Introduction and Purpose
Effective asset management is fundamental to safety, compliance, and operational excellence in high-risk environments such as commercial diving, Remotely Operated Vehicle (ROV) operations, and marine support activities. A well-implemented Planned Maintenance System (PMS) serves as the backbone of this process.
Poor asset management — marked by inconsistent maintenance, incomplete records, or absent systematic monitoring — significantly elevates the risk of equipment failure during critical operations. This not only endangers lives but also leads to operational downtime, regulatory non-compliance, increased insurance premiums, and potential legal liabilities.
This technical brief provides comprehensive guidance on establishing and maintaining an effective PMS, drawing on extensive real-world experience with the Namaka Asset Management System (NAMS) — a DNV type-approved, cloud-based solution aligned with IMCA, ADCI, and other major industry standards. It covers core PMS principles, detailed Do’s and Don’ts, dedicated sections on Safety Critical Elements and Auditing, the tangible improvements a correctly implemented PMS delivers in safety and efficiency, visual metrics and diagrams, and supporting appendices.
What is a Planned Maintenance System (PMS)?
A PMS is a structured, auditable framework used to plan, schedule, execute, record, and verify all maintenance, inspection, and testing activities for diving and marine assets. It moves beyond reactive “break-fix” approaches to proactive, condition-based, and time-based management.
Core Components of an Effective PMS:
- Unique asset identification (system/location, description, manufacturer, model, serial number)
- Comprehensive task libraries with clear descriptions and acceptance criteria
- Defined maintenance periodicity (calendar time, operating hours, cycles, or condition triggers)
- Detailed historical records including dates, technicians, measurements, observations, and supporting evidence
- Traceability mechanisms for transfers, modifications, faults, and deferrals
- Reporting and certificate generation capabilities
Industry Compliance Major bodies, including IMCA, ADCI, DNV, Lloyd’s Register, and ABS, require robust PMS implementation. Compliance demonstrates that risks are identified and mitigated, equipment integrity is maintained, and full audit trails exist for inspections, reviews and incident investigations.
How a Correctly Built PMS Improves Safety and Efficiency
A well-designed and diligently executed PMS delivers measurable benefits across safety, operational performance, and commercial outcomes.
Safety Improvements:
- Risk Reduction: Systematic scheduling and verification of maintenance tasks prevent degradation of safety-critical equipment, significantly lowering the probability of failure during operations.
- Early Detection: Regular inspections and detailed record-keeping enable identification of trends, emerging defects, or degradation before they become critical.
- Enhanced Emergency Preparedness: Up-to-date, reliable equipment and documented procedures improve response effectiveness in hyperbaric emergencies, bell recoveries, or evacuation scenarios.
- Barrier Management: PMS supports the maintenance of independent safety barriers and provides evidence for Safety Case and ALARP demonstrations.
- Human Factors: Clear procedures, standardised notes, and accessible records reduce reliance on individual memory and minimise errors.
Efficiency Gains:
- Reduced Downtime: Planned maintenance minimises unplanned breakdowns and optimises equipment availability.
- Streamlined Compliance: Automated certificate generation and audit-ready reports drastically cut administrative time.
- Resource Optimisation: Clear visibility of maintenance status, spares requirements, and critical asset condition allows better allocation of technicians, tools, and inventory.
- Knowledge Retention: Comprehensive digital records preserve institutional knowledge and support seamless handovers.
- Cost Control: Proactive maintenance extends asset life, reduces repair costs, and improves tender competitiveness.
Quantifiable Impact (Industry Observations from Mature PMS Users)
Typical Reported Improvements:
- Equipment Failure Incidents: ↓ 60–70%
- Unplanned Downtime: ↓ 50–65%
- Audit Duration: ↓ 40–60%
- Administrative Time on Compliance: ↓ 60–75%
- Asset Lifecycle Extension: ↑ 15–30%
- Audit Non-Conformance Findings: ↓ 50–80%
- Operational Uptime: ↑ 8–15%
These metrics are derived from organisations transitioning from paper/manual systems or basic spreadsheets to integrated solutions like NAMS.
Simplified PMS Process Flow
This cyclical process ensures continuous improvement and closed-loop assurance.
Safety Critical Elements (SCEs) in Diving Operations
Safety Critical Elements are those systems, structures, or components whose failure could cause or contribute to a major accident, loss of life, or severe environmental damage. In diving operations, typical SCEs include saturation and surface diving systems, life support equipment, pressure vessels, umbilicals, hyperbaric evacuation facilities, and fire suppression systems.
PMS Requirements for SCEs:
- Explicit identification and tagging within the asset register
- Elevated maintenance frequency and more stringent verification standards
- Mandatory independent or third-party inspections where required
- Integration with the company’s Safety Management System (SMS)
NAMS Best Practices for SCEs:
- Flag SCE assets clearly and group them within relevant structure groups
- Ensure every SCE task includes detailed renewal notes, attached certificates, and maintenance routine notes
- Generate dedicated SCE overdue/exception reports
- Link maintenance records to formal change management and risk assessment processes
Pitfalls to Avoid:
- Applying generic maintenance regimes to SCEs
- Postponing or deactivating SCE tasks without documented risk assessment
- Failing to update SCE status following modifications or transfers
NAMS Overview
NAMS, developed by Namaka Subsea, is a purpose-built, cloud-based PMS for Diving, ROV, and Marine equipment. It is DNV-Type approved and fully supports IMCA DESIGN and ADCI standards. Key features include automated certificate generation, intelligent internal audit modules, real-time multi-user access, structure groups, spares tracking, fault reporting, and system summaries.
Best Practices (Do’s) – Maximising NAMS Value
Renewal Notes: Provide detailed, technical, and factual notes for every task sign-off. Example (Pipework Pressure Test): “All valves and pipework pressure tested to maximum rated working pressure using potable water. HP lines: 3000 psi (no leaks); LP lines: 300 psi (no leaks). Ambient temperature: 18°C. Test witnessed by [Technician Name].”
3rd Party Certificates and Attachments: Attach and reference supporting documentation for specialised tests.
Maintenance Routine Notes: Document procedures, tools, acceptance criteria, and deviations. Leverage Namaka’s upgraded pre-populated package.
Additional Tasks: Create custom tasks for unique assets (e.g., compressor running-hour schedules).
Structure Groups Organise assets logically for audit documents and bulk transfers.
Common Pitfalls (Don’ts) – Practices to Avoid
Incorrect Grouping or Separation of Assets Avoid lumping dissimilar items or failing to separate components requiring distinct tests.
Incorrect Asset Locations Place diving helmet hoses under Divers’ Personal Equipment and fire extinguishers in all applicable sections.
Deactivating Tasks Only for genuinely inapplicable tasks; never core audit-required ones.
Removing Items from the Audit Log Use solely for immediate correction of entry errors.
Permanently Deleting Assets Limit to true duplicates or test entries only.
Auditing with NAMS
NAMS Audit Capabilities: One-click IMCA DESIGN/ADCI reports, automatic data population, full audit trails, and real-time access.
Best Practices: Regular internal self-audits, SCE focus, advance report generation, and prompt non-conformance closure.
Typical Audit Pitfalls: Vague notes, missing attachments, incorrect groupings, and deactivated critical tasks.
Conclusion and Recommendations
A correctly implemented PMS, supported by disciplined use of a tool like NAMS, transforms asset management into a strategic advantage — delivering safer operations, smoother audits, and measurable efficiency gains.
Key Recommendations:
- Deliver targeted training on this brief, with modules on SCEs and audit preparation.
- Schedule regular data quality reviews.
- Adopt NAMS upgrade packages.
- Integrate fully with your SMS.
- Treat all records as critical safety documentation.
For support with NAMS configuration, SCE implementation, or training, contact Namaka Subsea technical support.
Appendices
Appendix A – Quick Reference Checklist for NAMS Users
Do’s
- Write detailed, quantitative Renewal Notes on every task
- Attach and reference 3rd party certificates
- Populate Maintenance Routine Notes with procedures
- Add custom tasks for non-standard equipment
- Use Structure Groups for audit-friendly organisation
- Flag and prioritise SCEs
- Run internal audits monthly
Don’ts
- Group unrelated or differently tested items without full details
- Misplace assets (e.g., helmet hoses, fire extinguishers)
- Deactivate core tasks
- Delete audit log entries except for immediate corrections
- Permanently delete assets with history
Appendix B – Glossary of Key Terms
- PMS: Planned Maintenance System
- SCE: Safety Critical Element
- IMCA DESIGN: Diving Equipment System Audit standard
- Audit Log: Immutable historical record of all asset activities
- Structure Group: Logical grouping of assets for audit/reporting purposes
- ALARP: As Low As Reasonably Practicable
Appendix C – Suggested Further Reading
- IMCA D 018 – Code of practice for the initial and periodic examination, testing and certification of diving plant and equipment
- IMCA D 023 – Diving equipment systems inspection guidance note (DESIGN) for surface-oriented (air) diving systems
- IMCA D 024 – DESIGN for saturation (bell) diving systems
- IMCA D 037 – DESIGN for surface supplied mixed gas diving systems
- IMCA D 040 – DESIGN for mobile/portable surface supplied systems
- IMCA D 053 – DESIGN for the hyperbaric reception facility (HRF) forming part of a hyperbaric evacuation system (HES)
- IMCA D 063 – Diving equipment systems inspection guidance note – DESIGN for hyperbaric rescue unit (HRU) life support packages (LSP)
- IMCA D 069 – Guidance on the systematic assessment of control systems in automated diving plant and equipment
- ADCI Consensus Standards
- Relevant national diving regulations (e.g., UK HSE, IMO)
- Classification society (e.g., DNV, Lloyd’s Register, ABS)
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