System for Efficient Authoring and Smart Condition Reporting and Intelligent Baseline Evaluation (SEASCRIBE)

The United States Navy’s Ship Maintenance Data Improvement Initiative (SMDII) under PMS 443 is critical for ensuring operational readiness and maximizing a vessel’s service life. Central to this initiative is the effort to collect accurate, timely, and comprehensive maintenance data, including deferred action forms, parts requisitions, and OPNAV 4790/2K (2-KILO) reports. Currently, technicians manually complete these forms—a process that is time-consuming, error-prone, and heavily dependent on the oversight of senior personnel. This manual workflow compromises data quality, delays vital maintenance updates, and hampers predictive maintenance strategies that rely on accurate input. To address these challenges, there is a pressing need for an intelligent assistant that automates and streamlines the Navy’s maintenance documentation process, leading to improved operational efficiency, reduced errors, and enhanced fleet readiness.  Recognizing this challenge, Knowledge Based Systems, Inc. (KBSI) proposes to design, prototype, and validate the System for Efficient Authoring and Smart Condition Reporting and Intelligent Baseline Evaluation (SEASCRIBE)—to modernize Navy maintenance documentation. By designing and using advanced Large Language Models (LLMs), SEASCRIBE will provide automated support to technicians in generating complete and accurate maintenance records in real-time. The system is specifically trained on Navy maintenance terminology and technical jargon, ensuring domain-relevant, context-aware outputs. As a result, SEASCRIBE enables human-machine teaming, augmenting technician capabilities and expediting maintenance form completion without compromising data integrity or compliance.  The Phase II project will establish focused application requirements, enhance the architecture design, prototype and validate the technology, and formulate a technology insertion and transition plan.