CM-PE-706 Procedure for Vendor Print Control

Table of Contents

1. Purpose
2. General
3. Responsibilities
4. Procedure
5. Flowchart
6. References
7. Attachments

1. Purpose

This procedure describes the Vendor Print Control activities connected with the receipt, administration, routing and distribution of the Vendor Furnished Documents (VFD), which need review by Engineering and the responsibilities of the involved parties.

It is applicable to all projects, whether on task force or non task force basis.

If certain deviations must be made to suit specific project requirements, these deviations will be formalized in a deviation sheet applicable for the specific project only.

2. General

2.1 Vendor Furnished Documents (VFD)

Vendor Furnished Documents are all documents to be submitted by vendors under the terms of an enquiry or purchase order. They are described in but not limited to the VFD sheets in the requisition. Depending on the project further VFD can be described in the purchase order.

2.1.1 VFD Covered by this Procedure

Engineering documents which must be submitted by vendors for review by Engineering under the terms of a Purchase Order.

2.1.2 VFD not Covered by this Procedure

a. Quotation Documents: i.e. documents to be submitted by vendors with their quotations.

b. Inspection Documents: i.e. those documents which are the results of inspections and tests like material and test certificates and vendor data books.

c. Documents for Independent Inspectorates: It is the responsibility of the inspection department to ensure that applicable VFD will be issued to independent inspectorates, as applicable.

d. Documents for Statutory Inspection: It is the responsibility of the Authority engineer to establish the document requirements for the items under statutory inspection. The expediter shall expedite timely submission.

e. Documents for Client Review: For each project where, under the terms of the project specification, the client is entitled to receive and comment on VFD during the review stage of VFD, a Client VFD review procedure will be agreed with Project and Client. Usually the client will receive copies of VFD under transmittal in parallel with the BBV Engineering review. BBV will review VFD and return to vendor as usual, except that it will be made clear that client comments have not been incorporated yet.Client's comments will be communicated to vendor as secondary comments in case BBV already returned vendors documents, provided with BBV comments.

2.2 Document Classification Number (D.C.N.)

To facilitate correct recording of and control over received documents against requirements, all VFD requirements in the VFD sheets in the requisition shall bear a unique identification number, the Document Classification Number (DCN).

2.3 Reporting

To assist all parties in exercising a proper control over VFD the following standard reports exist:

Total Report:Reflects all issues of all documents of all orders on a project.

Actual Report:Reflects the latest issue of all documents of active orders only.

Vendor Overdue Report:Provides a listing of all documents overdue from Vendor.

Engineering Overdue Report:Provides a listing of all transmittals in routing in Engineering, whereby the overdue transmittals are marked as such. It provides a listing of all documents overdue from Engineering, by transmittal. Distribution and frequency shall be agreed upon at the beginning of a project with the Project Manager and be stipulated in the PPEM (ref 6.3).

2.4 Vendor Print Control (VPC) Organization

The VPC section consists of a VPC Supervisor, VP Controllers, VPC Clerks and if necessary, of a VPC expediter. The section operates under the direction and control of the Manager of Expediting.

3. Responsibilities

3.1 Engineering Department

The Specialist Engineer shall describe in the VFD sheets in the requisition the VFD requirements in full i.e. describe the requirement, allocate a DCN to each requirement, indicate the purpose and timing of submission, the number and type of copies required. After receipt Engineering shall review VFD as per ref 6.4. The responsible discipline engineers shall as a minimum on a monthly basis check, revise, amend or approve the respective VPC reports and return these signed to VPC Dept. with a copy to the Project Manager.

3.2 Purchasing Department

The Buyer shall obtain and distribute documents to be submitted by vendors with their quotations (refer to 2.1.2a).

Before award of purchase order the buyer shall assure that vendor will comply with all requirements for VFD. The buyer shall include in the purchase order a clause indicating the address where to send the VFD. Furthermore the buyer shall make the receipt of full and final VFD a provision for payment of vendor's (final) invoice. Where applicable a penalty clause shall be tied to late receipt of VFD.

3.3 Vendor Print Control Department

The Vendor Print Controller shall receive, route, expedite review by Engineering, return to vendor, distribute VFD after engineering review and expedite documents after release for fabrication of the material on order.

He shall maintain systems and records for adequate control of receipt and status of VFD.

3.4 Project Department

The Project Manager shall at the beginning of a project supply the Document Distribution Schedule (D.D.S.) indicating the parties requiring VFD. He shall furthermore establish the Routing Schedules for review of VFD and in which quantities VFD will be requested on the VFD sheets in the requisition, based on the project/client requirements.

After receipt of VFD the Project Engineer shall be responsible for coordinating and expediting of VFD review and timely return to the VPC section. He shall ensure that the review code on documents and routing transmittal have been indicated and that the DCN have been checked.

3.5 Expediting Department

The Project Expediter shall expedite vendors for VFD for which review by engineering is required before start of fabrication.

He shall expedite and control expediting documents like drawing lists/schedules, production schedules and copies of suborders. Furthermore Expediting shall assist in the expediting of any other documents, as agreed with the Manager of Expediting.

3.6 Project Accounting Department

Before release for payment of vendor invoices the Project Accountant shall obtain confirmation of receipt and acceptance of VFD, as applicable.

4. Procedure

4.1 Setting Up of Systems

VPC shall agree with the Project Manager the DCN system to be applied on a project.

At the start of the project the Document Distribution Schedule (DDS) and Routing tables shall be supplied by the Project Manager to the VPC Group.

VPC will open a sequential register of transmittal numbers against purchase orders.

VPC will make inputs of all DCN for the project, their short descriptions and standard submission periods as far as possible.

VPC will set up the routing tables in the computer system based on routing information received from the Project Manager.

4.2 Receipt of VFD Sheets

In case VFD are required, the requisition shall include one or more sheets describing the VFD requirements.

In accordance with the DDS, VPC will receive one copy of all purchase orders and pertaining requisitions. All amendments and subsequent issues of the requisitions will be distributed to VPC in accordance with the DDS.

VPC will make the required input in the VPC computer system:

•   Purchase order number;
•   Date of purchase order (in case a telex order was issued, the date of the telex shall be entered);
•   Vendor (or vendor number);
•   Item numbers and descriptions;
• >  DCN, descriptions, submission periods and purpose of submission for each DCN pertaining to each item number.

Upon receipt of a purchase order amendment, revising or adding VFD requirements or items, the input in the system will be brought in line with the latest requirements of the purchase order.

A file which contains the following basic documents will be opened for each purchase order:

•   Purchase order, amendments and the latest issue of the requisition.
•   Copies of all routing transmittals and outgoing transmittals.
•   One copy of VFD in routing and in case routing is completed, one copy of the commented VFD.
•   Copies of all correspondence for records purposes.

4.3 Expediting of Vendors

After having established which VFD are due to be received, based on the "Due Dates" as reported by the VPC system on the basis of order dates and the submission period as indicated in the VFD sheets, expediting action will be taken towards vendors to ensure timely receipt.

4.3.1 Expediting of Critical VFD

VFD is regarded critical when outstanding submission or review can jeopardize the timely start of fabrication and consequently can lead to a delay in material delivery or when it can lead to delays in Engineering.

In general the first time submission and timely return of VFD for review fall in this category. Special attention shall be paid to General Arrangement Drawings and Welding Procedures for fabricated equipment.

Expediting of these critical VFD is the responsibility of the Project Expediter, in his overall responsibility to safeguard the project schedule.

4.3.2 Expediting of Other VFD

Other VFD, not in the category as described in 4.3.1 shall be expedited by the VPC Expediter. In this category fall revised documents, previously reviewed and returned to vendor with review code 1 or 2, documents for record purposes, installation/operating and maintenance manuals, spare parts information.

This paragraph does not relieve the Project expediter from his obligations to discuss and report on VFD in full in his contacts with vendors.

4.4 Receipt of VFD

All incoming VFD shall be booked in the register of daily receipts. The VPC supervisor will review all incoming documentation and indicate to the VPC controller which need priority handling. On request the receipt will be reported to the interested parties. The VPC controller will:

•   Check if the documents are correctly identified with the P.O., Item(s), DCN(s), client drawing number (if required). The vendor shall be contacted in case of missing details if they can lead to incorrect booking of the document.
• Enter the following details EITHER on the computer entry form OR directly in the computer system:
  - Transmittal number;
  - P.O. Number;
  - Item Number(s);
  - D.C.N.(S);
  - Sequence number;
  - Client drawing number and Issue number (if required);
  - Vendor drawing number and Issue number;
  - Drawing title in full;
  - Date of receipt.  
• Hand entry form to the data typist for entering the details into the VPC system and generating the routing transmittal forms and the document data stickers or enter the data himself.  
• Affix the document data sticker to all copies of the VFD.  
• Request additional copies of the VFD, if required, from the vendor or if urgent, have them printed by Company.

4.5 Routing of VFD

The routing transmittal with pertaining VFD is routed to all reviewing parties as indicated on the routing table printed on the transmittal in the sequence of the mentioned parties.

The VPC controller takes care that the transmittal with pertaining VFD is entered into the routing by HAND CARRYING it to the first party, which is always the Project Manager, mentioned in the routing table.

Vendor documents received as final shall be routed in the same manner as documents received for review.

Upon return of the documents from engineering without comments they are stamped "Final Drawing". One print is returned to vendor stamped "Final by Company".

4.6 Review of VFD

The routing transmittal with pertaining VFD will be sequentially routed along the reviewing parties indicated in the routing table on the transmittal by VPC or as corrected by the first party, the Project Manager.

Each party shall preferably hand carry the package to the next one.

After review by all parties the project engineer will ensure that the comments on all of the routed copies of the documents are the same, that review codes are indicated on documents and transmittal, that the correctness of DCN has been confirmed by the specialist and the review stickers on the documents have been signed off.

After having found all in good order the package will preferably be hand carried to VPC.

4.7 Expediting of Documents in Routing within Engineering

It is the responsibility of the VPC Supervisor to expedite Engineering for timely return of transmittals to VPC through the Project Manager/Engineer.

In the case of critical documents, as mentioned in section 4.3.1 the Project Expediter shall take action.

4.8 Return of VFD to Vendor

Upon receipt at VPC, the review codes shall be entered into the system and all possible corrections and messages to the vendor as indicated on the transmittal.

An outgoing transmittal and distribution transmittals shall be generated by the system.

One marked up copy of each of the documents shall be returned to the vendor under the cover of an outgoing transmittal. Copies of outgoing transmittals shall be sent to interested parties such as Expediting, on request.

A copy of the outgoing transmittals shall be filed in the transmittal file on top of the routing transmittal by VPC.

Additional copies of the commented drawings shall be requested from the printroom and distributed under the cover of a distribution transmittal to the parties as indicated in the DDS.

4.9 Expediting of Final Documents and Documents for Record Purposes

It is the responsibility of the VPC expediter or the Project Expediter (as agreed) to expedite the submission of revised documents for final review and documents for record purposes.

Final documents shall be submitted within two weeks after return of the commented documents to the vendor. Documents for record purposes shall be submitted within the period indicated in the VFD sheets.

4.10 Release for Payment of Vendor's Invoices

When the Accounting department receives an invoice and receipt of VFD is part of the payment conditions, Accounting department shall ask written confirmation of receipt from VPC. If due to outstanding VFD, this confirmation can not be given, the VPC Expediter shall advise the vendor in writing of the outstanding VFD and the resulting hold on payment of his invoice. The Accounting department, the Project Expediter and the Buyer shall receive a copy of this correspondence.

4.11 Document Hand Over

As required per contract, during or at the end of a project, VPC will send VFD in the required quantities and format to the Project Engineering Department under cover of a transmittal letter for handing over to the Client (refer 6.1). This can be in the form of a mechanical catalog (refer 6.2), microfilm or reproducible, usually with a copy of the "Actual Status Report", serving as an index.

5. Flowchart

6. References

7. Attachments

1. Example of VFD Sheets (9 sheets)
2. VPC Routing Transmittal
3. VPC Outgoing Transmittal
4. VPC Actual Report
5. Engineering Overdue Report, Details and Summary (2 sheets)
6. Vendor Overdue Report (2 sheets)
7. VPC Distribution Transmittal(s)

VENDOR FURNISHED DOCUMENTs

1. The following standard sizes are required and permitted only:

A4 (210 x 297 mm)
A3 (297 x 420 mm)
A2 (420 x 594 mm)
A1 (594 x 841 mm)
A0 (841 x 1189 mm) (by way of exception)

2. Reproductibles, sizes A0, A1 and A2, shall be provided in polyester. For A3 and A4 size documents, one extra Xerox copy instead of a reproductible is acceptable.

3. Prints shall be folded to A4 size, with the title block visible at the front.

4. Near to, and preferably above the title block, a space of 200 mm wide and 100 mm high shall be kept vacant for purchaser’s use and be visible in folded condition.

5. All documents and drawings shall be complete, be legible over the full format and be suitable for clear reproduction and microfilming and shall have a minimum letter height of 1.5 mm.

6. All documents shall be submitted under cover of a numbered vendor’s transmittal.
Identifications which shall be shown on document proper and/or transmittal are indicated in the table below (marked V).

(1) If a document contains multi-purpose information, all applicable DCN numbers shall be shown.

(2) For record/revised for record/for review/revised for review/final/as built/for information etc

7. Language requirements:

7.1 All correspondence, letters, bids, etc. will be in English.

7.2 All Vendor Furnished Documents shall be in English.

7.3 Documents required by governamental, provincial or local authorities will be in the language as required by the authorities. This requirement to be determined by vendor.

8. The SI system of units, with imperial sizes for piping items, shall be used.

9. An up-to-date set of the documentation shall be available at the vendors shop at all times for use by purchaser and/or client.

10. Purchaser’s review and/or approval of vendor documents does not relieve the vendor of any contractual responsabilities.

11. Document Change Control:

It is the responsability of the vendor to inform purchaser about changes made to each document, furnished by vendor. Therefore all re-issued documents shall clearly show identification and/or description of all changes.

12. Vendor shall ensure that, prior to final acceptance of materials and equipment, manufacturer’s data book is complete and presented to purchaser, and/or third party, if so specified, for their acceptance.

13. Manufacturer’s data book shall be produced by vendor. Where equipment packages are involved, data books shall be compiled for each of the components separetely as applicable i.e. pressure vessels, compressors, pumps, instruments, electrical, piping, structural steel etc.

14. The acceptance of the equipment/material will be withheld, if ‘’final’’ manufacturer’s data books are not available.

15. Document Requirements:

The requirements for a document are defined by the type of document indicated in the column ‘’TYPE’’ of the following pages.

Type Q = Document to be issued with the quotation, 4 copies of document required with quotation.

In Case of Order:

Type A = Document to be issued for approval, 1 repro and 8 copies for approval prior to fabrication.Within 4 weeks after approval/reproducible and 8 copies of certified final drawings, etc. are required.

Type I = Document to be issued for information, /reproducible and 8 copies for record purpose only.

Type M = Document to be included in the manufacturing report, 1 copy to be provided immediately upon availability for scrutinizing purposes by Inspector in Vendor’s shop and 4 copies of manufacturing report, including all required documents and document indicated by ‘’type M’’, to be submitted immediately after inspection.

Vendor shall furnish documents marked · below, in the required quantity.All documents shall show the indicated DCN number.

1. Together with the quotation:

VENDOR FURNISHED DOCUMENTS (P Account)

Group 1: MANUALS, PROCEDURES, SCHEDULES

Group 2: DIAGRAMS, CURVES, INSTRUMENTS

Group 3: DRAWINGS

Group 4: CALCULATIONS, QUANTIFICATIONS, DATA SHEETS

Group 5: OTHER VENDOR DATA

Group 6: INSPECTION/TESTING PROGRAMS, RECORDS AND REPORTS

Group 7: CERTIFICATES, QUALIFICATIONS

NOTES

1. Blank forms will be provided by purchaser.
2. Normally updated every 4 weeks, 4 copies only.
3. 3 copies for comments required within weeks after P.O. placement after approval bilingual copies required.
4. Also applicable for approved sub-vendors.
5. To be scrutinized by purchaser’s inspector when available.
6. To be scrutinized by purchaser’s inspector prior to releasing materials for fabrication. After checking one copy is kept by the vendor, one copy is retained by purchaser’s inspector.
7. To be issued to purchaser’s inspector at the first inspection meeting.
8. To be progressively reviewed by purchaser’s inspector.
9. Test locations to be indicated.
10. The vendor shall provide sufficient proof that materials supplied are covered by relevant material certificates.
11. For calculations and/or drawings required for authority approval, reference is made to the ‘’Special Instructions for dealing with the Local Authorities’’.
12. In case of items which are not subject to authority approval, a vendor’s statement of knowledge of and compliance with the applicable codes specifications and standards will be sufficient.
13. The content of the manufacturing data book shall reflect the material and fabrication history of the equipment and provide sufficient information with respect to the integrity of the quality of the workmanship and compliance with other purchase order requirements.
    The manufacturing data book shall be produced by the vendor where package units are involved. It shall be compiled for each component separately, as applicable, i.e. pressure vessels, compressors, pumps, drivers, instruments, electrical, piping, structural steel etc.
    The manufacturing data book shall be compiled as the fabrication is progressing and is subject to review by purchaser’s and third party inspectors at any stage during the manufacturing of the equipment.
    All documents in the manufacturing data book shall be duly certified after acceptance check by purchaser’s and third party inspectors.
14. The acceptance of the material/equipment will be withheld if final approved manufacturing data reports are not available. To be scrutinized by purchaser’s inspector