Frequently Asked Questions

A complete PMS database ready for import: full equipment hierarchy, maintenance task library with intervals, and spare parts catalog with part numbers linked to equipment. You receive an Excel workbook for your records (which stays with the vessel regardless of which PMS you use), plus your PMS import file in the required format.

PMS software companies are in the business of selling software — database building is often an afterthought, outsourced to data entry teams who've never worked on a yacht. I'm an engineer who's spent 10+ years actually using these systems onboard. I understand what makes a database practical for daily use versus one that looks complete on paper but falls apart when you're trying to find a spare part at 2am. You also stay independent. The database I deliver works with whatever PMS you choose — now or in the future. No lock-in, no recurring fees. And you'll always have a complete Excel master file that belongs to the vessel.

Any system that accepts data imports — IDEA, Deep Blue, Seahub, IN-YACHT, Aquator, and others. I deliver in your system's required format. If you're unsure which PMS to use, I'm happy to discuss options based on your vessel's needs.

I can share my experience with different systems and what works well for different vessel types and crew setups. I don't have commercial relationships with any PMS provider, so my advice is based purely on what I've seen work in practice.

The more complete your documentation, the more complete your database. **Essential:** Equipment list (or builder's delivery list), O&M manuals for machinery and systems, spare parts lists or delivery inventories. **Important:** System drawings with equipment tags (DWG, DWF, or PDF formats all work — I can extract equipment metadata from drawing files), tag-to-equipment mapping (which tag refers to which piece of equipment), builder specifications. **Helpful:** Existing PMS data, deck plans, class records, maintenance history. Don't worry if you're missing items — I can work with what you have and advise on what's worth sourcing. See the full breakdown on the Process page.

I'll set up a secure shared folder (Google Drive, Dropbox, or your preferred platform) where you can upload files at your own pace. Most clients gather documentation over 1–2 weeks. I can start work as soon as the essential items are in place — you don't need everything before we begin.

That's common, especially on older vessels or after crew changes. I can source missing manuals directly from manufacturers as an additional service. Some are quick to obtain; others take persistence — I'll advise on what's realistic.

Typically 4–12 weeks, depending on vessel size, complexity, and how complete your documentation is. A well-documented 50m motor yacht might take 6 weeks. An 80m with incomplete records could take 12. I'll confirm the timeline in your proposal after reviewing your documentation.

You have a review period to check everything. Any errors or omissions on my part are corrected at no charge. **For operational vessels:** 30 days from database delivery. **For new builds:** 30 days from vessel handover — since you can't fully verify until systems are commissioned. After the review period, amendments and additions are available at the ongoing support rate.

Both. New builds often have better documentation available from the shipyard. Operational vessels sometimes need additional work to fill gaps from years of crew changes and missing records.

Yes. Whether it's incomplete data, incorrect intervals, duplicates, or a migration from another system, I can assess what you have and quote accordingly. Sometimes it's faster to rebuild; sometimes cleanup is sufficient — I'll be honest about which makes sense.

Database import and initial configuration is included — I work alongside your PMS provider to ensure everything is set up correctly. You receive a working system, not just files. Full PMS administration setup and crew training are available as additional services. Travel expenses quoted separately where required.

Not for the core database work — that's done remotely from your documentation. Onboard visits are only needed for optional services like serial number verification or spare parts inventory. These are quoted separately including travel.

**Included:** Complete equipment hierarchy, maintenance library, spare parts catalog, Excel master file, PMS import file, database import/configuration support, and a review period with corrections. **Additional (quoted separately):** Manual sourcing, location mapping, tag reconciliation, criticality classification, serial number verification, spare parts inventory, training, and ongoing support. Travel expenses apply for onboard services.

You do. It's your data, delivered in standard formats. No licensing fees, no restrictions on how you use it.

The database is yours to use. If you need amendments, additions, or support down the line, I offer ongoing support at an hourly rate. Many clients check in annually before yard periods or when adding new equipment.

Send me a message through the contact page or email me directly at dylan@naviodata.io. We'll have a quick conversation about your vessel and requirements, and I'll send you a proposal within 24 hours.