User Manuals

Forecast User Manual

Maintenance Forecast: Overview

The Forecast section serves a useful tool to analyse your jobs’ data and build a forecast for your maintenance routines and relating costs for a desired period of time.

Use the forecast to get the following information on your forthcoming maintenance activities:

Jobs to be carried out during the selected period of time.
Required spare parts and manpower resources along with their costs.
Costs allowed for inflation or wage increase.
Shortage of spare parts or manpower resources.
Graphs for total costs and manpower resources for the selected time frame.

To use of the Forecast section, apply the common workflow of the Due list section:

Step 1. Use the filter bar to create the forecast for the desired time interval and job parameters.

Step 1. Create/Re-create a Forecast

Figure 5. The basic routine to create the maintenance forecast.

Open the Forecast section:
- To open Forecast for a ship selected in the top menu, click Maintenance -> Forecast.
- To open Forecast for a unit/fleet selected in the top menu, click Fleet -> Forecast.
(To change the default filter forecast parameters) By default, the forecast is displayed for the currently selected fleet or ship for a month ahead of the current date, for example from 19 of May to 19 of June.

To create a forecast for other time intervals or job parameters, use the filter bar. (See The

Forecast Grid Tabs and Columns details for details.)

The steps to create a forecast for costs allowed for inflation or wage increase are described in the corresponding section.

(If necessary) Use the top menu selectors to choose another fleet or ship for the forecast.

(The ship selector is available only if the Forecast is opened via Maintenance -> Forecast.)

Click Refresh to create the forecast report.

Use the grid in the central part of the screen to view the created forecast (see How to view a forecast).

The Forecast Filter Bar Fields Details

(The fields that are missing from the list below are referenced in the How to use the “Due” list filter bar section of the TM Master User Manual.)

Time period: Use the field and the available choices to set the time interval or voyage (if the latter is applicable) for which to create the forecast:
1. Date from-to - Select the value, and then set any date in the Date from and Date to fields that will appear.
2. Current calendar year - Select the value to view the forecast for the period from the current date to December 31 of the current year.
3. Next calendar year - Select the value to view the forecast for the period from 1 of January to 31 of December of the coming year.
Inflation - Enter the annual inflation rate to calculate the spare parts costs and price allowed for inflation. To view results, use the Cost and Price columns on the Spare Part tab of the Forecast grid.
Wage increase: Enter a percent of wage increase to calculate manpower costs allowed for wage increase. To view results, use the Cost column on the Manpower tab of the Forecast grid.
Use unit personnel hours: Use the option to calculate Man Hours and Personnel man hours based on the info on the newly added Unit Personnel tab (Ship -> Details).

Use crew sea service hours: Use the option to calculate Man Hours and Personnel man hours based on the data from the Crew module.

How to Create a Forecast for Costs Allowed for Inflation or Wage Increase?

There is an opportunity to account for annual inflation and wage increase when calculating forecast costs on spare parts and personnel.

To calculate inflation costs for spare parts:

When creating the forecast, set the desired percent of inflation in the Inflation field of the filter bar.
Use the Spare parts tab to view results.

N o t e : The Costs info must be filled out on a spare part.

To calculate personnel costs accounted for wages increase:

1. When creating the forecast, set the desired percent of wage increase in the Wage increase field of the filter bar.

3. Use the Manpower tab to view results.

N o t e : The Hour rate field must be filled out on the Personnel tab see How to register personnel requirements for a job? for details.

Step 2. View the Created Forecast.

Once you create the forecast, use the tabbed grid in the central part of the screen to view the forecast information and plan your activities and resources or deal proactively with discovered shortage.

How to view the forecast job data?
How to view the forecast spare parts data?
How to view the forecast manpower data?
How to view the forecast totals?
How to view your forecast costs and manpower resources via the visualized graphs?

Switch the tabs to view the list of jobs and corresponding spare parts and manpower resources for the defined period of time. Refer to The Forecast Grid Tabs and Columns details for details.
Values in red on the Spare Parts and Manpower tabs signals the shortage of the resources.

Use the column description The Details Pane Tabs to know how to overcome the shortage.

Double-click the selected job or spare part to open the Job details or Spare part details window, respectively. Use this windows to modify the job or spare part data.
Consider using the grouping functionality to get more structured look of your maintenance schedule.
Use the [Show details] button to view additional information on your job/spare part/manpower resources selected in the grid. Refer to The Forecast Grid Tabs and Columns details for tabs’ and columns’ meaning.

The Forecast Grid Tabs and Columns details

The section details the tabs of the main grid:

The Jobs tab
The Spare Parts tab
The Manpower tab
The Cost Graph tab  The Man hours Graph tab

Note: The columns below include the columns that have not been described before in the manual or have additional meaning to the one described before.

Jobs:

Shows all the occurrences of the maintenance jobs for the time interval and job parameters defined in the filter pane based on the jobs’ details, such as scheduling interval, running hours, etc.

Due date: Shows a job’s due date predicted according to the job’s details, such as scheduling interval, running hours, etc. (Requires that Data interval and/or Hour interval as well as Last done fields are properly filled and maintained.)

The today’s due date also shows overdue jobs and jobs with no interval defined (i.e. with “0” in the Int column).

If a job has more than one frequency defined, only its instance with higher frequency will show (e.g. if a job is set to run once a year and once every 10000, the job with the one-year interval will show in the list).

Occurrence no: Indicates the number of the occurrences of the job in the list (first due occurrence of the job during the defined period is labelled “1”, the next due after that is labelled “2”, etc.).
Personnel Man Hours: Total man hours for the job based on the Personnel tab of the job details.
Man Hours: Man hours for the job based on the corresponding field on the General tab of the job details.
Use the status bar on the Details pane to view costs for the selected job

Spare parts:

Lists all spare parts required for the jobs listed on the Jobs tab based on the spare parts information for the jobs.

Cost (Available if the Price field for the spare part is set. Otherwise, the value is 0.) Shows the total cost for all spares required for a job in the ship’s currency and in the base currency if multiple vessels are selected.

If a value is set in the Inflation field of the filter bar, the Cost field displays yearly inflated cost of the spare.

Qty (Available if the Items section for the corresponding job is set.) Shows quantity of required spares for the exact job.
In Stock (Available if the corresponding field for the spare part is set.)

The item in red indicates that the required spare quantity for the exact job is lower than the current stock level on board.

To add spare part(s) to draft: select (or multi-select) the spare(s) and then use the right-click menu to select [Add to Draft] button and select the draft or create the new one.

To overcome the issue, double-click the spare and then use the [Add stock] button in the spare part details window that opens.

To modify the orders’ data for the selected spare, use the Orders tab of the Details pane.

Manpower:

Lists all disciplines required for jobs with total number of hours and total costs per discipline based on the personnel information of the jobs.

Available man hours Shows available man hours based on service records per discipline/date. The item in red indicates that required crew types and relevant man hours are less than planned/onboard crew for the selected time period.

To assign the required personnel and increase the available man hours, use the Crew module (for reference, go Help-> How to -> Crew to access the “How to..” for TM Crew?

guide.)

To modify the manpower data for the job, use the job details window.

Cost (Available if the corresponding data is set on the Personnel tab of the job. Otherwise, the value is set to 0.) Shows the manpower cost required for a job in the ship’s currency and in the base currency if multiple vessels are selected.

If a value is set in the Wage Increase field of the filter bar, Cost displays an increased wage costs.

To modify the manpower data for the job, use the job details window.

The Details Pane Tabs

Use the Show Details button to access the details view for the selected element in the grid or graph (except the Man Hours Graph). The tabs of the detailed view grid are referenced below.

(Note: The section describes only tabs, refer to The Forecast Grid Tabs and Columns details for detailed column

description.)

Figure 7. The Show Details button switch on/off the detailed view for the selected item in the grid

Jobs:

The details pane for the Jobs tab selected in the main grid shows the following data:

Occurrences Lists all occurrences for the selected job during the set time frame. The occurrences are calculated based on the job’s intervals.
Spare Parts Lists all spare parts required for the selected job. (Available if the corresponding data for the job is set.)
Manpower Lists personnel required for the selected job. (Available if the corresponding data for the job is set.)
Other costs Lists other costs (Available if the corresponding data for the job is set.)  Costs Summary Lists the costs for the job.

Spare Parts:

The details pane for the Spare Parts tab selected in the main grid shows the following data:

Jobs Shows the job that requires the selected spare part with the required quantity and cost.
Orders Shows the list of related orders. (Available if the corresponding data for the spare part is set.)

Double-click to edit the selected order draft or create a new one.

Manpower:

The details pane for the Manpower tab selected in the main grid shows the following data:

Jobs Shows the job that requires the selected discipline with the number of hours and cost. Double-click the selected job to open the job details window and modify the job’s manpower information.
Crew Shows the exact person assigned for the job (Available if the corresponding data for the job is set.)

Double-click to edit the selected team crew or create a new one.

How to View the Forecast Totals?

Use the ribbon to view the totals of the forecast you created:

Total number of jobs to be carried out, e.g. “3543 jobs”;
Total number of personnel man hours, e.g. “6 man hours”;
Total number of spare parts required. e.g. “40 spare parts”;
Total cost for all jobs, e.g. “6046,6 NOK total costs”

Figure 8. The ribbon with forecast totals.

How to Read the Visualized Graphs (Cost Graph and Man Hours Graph)?

Once you create the forecast, the two graphs - Cost Graph and Man hours Graph tabs help to visualize the information in the grids:

The Cost Graph visualizes the total costs for all jobs for the selected time period.
The Man Hours Graph visualizes the required and available manpower resources for all jobs for the selected time period.

*Use case for the Cost Graph*

While the two graphs differ in vertical axes functionality, the time period horizontal axe functionality is the same.

The Date axis shows the timeline that is set on the filter bar.

Use the selector next to the scroll bar to vary the timeframe displaying data per day, per week, etc.
- 1:1 fits the whole timeframe (set on the filter bar) into your screen
- 1:2 fits the half of the timeframe into your screen - etc.
Use the horizontal scrollbar to move along the timeline.
Use the dropdown on the main toolbar to set the timeline to display daily, weekly, monthly, or yearly intervals.

The Cost Graph

The Costs axis shows the following:

Every red “diamond” value () shows the total cost of all jobs for one date. The sum of these values makes the total costs for all jobs (displayed on the ribbon).
The most expensive “date” makes the top value of the scale.
Hover the pointer over a symbol to know the exact cost value it represents.
The symbols represent the following costs per one date:
- - The orange square stands for spare parts cost.
- - The blue circle stands for manpower costs.
- The green line stands for “other costs”. (Comes from the Other costs tab of the Job.)
- - The red diamond stands for the sum of the costs for spares, manpower, and other costs.
To switch off/on cost graphs, right-click anywhere within the graph and check/uncheck on desired item(s)

To switch to the total accumulative cost for the period, use the Accumulate values option of the right-click menu of the graph.

Man Hours Graph

The symbols represent the following manpower data per one date:

the total man hours for jobs based on the Man hours field on the component job.

the total man hours based on the Personnel tab of the job.

the total available man hours based on crew sea service.