CM-PE-504 Procedure for the Production of Engineering Documents

Table of Contents

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

1. Purpose

This procedure covers the production, presentation, approval and control of engineering documents that are produced in Company by the Process Engineering, Project Engineering and Engineering groups, working on a project. This procedure is applicable for all projects, unless specifically otherwise directed by the General Manager or the Director of Operations.

2. General

Not every engineering document has been covered by this procedure. Any document not mentioned shall follow the basic rules of this procedure as closely as possible.

Vendor documentation shall comply with the purchase order requirements and shall be handled in accordance with ref. 6.6.

A general flowchart of document production is given in section 5.0.

3. Responsibilities

3.1 The Project Manager has the overall responsibility for the planning, production, approval, certification and the quality of engineering documents.

3.2 The Manager of Engineering and the Manager of Process Engineering have the ultimate responsibility for the production and quality of the engineering documents made by the groups under their supervision.

3.3. The Lead Engineers have the direct responsibility for the production and quality of the engineering documents made by the people under their supervision.

3.4 The Originator of a document is responsible to prepare a document in accordance with this procedure and it's referred detailed guides.

3.5 The Checker of a document is responsible to check the content of the document to ensure that the document is, as a minimum, in accordance with this procedure and its referenced detailed checking guides.

4. Procedure

4.1 Production

4.1.1 Process Engineering Document

For Process/System engineering documents, see ref. 6.14, 6.15 and 6.16.

4.1.2 Specialist Engineering

The Lead Specialist Engineer, whose work is dependent on PDS information, shall not commence the mechanical design without having a formal issue of the PDS marked "Released for mechanical design" as minimum issue status. Written approval from the Project Manager is required to deviate from this rule.

For the preparations and handling of specialist engineering documents refer to procedures ref. 6.12, 6.19 and 6.20.

4.1.3 Project Engineering

The basis of the design is formed by the documents produced by Systems Engineering, together with the Company designed equipment drawings, approved requisition sheets and the piping specification.

4.2 Preparation

Engineering documents shall be prepared in accordance with ref. 6.26 and hereafter mentioned detailed requirements when standard Company forms are used.

In case client forms/documents are used, a project specific work instruction shall be written (see ref. 6.27)

4.2.1 Format

a. Forms

b. For A4 engineering document(s), which are deliverable(s) to the client, standard form “rec-spec” shall be used.

c. Index

d. In principle, engineering documents containing more than one sheet of text (excluding the cover sheet) and covering more than one subject, shall contain an index on a separate sheet which shall at least list the sections and attachments.

e. Page Numbering

f.On multi-page engineering documents the cover sheet shall be numbered sheet 1 of "X", where X is the total number of sheets, excluding the sheets of any attachments. The index sheet shall be numbered as sheet 2. The continuation sheets shall bear the sheet number only. Attachments shall also carry a separate notation giving the attachment number and the sheet numbering of that attachment, following the same rule as for the main document.

g. Format of Drawings

See ref. 6.2.

4.2.2 Numbering of Engineering Documents

Document numbering for the project shall be defined in the Project Procedure and Execution Manual. The originator shall allocate the defined document number(s).

Where required by contract, the client's document number shall be indicated in the allocated space in the bottom right hand corner of the document. A standard Company drawing number shall be add­ed to the document (by PC/CAD or by using a sticker) for use of Company drawing record. The Company document numbering system shall also be used by all parties on the project (ref. 6.3).

This Company drawing number shall be located as close as possible to the title block.

In cases where the client does not allow the use of a Company drawing number inside the boundary line, the Company drawing number shall be added outside the drawing boundary line.

In the absence of a client's document number the Company document number shall be placed in the allotted space in the bottom right-hand corner of the document.

4.3 Checking/Reviewing

In case client documents are used, a project specific work instruction shall be written with respect to checking/review requirements and issue identification (see ref. 6.27).

4.3.1 General

For all documents, regardless of the status or the requirements for other checks, the originator shall make a check of his own work. This check is for the originator to satisfy himself that his work is as complete and accurate as possible. The originator's signed initial in the column "BY" of the issue block on the document signifies this (ref. 6.29).

The quality and administrative controls of engineering documents shall be achieved through the systems of discipline checks, inter-discipline checks, multi-discipline review and project approval, all involving the appropriate personnel at each stage prior to the document's formal (external) issue.

The personnel that have checked and approved the original design shall ensure that any changes are carried out in accordance with all the requirements of the original design.

If the personnel responsible for checking and approving the original design are no longer available, the Lead Specialist Engineer shall nominate a new responsible person who has access to pertinent background information and who has an adequate understanding of the requirements and intent of the original design.

Documents may be subjected to independent engineering checking. Additionally, certain documents also need to be subjected to inter-discipline checks (see 4.3.3) and/or multi-discipline design reviews (see 4.3.4). These documents shall be identified in the early stages of the project by the Project Manager or his delegate. The Project Manager or his delegate shall also determine the schedule for these activities.

4.3.2 Independent Engineering Checks

Prior to an external issue, technical documents require checking and a checking initial of an authorized person. This shall never be the originator of the document. A detailed list identifying the level of checking is included in ref. 6.29.

Documents which are not included in this list, or documents which are not identified as to require a check in this list, only need signing by the originator.

The independent engineering checks shall be made with the assistance of the relevant checking procedures/guides, where available, and shall be performed by a person who is suitable and capable. This person shall be the Lead Engineer or his nominated delegate.

When independent engineering checks are satisfactory, the checker shall initial in the column "CH'K'D" of the issue block on the document (ref. 6.29).

4.3.3 Inter-discipline Checks

Inter-discipline checks and/or comments may be invited by either a "parallel" issue or a "routed" issue for a selection of documents.

A parallel issue is where each discipline receives its own internal comment print which is then marked up, signed and dated by the recipient and then returned to the originator.

A routed issue is where only one comment print, with a routing slip attached, is passed to each discipline in turn for comments and the signing and dating of the routing slip (see Attachment 1).

All comments, prints and routing slips shall be kept on file until agreement has been obtained from the Project Manager for their disposal (ref. 6.10 and 6.11).

Typical inter-discipline checks are listed in ref. 6.29.

4.3.4 Multi-discipline Design Reviews

The Project Manager shall plan multi-discipline design reviews in an early stage after contract award. The planned dates shall be included in the Project Procedure and Execution Manual. Multi-discipline design reviews are executed in accordance with ref. 6.17.

Evidence of multi-discipline design reviews shall be kept in the project records, in the form of minutes of meeting or an attendance list with the marked-up review print(s). It shall be considered to give the client the opportunity to attend any such review meetings.

All comments/corrections from these reviews shall be incorporated in the document(s) prior to the checking and issuing formally.

Typical documents which may be reviewed during multi-discipline design reviews are listed in ref. 6.17.

4.3.5 Color Codes Used on Master and Check Prints

h. Drawings

Changes/revisions shall be clearly identified, ref. 6.1.

For changes/revisions on drawings the standard Company practice shall be used with the following color codes:

Instead of a red color for removing data, a flesh colored pencil may be used, which permits one to draw new equipment and lines over the removed equipment. The above color code system shall be used on all projects by all disciplines.

In cases where drawings are reproduced for transmittal to an outside party, i.e. vendor prints, all comments and changes shall be clearly marked in red only.

i.Other Documents

For changes/revisions on other documents the standard Company practice is to use the red pen.

4.4 Approval/Certification

4.4.1 Authorized Approval of Technical Documents

All issues of all technical documents require the approval and signature of (an) authorized person(s).

Some documents may require additional approvals by authorized person(s) from groups other than the originating group. In signing these documents the authorized person(s) acknowledge responsibility for ensuring that the basic engineering concepts of the particular discipline have been adequately included in the originating group's document. The originating group shall ensure that the necessary additional approvals have been obtained before release of the document.

A detailed list identifying the level of approval is seen in ref. 6.29.

4.4.2 Internal Approval Procedure

In principle, the Lead Specialist Engineer/Squad Leader shall approve the documents for overall job control (ref. 6.29).

Upon receipt of documents for issue, the Project Manager or his delegate shall verify whether:

• all known project requirements have been included;

• all recent changes are incorporated;

• client's comments have been handled; if applicable;

• the documents have been initialed or signed in accordance with this procedure (ref. 6.29);

• the presentation is neat and precise.

If this verification is satisfactory, the Project Manager or his delegate, shall also initial the documents for approval (ref. 6.29) and release them for formal issue and distribution.

A list of authorized signatures for a project shall be established by the Project Manager.

4.4.3 Documents to be Approved or Reviewed by the Client

The Project Procedure and Execution Manual (ref. 6.8) shall list (or shall refer to a list of) all documents to be submitted to the client for approval. Revisions thereto (except to the extent that such revi­sions are minor or are normal developments which amplify or add to but do not change the basic understanding) shall not be made to already approved documents without obtaining client's approval of the revisions.

4.4.4 Certification

Certification  a formal attest by signature date, and issue description may be done on documents as defined in the Project Procedure and Execution Manual.

a. Documents which need to be "frozen": the issue description in this instance shall be "Certified".

b. Documents used for purchase (all documents related to the requisition): the issue description in this instance shall be "Released for Purchase".

c. Documents used for construction (all documents related to the subcontract): the issue description in this instance shall be "Released for Construction".

For the above situations see ref. 6.29.

All certification of the appropriate engineering documents is done under the direction of the Project Manager (ref. 6.29) by signing the original document for certification.

When required by contract and indicated in the Project Procedure and Execution Manual, the client may also sign the original document for certification in the space allotted.

4.5 Internal Issues

Engineering documents may be issued for internal use only.

These internal issues may have one of the following, or a similar issue description:

• for information;
• preliminary;
• for internal comments;
• inter-discipline checking.

The internal issue shall be authorized by the Lead Specialist Engineer and shall carry the authorization, issue code and date, in a circle as described in ref. 6.1.

4.6 Formal Issues

The originator shall mark all formal issues of engineering documents with an issue code identification and description as described in ref. 6.1.

Upon receipt of documents for issue, the Project Clerk shall perform the following actions:

1.check if the documents have been properly identified (requisi­tion numbers, drawing numbers and issue code);
2.check revision code status;
3.check whether the pages of multi-page documents are consecutively and properly numbered;
4.date the documents for their issue;
5.record requisitions, drawings and specifications and their issue information on the document register.

or he may record this information in an accepted database system.

Wherever recorded, the records system shall include the following information as a minimum:

• document number;
• title;
• issue status - per issue;
• issue date - per issue;

After this, the documents shall be distributed in accordance with the Document Distribution Schedule as completed for the project.

4.7 Handling of Comments

Company shall handle all internal/external comments/instructions in accordance with procedure ref. 6.7.

4.8 Changes and Revisions

Where client documents may refer to revisions, revision numbers or date of revision, this document will be interpreted as meaning issues, issue codes and date of issue.

Changes to design and revised issues of documents shall be handled in accordance with Sections 4.2, 4.3 and 4.4 and the procedure of document issue coding (ref. 6.1).

Any possible changes influenced by or having (potential) influence on Company’s agreed project scope, schedule and/or budget shall be authorized by the Project Manager prior to implementation (ref. 6.4).

4.8.1 Multi-organization Interface

In addition to the engineering office in The Hague, revisions could also affect the work of the following:

• other Company offices;
• engineering subcontractors;
• vendors and/or subcontractors;
• client;
• construction.

The Project Manager shall advise each organization that could be affected by a revision by the quickest communication method and reach mutual agreement on the action to be taken to minimize costs and delays and maximize quality and efficiency. Close attention shall be paid to the recording of such agreements reached.

5. Flowchart

6. References

7. Attachments

Example of Routing Slip