Operational Guide · Registers & Logbooks

# Critical Spare Parts Management

Once critical equipment has been identified, the question becomes: if it fails today, is the spare part really on board? Critical spare parts management answers exactly that.

critical spares critical spare parts OCIMF logistics

## Operational Explanation

Once critical equipment has been identified under the ISM Code, managing the related spare parts becomes itself a safety element: a sudden failure on a critical component with no spare available on board can turn routine maintenance into a prolonged emergency, especially far from ports with spare parts availability.

Industry guidelines (for example OCIMF guidance on critical equipment and related spare parts) offer a reference framework, but the responsibility for defining minimum stock levels remains with the Company, since such guidelines are generic and do not automatically cover every risk specific to the individual ship.

## Regulatory Reference

ISM Code, par. 10.3: once critical equipment has been identified, a minimum spares level must always be guaranteed. OCIMF guidelines on Safety Critical Equipment and Spare Parts provide a widely used industry reference, although without the force of a mandatory rule.

## Scope of Application

Every spare component associated with equipment identified as critical in the ship's PMS, including auxiliary machinery parts whose failure could generate a hazardous situation.

## Procedure / How to Complete It

1. Derive the critical spares list directly from the critical equipment list identified under ISM par. 10.3.
2. Define the minimum stock level for each critical spare, considering resupply availability in the ship's typical operating areas.
3. Periodically check the condition of critical spares (especially components subject to deterioration, such as gaskets or rubber elements).
4. Track the consumption of critical spares and reorder promptly, not only when stock is exhausted.
5. Coordinate with the Company the availability of critical spares that cannot be stored on board (e.g. very expensive or bulky components), planning for their rapid procurement.

## Practical Example

Example of management: spare gaskets for the critical auxiliary cooling pump, checked every 6 months for deterioration from heat/humidity exposure, with automatic reorder triggered upon reaching the minimum stock threshold rather than upon exhaustion.

## Real Cases

Significant prolongations of onboard failures, with consequent loss of operating time or the need for towing, have frequently been traced to the unavailability of a critical spare part on board, even though the equipment was correctly classified as critical in the ship's PMS.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Critical spares list not updated after changes to the identified critical equipment | Missing spares for equipment recently classified as critical | Systematically update the spares list whenever the critical equipment list changes
Critical spares deteriorated due to inadequate storage, never checked until the moment of need | The spare is present but unusable at the moment of failure | Periodically check the condition, not just the presence, of spares
Reorder started only after the stock is completely exhausted | Period of vulnerability with no spare available while awaiting reorder | Set automatic reorder thresholds before stock is fully exhausted

## PSC Observations

Critical spares management is not typically subject to direct PSC documentary verification, but can emerge indirectly in the event of detention for failure of essential equipment that cannot be resolved quickly for lack of spares.

## Operational Tips

- Always derive the critical spares list from the critical equipment list, keeping them synchronized.
- Periodically check the condition of spares, not just their physical presence on board.
- Set automatic reorder thresholds before stock is completely exhausted.

## Checklist

- Critical spares list derived from and synchronized with critical equipment
- Minimum stock level defined for each critical spare
- Condition checked periodically
- Consumption tracked with automatic reorder on minimum threshold
- Availability of spares that cannot be stored on board coordinated with the Company

## FAQ

Are the OCIMF guidelines on critical spares mandatory?
No, they do not have the force of a mandatory rule, but they are widely used as an industry reference for identifying critical equipment and defining the related minimum spare stock levels.
What to do if a critical spare cannot be stored on board due to size or cost?
A rapid procurement strategy should be planned with the Company (pre-identified suppliers in the ship's typical operating areas, availability agreements), since physical absence on board does not eliminate the need to manage the associated risk.
How often should the condition of stored critical spares be checked?
There is no fixed interval set by a specific rule: good practice calls for periodic checks (typically every six months or as recommended by the manufacturer), more frequent for components subject to deterioration such as gaskets or elastomeric elements.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Planned Maintenance System (PMS)Blackout and Failure Management

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