Your involvement: three review calls. Our job: everything else.
Every NavioData project follows a clear eight-phase process. Your crew reviews at three key milestones — but the heavy lifting happens between those milestones, not during them. You stay in control without it becoming another job on your list.
Understanding your vessel and requirements
We have an informal conversation about your vessel, your PMS, and what you need.
We assess your documentation availability and any specific requirements.
A detailed proposal with fixed pricing, clear scope, and confirmed timeline — delivered within 24 hours.
Sign the mutual NDA and confirm the proposal to get started.
The foundation of your database
We set up a secure shared folder where you upload your technical documentation at your own pace.
Once received, we catalog everything and prepare a documentation matrix — a clear summary of what we have, what's missing, and the impact of any gaps.
A documentation matrix showing the status of every system on your vessel.
Upload your documentation and nominate a single point of contact for the project.
Your first milestone review
You review the documentation matrix and confirm which outstanding documents your team will provide.
Where significant manuals are missing, we can source them directly from manufacturers as an optional add-on (scoped at project start). Otherwise, documentation gaps are flagged in the final deliverable.
An agreed documentation baseline — so we both know exactly what the database will be built from.
Confirm outstanding documents or provide equipment details for sourcing. Any gaps that remain are noted in the final deliverable.
Building the foundation
We build your complete equipment hierarchy — every system, sub-system, and component structured in a logical hierarchy aligned to your vessel's actual build and shipyard documentation.
Standardised naming conventions are established and documented for consistency across the entire database.
The full equipment hierarchy and naming convention document for your review.
Your second milestone review
Your crew confirms the equipment structure reflects the vessel as actually built.
The naming conventions are reviewed to ensure they work for daily operational use.
A locked equipment hierarchy — the approved foundation for all maintenance tasks and spare parts.
Confirm the structure is correct, flag any missing equipment, and approve the naming conventions.
System-by-system extraction
With the approved hierarchy in place, we work through each system individually — extracting everything from the OEM documentation: maintenance tasks, spare parts, full parts catalogue, consumables, and service tools.
Every task is linked to the specific equipment it applies to, with correct intervals and "whichever comes first" logic preserved. Every part, consumable, and tool is linked to the equipment it serves.
Weekly progress updates on systems completed, any blockers, and updated timeline.
Respond to any clarification requests where documentation is unclear or conflicting.
Your third milestone review
Your crew reviews the complete database — maintenance tasks, spare parts, consumables, and service tools.
This is where operational experience meets manufacturer documentation — your crew confirms everything is accurate, complete, and practical for daily use.
A locked database ready for final QA.
Confirm tasks, intervals, parts, and consumables data. Flag anything missing from operational experience.
Your complete database
The database goes through a full quality assurance process: naming consistency, completeness, traceability, duplicate and orphan checks — all verified against source documentation.
You receive the complete Excel master workbook along with a database guide explaining the structure, naming conventions, and how to maintain it going forward.
Your complete PMS database — a comprehensive Excel workbook that belongs to the vessel permanently.
Review during the review period. Any errors on our part are corrected at no charge.
Your vessel has a complete, professionally built PMS database.
Operational vessels: 30 days from delivery.
New builds: 30 days from vessel handover — since systems can't be fully verified until commissioning.
Any errors or omissions on our part are corrected at no charge. After the review period, amendments are available at the ongoing support rate.
New build projects follow the same process, but documentation arrives in phases as the build progresses. The documentation matrix is a living document, and systems are developed as their documentation becomes available.
The timeline can extend over several months depending on build status and documentation release.
Download a sample of our work — a real database extract from a 60m motor yacht build.
See what a NavioData database looks like. Enter your details and download a sample workbook from a real 60m motor yacht build.
Let's discuss your vessel and documentation.
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