Table of Contents
1. Purpose
This procedure describes the method to be used for producing a Project Procedure and Execution Manual (PPE Manual) and a Construction Procedure and Execution Manual (CPE Manual)
The PPE/CPE Manual shall contain or make reference to all relevant instructions for handling the work on one project, in accordance with the terms of the contract and ISO 9001 and will form the points of reference for the project's quality execution and the auditing thereof.
2. General
The Director of Projects decides, e.g. pending the size and/or scope of the project, if and how the PPE Manual should be prepared. The Director of Projects may use the following matrix as a guideline.
| Mono-discipline Project | PPE Manual Requirements |
|
Sales order including clear reference/ inclusion of all contractual documents. |
|
Reduced size PPE Manual (ref.6.21). |
| Multidiscipline Project | |
|
Sales order including clear reference/ inclusion of all contractual documents. |
|
Reduced size PPE Manual (ref.6.21). |
|
PPE Manual tailor-made, as further explained in this procedure |
A CPE Manual is to be prepared if a PPE Manual tailor-made is to be prepared and if the project has a construction scope.
The procedure further details the preparation of the PPE Manual tailor-made (multidiscipline projects >20,000 mhrs) and the CPE Manual.
In the PPE Manual general matters and engineering and procurement activities are addressed. Dependent on the scope, reference will be made to the separate CPE Manual containing instructions and guidelines for construction, construction safety, commissioning and start-up activities.
The Project Manager or his designate shall develop the PPE Manual, with the assistance of key personnel, to suit the specific requirements of the project. Key personnel may be assigned to prepare sections of the PPE Manual. The Project Construction Manager shall prepare the CPE Manual.
The key personnel shall include but not be limited to project assigned lead personnel, involved Department/Discipline Managers and the Sales Manager.
A PPE/CPE Manual is to provide project personnel with a concise and convenient document, that primarily serves:
- to acquaint assigned personnel with specific project execution plan requirements, design basis and criteria;
- to acquaint assigned personnel with the overall scope and all relevant contractual obligations of the work;
- to acquaint assigned personnel with the basic quality, cost, safety and schedule requirements of the project;
- to establish the proper channels of communications;
- to specify job standards and the applicable procedures for the project, applicable laws, regulations and codes;
- to define major QA/QC activities and verifications to be carried out during the execution of the project;
- to define project completion and other contractual milestones.
It is not to be construed as a document that in any way adds to or detracts from the contract requirements.
The PPE/CPE Manuals are controlled formal documents.
3. Responsibilities
The Project Manager is responsible for:
- implementing this procedure;
- coordinating/preparing/compiling the PPE/CPE Manual;
- obtaining the required agreements and approvals;
- issuing, maintaining and distributing the PPE/CPE Manual.
The Project Manager may delegate these activities to members of his task force. In particular the CPE Manual shall be prepared by the Project Construction Manager. The Project Manager however, remains responsible for the timely issue and contents of project procedural documents.
The Project Construction Manager is responsible for:
- coordination/preparation/compilation and maintenance of the CPE Manual and site SHWE Plan.
The Manager of QA & Safety is responsible for:
- reviewing the PPE/CPE Manual in relation to the project quality and Safety, Health, Welfare and Environmental (SHWE) requirements;
- certification of QA/SHWE related documents/sections of the PPE/CPE Manual.
The involved Department/Discipline Managers are responsible for:
- contribution to and agreement with the PPE/CPE Manual in relation to departmental/discipline activities for the project.
The Sales Manager is responsible for:
- contribution to and agreement with the PPE/CPE Manual in relation to contractual, warranty and liability issues and overall scope of work.
The Director of Projects is responsible for:
- deciding if a PPE Manual is required;
- certification of the PPE Manual;
- maintaining register and archive of all PPE/CPE Manuals.
The Director of Construction is responsible for:
- certification of the CPE Manual.
4. Procedure
4.1 Preparation
4.1.1 PPE Manual
Immediately after award of the contract, the Project Manager or his designate, shall start the preparation of the PPE Manual. He shall coordinate, if necessary, with key personnel to prepare the input for the PPE Manual.
The PPE Manual shall be prepared and issued in accordance with the schedule release requirements established under 4.2 below. The format to be as per 4.3 below.
The appropriate section of the PPE Manual (e.g. Project Management/Controls, Engineering, Procurement and Construction) shall stipulate specific project execution requirements. Such specifics may be based on a project execution plan/philosophy as presented in Company’s original proposal, modified as necessary.
Specific contract requirements/documents (e.g. scope of work, client's data, list of deliverables) needed to perform the Work shall be identified by the Project Manager (ref. 6.1) and shall be included or referred to in the appropriate section of the PPE Manual. Especially the requirement for electronic deliverables shall be defined in detail. Emphasis shall be put on the development of a proper electronic file system in the early stages of the project.
The PPE Manual shall include or make reference to the information and documents as described herein, suitably limited, revised or extended to suit the project requirements.
For the matrix of the PPE Manual and PPE Manual attachments, their approvals, input responsibilities, document reference, standard documents and minimum required issue date, refer to Attachment 1.
If one or more of the documents listed in the matrix are not included in the PPE Manual but issued as a separate document, they should at least be referenced in the list of Attachments.
Standard documents, being Clients or Company’s, applicable on the project shall be listed in the relevant attachment.
If these standard documents apply without modification they may be referenced only. If deemed necessary by the Project Manager to have standard documents included in the PPE Manual, they shall be listed in the Attachment table of contents with their original document number and issue level. The addition of a project specific cover sheet is not permissible.
If the project requires certain exceptions to the standard document, the standard may be updated to become a project specific document and be included as one of the Attachments (ref.6.14).
4.1.2 CPE Manual
Immediately after the assignment of the Project Construction Manager in the Home Office, the Project Construction Manager or his designate shall start the preparation of the CPE Manual.
All input for the CPE Manual shall be tailor-made to the project.
The CPE Manual shall be prepared and issued in accordance with the schedule release requirements established under 4.2 below.
The format to be as per 4.3 below.
This CPE Manual shall include or make reference to the information and documents as described herein, suitably limited, revised or extended to suit the project requirements as listed in the PPE Manual (ref. 4.1.1).
4.2 Schedule
The PPE Manual shall be made available to the project as soon as possible after award of the contract. To achieve this goal, the PPE Manual (ref. 6.8 or 6.21) shall be released within 4 weeks after contract award.
Individual attachments may however follow later if they cannot be suitably developed simultaneously with the main sections.
The timing requirements (in weeks from job award) for the attachments have been included in Attachment 1 as part of the matrix.
For the release schedule of the CPE Manual including Site SHWE Plan refer to Attachment 2.
4.3 Format
As far as possible, the standard PPE Manual with table of contents (ref. 6.8 or 6.21) and typical directives shall be used. Where the 'italic' type style is used in that standard, it serves to indicate instructions that need to be completed, i.e. it is not the actual text.
A standard CPE Manual does not (yet) exist. Until such time that a standard is produced, a suggested table of contents can serve as a starting point. Refer Attachment 2.
For a standard Site SHWE Plan see ref.6.24.
4.4 Numbering
4.4.1 Document Numbering
The PPE/CPE Manual shall be numbered in accordance with ref. 6.17.
The PPE Manual shall be numbered “Job no.”-PPE-001.
The CPE Manual shall be numbered “Job no.”-PPE-002.
All project procedures, being specifically prepared or e.g. client delivered, shall be made an attachment to either the PPE or CPE Manual.
For the numbering of attachments in either the PPE or CPE Manual the following rules apply:
- Project specific procedures, Company procedures or client documents shall be included with their assigned document number.
- Documents not produced under the umbrella of ref.6.17, e.g. Project Organization, Audit Schedule, etc. shall be numbered “Job no.”-PPE001/1 (for Att.1) etc. if attached to the PPE Manual. Attachments to the CPE Manual shall be numbered “Job no.” PPE002/1 (for Att.1) etc.
The listing of attachments will consequently be a mix of formal document numbers and “informal” attachment numbers. All referenced, separate documents shall be numbered as unique documents (ref. 6.16).
4.4.2 Sheet Numbering
Each sheet of the PPE/CPE Manual, shall in principle be numbered in accordance with ref. 6.18.
The page numbering approach for the write-up sections of PPE/CPE Manual is up to the Project Manager. He can choose from the following options:
- sequential numbering of all pages, if less than 20;
- sequential numbering of all pages per section, if more than 20.
The page numbering for the attachments shall be organized per attachment.
In case of updates or revisions the requirements defined in ref. 6.18 shall be followed.
4.5 Approval/Distribution
The PPE respectively the CPE Manual shall be issued in one set, including the attachments that are available at time of issue.
Other attachments to the PPE/CPE Manual may be issued separately, as they become ready.
These documents are checked and approved as indicated per Attachment 1.
The first issue is “Issue 1”, For comments and implementation.
This issue description authorizes the particular section to be followed in principle, despite the fact that detailed comments may be received from Company personnel and, if required, the client.
The PPE/CPE Manual shall be distributed as per the Document Distribution Schedule (DDS).
The recipients shall submit their comments within 10 working days directly to the Project Manager.
The time allowed for comments from the client shall be the contractually stated period. In the absence of a contractual statement, 10 working days shall be allowed.
If, after the comment period, no comments have been received from the Client, the Project Manager shall advise the Client that the particular section will be prepared for certification within the next 5 working days, or according to the contract.
Any comments received on this issue shall either be incorporated by the author or reviewed by the Project Manager with the originator of the comments, if there is any disagreement.
The author shall update each section with the agreed comments and prepare it for issue as: “Issue 2”, Certified.
The Project Manager shall give the client the opportunity to sign the PPE/CPE Manual as certified, if contractually required.
The Project Manager shall issue the certified Manual and distribute it in accordance with the agreed Document Distribution Schedule.
Any significant change of the contract, that justifies a change to one or more portions of the PPE/CPE Manual shall be included in an update of those documents.
Any update or change to any portion of the PPE/CPE Manual shall be indicated in accordance with ref. 6.2.
4.6 Minimum Requirements
Regardless of the project size, the following subjects shall always be addressed and/or referenced to in the relevant sections of PPE/CPE Manual.
- project description and scope of work;
- execution plan;
- project schedule;
- project organization;
- communications and document control;
- applicable procedures, codes and norms;
- applicable laws and regulations;
- list of deliverables;
- list of documents to be approved by client;
- audit schedule;
- list of client supplied documents/data;
- Project Quality Plan (PQP);
- project accounting/invoicing procedure;
- subcontract plan;
- backcharge/extra work orders/variations;
- safety (SHWE);
- security;
- material handling/control;
- sample forms.
5. Flowchart
5.1 PPE Manual
5.2 CPE Manual/Site SHWE Plan 1)
6. References
| Document Number | Title | Level | |
6.1 |
CM-PE-304 | Launch and Kick-Off of Projects | 2 |
6.2 |
BN-W-U012 | Document Issue Coding and Change Identification | 4 |
6.3 |
QAM-026 | Safety, Health, Welfare and Environmental (SHWE) Management | 1 |
6.4 |
CM-QA-001 | Internal Quality Audits | 2 |
6.5 |
CM-PE-708 | Purchasing | 2 |
6.6 |
CM-PE-705 | Subcontracts Procedure | 2 |
6.7 |
BN-G-UC004 | Field Construction Safety, Health, Welfare and Environmental Program | 5 |
6.8 |
BN-S-UK001 | (Standard) Project Procedure and Execution Manual | 5 |
6.9 |
BN-S-UK001/7 | (Standard) Project Organization | 5 |
6.10 |
BN-S-UK001/8 | (Standard) Project Function Descriptions | 5 |
6.11 |
BN-S-UK001/9 | (Standard) Audit Schedule | 5 |
6.12 |
BN-S-UK001/13 | (Standard) Project Quality Plan | 5 |
6.13 |
CM-PE-101 | Identification and Verification of Project References | 2 |
6.14 |
CM-PE-100 | Preparation of Project Specific Procedures | 2 |
6.15 |
BN-W-U001 | Preparation of Procedures | 4 |
6.16 |
CM-MA-119 | Document Control | 2 |
6.17 |
BN-W-UE301 | Numbering of Project Documents | 4 |
6.18 |
BN-W-U003 | Preparation/Control of Formal Documents | 4 |
6.19 |
CM-PE-504 | Production of Engineering Documents | 2 |
6.20 |
CM-PE-400 | Production of Process Engineering Documents | 2 |
6.21 |
BN-S-UK010 | (Standard) Project Procedure and Execution Manual (reduced size) | 5 |
6.22 |
BN-S-UK011 | (Standard) Project Home Office Safety Health, Welfare and Environmental Plan | 5 |
6.23 |
BN-S-UP103 | General Conditions of Subcontract | 5 |
6.24 |
BN-S-UC003 | (Standard) Construction Phase Safety, Health, Welfare and Environmental Plan (SHWE Plan) | 5 |
6.25 |
BN-S-UK001/21 | (Standard) List of Authorized Signatures | 5 |
6.26 |
BN-S-UC002 | (Standard) Safety, Health, Welfare and Environmental (SHWE) Policy, Site Rules and Safety Regulations | 5 |
6.27 |
BN-S-UK001/20 | (Standard) Project Quality Activity List | 5 |
7. Attachments
- Information concerning PPE Manual Attachments
- CPE Manual, Table of Contents and schedule of sections release
1. Information Concerning PPE Manual Attachments
| C = Certification A = Approval I = Input |
1) = No. of weeks from contract award |
|||||||||||||
| Responsibilities 2) | ||||||||||||||
| Title | DP | PM | QA | Auth. | PC | Procur | PCM | Constr | Env | Release 1) | Ref. | Standard | Remarks | |
| PPE Manual | C | A | I | 4 | 6.8 6.21 |
BN-S-UK001 BN-S-UK010 |
||||||||
| List of applicable Procedures/Work Instructions | A | I | 4 | 6.13 | - | Project, client and Company procedures/ work instructions with appropriate issue code and date (level 2,3,4). If required a project specific document may be produced. | ||||||||
| List of applicable Standards, Guides and Specifications | A | I | 4 | 6.13 | - | Client/Company standards, guides and specifications with appropriate issue code and date (level 5). |
||||||||
| List of applicable Codes and Norms | A | 4 | 6.13 | - | Codes and norms with appropriate issue code and date. | |||||||||
| List of applicable Laws and Regulations | A | I | 4 | - | - | Indicate which country’s law is applicable. | ||||||||
| List of Deliverables | A | 4 | - | - | General and based on contract requirements. Refer to PEC or other document list. | |||||||||
| List of documents to be approved by client. | A | 4 | - | - | Use list in contract. | |||||||||
| Overall project schedule | A | I | 4 | - | - | Level 1 barchart, modified proposal version including milestones as established. | ||||||||
| Work breakdown structure | A | 4 | - | - | As agreed on the project. | |||||||||
| Project Organization Charts | A | 4 | 6.9 | BN-S-UK001/7 | Showing both HO and site construction organizations. | |||||||||
| Project Function Descriptions | A | 4 | 6.10 | BN-S-UK001/8 | Descriptions to be project specific, standards to be used as a basis. | |||||||||
| Audit Schedule | A | C | 6 | 6.11 | BN-S-UK001/9 | To be coordinated with Department/Discipline Managers. | ||||||||
| Approved Bidders List | A | I | 6 | 6.5 | - | |||||||||
| Document Distribution Schedule | A | 2 | 6.16 | Network version (L:\STD\REC\REC-DDS.xls) to be made project specific | ||||||||||
| Subcontracts Plan | A | I | 8 | 6.6 | ||||||||||
| Project Quality Plan | A | C | 6 | 6.12 | BN-S-UK001/13 | Standard to be made project specific. Discipline input required to list documents for independent discipline and multidiscipline design review. | ||||||||
| Project Quality Activity List | A | I | 6 | 6.27 | BN-S-UK001/20 | Standard to be made project specific. | ||||||||
| List of Authorized Signatures | A | 6 | 6.25 | BN-S-UK001/21 | ||||||||||
| Project HO Safety, Health, Welfare and Environmental (SHWE Plan) | A | C | I | 6 | 6.3 6.22 |
BN-S-UK011 | Standard to be made project specific. | |||||||
| General Conditions of Purchase | - | 4) | - | - | Stated on back of standard PO document. 4) 2 weeks before first inquiry for bids but not later that 8 weeks after award. |
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| Special Conditions of Purchase | A | I | 4) | - | - | Amendments and additions to General Conditions, if required. 4) 2 weeks before first inquiry for bids but not later that 8 weeks after award. |
||||||||
| General Conditions of Subcontract | - | 5) | 6.6 6.23 |
BN-S-UP103 | 5) 4 weeks before 1st S/C for bids but not later than 12 weeks after award. | |||||||||
| Special Conditions of Subcontract | A | I | 5) | - | - | Amendments and additions to General Conditions, if required. 5) 4 weeks before 1st S/C for bids but not later than 12 weeks after award. |
||||||||
| List of Client Supplied Documents/Data | A | 8 | - | - | ||||||||||
| Project Accounting/ Invoicing Procedure | A | 4 | - | - | ||||||||||
| C = Certification A = Approval I = Input |
1) = No. of weeks before start site activities 2) = For legend see sheet 4 of 4 |
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| Responsibilities 2) | |||||||||||||||
| Title | DP | PM | QA | Auth. | PC | Procur | PCM | Constr | Env | Release 1) | Ref. | Standard | Remarks | ||
| CPE Manual | A | I | C | 4 | - | ||||||||||
| Construction Phase Safety, Health, Welfare and Environmental (SHWE Plan) | A | C | I | I | 4 | 6.3 6.7 6.24 |
BN-S-UC003 | Project specific write-up to be included in CPE Manual | |||||||
| Safety, Health, Welfare and Environmental (SHWE) Policy, Site Rules and Site Regulations | 6.26 | BN-S-UC002 | Project specific write-up to be included in CPE Manual. To be available at release of first S/C RFQ. | ||||||||||||
| Internal Field Document Distribution Schedule | A | 2 | 6.16 | Network version REC26121.xls | |||||||||||
| Legend of Responsibilities: | |||||||||||||||
| DP | = | Director of Projects | |||||||||||||
| PM | = | Project Manager | |||||||||||||
| QA | = | Quality Assurance | |||||||||||||
| Auth | = | Authority Engineering | |||||||||||||
| PC | = | Project Controls | |||||||||||||
| Procur | = | Procurement | |||||||||||||
| PCM | = | Project Construction Manager | |||||||||||||
| Constr | = | HO Construction/Mgr. Construction | |||||||||||||
| Env | = | Environmental/SHWE | |||||||||||||
2. CPE- Manual Table of Contents and Schedule of Sections Release
| Introduction and Scope of Work | |
| Execution Strategy | |
| Construction Organization/Job Descriptions | |
| SHWE Plan | |
| Subcontracts | |
| Cost Engineering | |
| Extra Work Authorization Procedure | |
| Field Variation Orders | |
| Backcharge to Vendors | |
| Field Planning | |
| Construction Reporting | |
| Technical Document Handling | |
| Program for Quality Assurance and Quality Control | 4 weeks before start site activities |
| Non Conformance Procedure | |
| Field Accounting | |
| Material Control and Warehousing | |
| Field Purchasing Procedure | |
| General Services | |
| Security | |
| Field Office Administration | |
| Plant Acceptance and Turnover | |
| Attachments |