrective actions Completed/UNSAT Equipment Validation spot checks Command Summary of Equipment Validations Department PMS Report Flip page report 3M PQS delinquent status report


11 Enclosure (2)

Figure 2

Inactive Equipment (IEM) Tracking Form

Equipment MIP WC Date Placed in IEM

IEM Type

I or II

Reason Placed in IEM

JSN Maintenance Level Remarks


Enclosure (3)

COMMAND SELF-ASSESSMENT

1. An essential element of an effective maintenance program is a rigorous, detailed, and critical self-assessment process. This includes robust Spot Checks, Division-In-The-Spotlight (DITS) and Zone Inspection programs. Units should utilize ATG to assist in self-assessment training. 2. The 3MC will ensure a quarterly 3M self-assessment is completed and results are entered into the TORIS/TFOM system by the 20th day of the first month of the new quarter. The quarterly 3M self-assessment will be conducted on all work centers in the following manner: a. AER/RAR/SKED 3.2 Performance Rate (PAR): A CPO or above will assess these areas for all work centers utilizing the enclosures located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx b. ACF: The 3MC will use the previous week of command spot check results to calculate ACF score for the quarterly self-assessment. c. CVF: Departmental LCPO is responsible for assessing this area utilizing enclosures located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx d. EER: XO and 3MC are responsible for assessing EER utilizing enclosures located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx

3. Deficiencies identified during the quarterly command self-assessment shall be reported to the Work Center’s chain of command for correction. The 3MC shall provide a written report of deficiencies to the XO and CO. 4. The results of the command quarterly self-assessment will be documented in electronic enclosures, reported to the ISIC and retained by the 3MC for a period not less than one year. ISICs will track the results of the quarterly self-assessments and perform regular validation to ensure commands are conducting a thorough self-assessment.








2 Enclosure (3)

5. All the enclosures for the Command Self-Assessments are available for download in an automated format from the following web site: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx




Enclosure (4)

3M TRAINING EVENTS 1. The intent of 3M training events are to sample a portion of the command’s work centers. ATG/ISIC will review a minimum of one work center per department and provide in-depth training in the deficient areas noted during the review. This will allow the command the ability to properly self-assess and correct 3M discrepancies prior to the 3M events. Every level of the chain of command must be involved during these events to ensure success. 2. ATG/ISIC will: a. Conduct training for command personnel including the 3MC, all departmental 3M Assistants (3MAs), WCS, Officers, and CPOs. The training may include Maintenance Data System (MDS), SKED, equipment validations and 3MC effectiveness. b. Verify the command is fully compliant with the standard work center/division/department structure. c. Observe departmental 3MAs conducting self-assessments of at least one work center per department. d. Conduct spot checks on all equipment with high-failure rates/troubled systems. Other spot checks will be based on maintenance completed within previous 13 weeks. Troubled System listing can be obtained from COMNAVSURFPAC/COMNAVSURFLANT 3M website: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx e. ATG/ISIC will observe, assess and train the command’s Officers and CPOs in conducting spot checks. f. Ideally, not conduct the 3M events during a shipyard period when most equipment is in an Inactive Equipment Maintenance (IEM) status. g. An in-brief and out-brief will be provided to the CO at the beginning and conclusion of the 3M events. This is to highlight results of the training and yield recommendations for improvement. The out-brief and written report will address whether the command is or is not in compliance with the standard work center/division/department structure. The command shall apply those lessons and corrections to the other work centers




2 Enclosure (4)

not reviewed. In addition, results will be forwarded to the applicable ISIC and TYCOM for review and corrective action as necessary. 3. Limited Tailored Training (LTT). LTTs are intended to train on and correct deficiencies identified during command self-assessments. Commands may request LTT throughout the FRP. In order to properly utilize the LTT, the 3MC will send to ATG the results of self-assessments using the assessment grading criteria along with assessment spreadsheets located at: https://www.portal.navy.mil/comnavsurfor/engineering/3m/default.aspx This is to assess and determine the areas that require team training. The assessment database scores will be included with the LTT request via naval message.



Enclosure (5)

LITTORAL COMBAT SHIP (LCS) GUIDANCE

1. Given the limited manning on the LCS and Mission Module, ship’s force will rely heavily on the shore establishment to perform most of the required preventive and corrective maintenance. The LCS, Mission Module Package Facility and LCS MST will clearly delineate preventive and corrective maintenance responsibilities.

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