CM-PE-114 Preparation of Mechanical Catalogs

Table of Contents

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

1. Purpose

The purpose of this procedure is to provide a standard for those engaged in the preparation of a mechanical catalogue.

2. General

If a contract calls for the preparation of a mechanical catalogue as part of Company scope of work, then this procedure shall be followed.

On projects where the Client requires an abbreviated type of record/design book or the Client does not require a mechanical catalogue to be supplied, the Company Project History Report could be extended to include all information for Company reference (ref. 6.5), if required. This is to be decided by the Project Manager at the start of a project.

This procedure addresses the standard mechanical catalogue normally produced by Company.

This procedure does not address specific requirements of individual clients which occasionally require less than Company normally produces (e.g. Design Book, ref. 6.4) or more than Company normally produces (e.g. Operating Manual, containing process data).

3. Responsibilities

Ultimately, the Project Manager is responsible for the initiation and compilation of a mechanical catalogue in accordance with the requirements of the client and as stipulated in this procedure.

Generally, the Project Clerk will be designated to compile the mechanical catalogue, when necessary assisted by extra manpower.

The Vendor Print Supervisor shall supply those documents requested, to be included in the mechanical catalogue.

4. Procedure

4.1 Initial Preparation

Immediately following the award of a contract, the Project Manager shall clarify the Client's requirements in regard to a mechanical catalogue.

The Project Manager shall submit to the Client, for their approval or comment, the details of the proposed compilation of the catalogue as outlined in this procedure. Additions and/or deletions shall be clarified at this time.

Preparatory work on the catalogue, like table of contents and layout, will start upon receipt of the first project documents.

The following lists shall be kept up-to-date at all times:

A schedule for the start of assembling documents and final issue date of the mechanical catalogue shall be agreed with the Client together with required copies to be prepared. One copy shall be reserved for Company archive.

The instruction to begin will be given by the Project Manager.

4.2 Compilation

For single unit projects, the mechanical catalogue shall be prepared following Attachment 1. Each volume of the catalogue shall have a Master Index in front, followed by a complete index only in volume I.

For multiple unit projects, the mechanical catalogue shall be prepared following Attachment 2. The index in volume I will consist of the lists of all Company documents and of vendor documents as far as "common to all units". The indices of the units shall always be inserted immediately before the relevant documents, which means that they can come in front of a volume or somewhere half-way.

The list of units shall proceed the indices of the units.

All documents to be inserted are marked "X" in the column "X = Available in catalogue" on the various lists (ref. Attachments 1 and 2).

Where possible, Company documents shall be photo-reduced to A3 or A4 size. In case this is not feasible, drawings to be folded to correct size and inserted in a plastic envelope.

The complete catalogue shall be transmitted to the Client on a date as specified in the contract.

4.3Vendor Documents

Following Company Vendor Print Control (VPC) system of listing the drawings for approval, it is important that a clear description is given of the drawings and that they show requisition, purchase order and equipment item numbers.

The VPC Supervisor shall make sure that the VPC system shows the correct data so that nobody is left in doubt about the kind of drawings recorded. Furthermore, he shall take care that from the final approved prints, a good quality reproducible is available and endeavor to obtain all Vendor documents in time (about three months before scheduled completion of the project).

VPC start making copies for the catalogue after a request has been received from the Project Engineering Department.

As soon as the first drawings for approval have come through, the Project Clerk shall start preparing lists of suppliers' documents (form BN-UE-170, see also Attachment 8 for a typical example). All units shall have their own listing, by account, on separate sheets.

In addition to drawings, all other important vendor documents, such as instruction manuals, sectional drawings, parts lists and test curves, shall also be shown on these lists. These lists shall be kept up-to-date.

Upon completion of the catalogue all reproducibles of final vendor documents are to be transmitted to the Client if specified in the contract, with proper index and transmittal.

Separately bound vendor data (like operating instruction manuals), which is too bulky for insertion in the regular catalogues, will be identified on the binder, listed in the addenda and sent to the Client as a separate book. One (1) set will be retained by Company and kept with the mechanical catalogues.

4.4 Binders and Tab Cards

Due to the nature of the documents involved and the large quantity of paper, multiple ring binders shall be utilized.

The Supervisor of the Project Clerks shall request that an order be placed by Office Services for the estimated number of binders, tab cards and front sheets. The multi-ring binders will normally be black with gold lettering. For spine and front cover layout see Attachment 10.

The tab (separation) cards shall be white, with preprinted side tabs, either showing Index, Section I, Section II, etc., or titles as mentioned below.

Final titles shall be decided by the Project Clerk, in good time, before the order is placed to supply the cards.

4.5 The mechanical catalogues shall be reviewed by the Project Manager prior to issue to the Client and Company archives.

5. Flowchart

6. References

7. Attachments

a. Mechanical Catalogue Contents (for projects consisting of one unit only)

b. Mechanical Catalogue Contents (for projects consisting of more than one unit)

c. Mechanical Catalogue Master Index

d. Mechanical Catalogue (typical List of Units)

e. List of Specifications (typical example)

f. List of Requisitions (typical example)

g. List of Design and Engineering Drawings (typical example)

h. List of Suppliers' Documents (typical example)

i. Purchasing Status (typical example)

j. Binder Front and Back Cover Layout

Attachment 1

Sheet 1 of 4

CONTENTS OF MECHANICAL CATALOGUE FOR

PROJECTS CONSISTING OF ONE UNIT ONLY

Attachment 1

Sheet 2 of 4

CONTENTS OF MECHANICAL CATALOGUE FOR

PROJECTS CONSISTING OF ONE UNIT ONLY

Attachment 1
Sheet 3 of 4

Attachment 1
Sheet 4 of 4

Attachment 2
Sheet 1 of 1

CONTENTS OF MECHANICAL CATALOGUE FOR

PROJECTS CONSISTING OF MORE THAN ONE UNIT ONLY

Attachment 3

Sheet 1 of 1

(CLIENT)

(PROJECT)

(LOCATION)

MECHANICAL CATALOGUE

COMPANY

MASTER INDEX

Note: To make certain that a document you are looking for is available, please first consult the indices. All documents inserted are indicated by an "X" in the column, "X = available in catalogue".

Attachment 4
Sheet 1 of 1

Attachment 5
Sheet 1 of 1

LIST OF SPECIFICATIONS

(typical example)

Attachment 6
Sheet 1 of 1

LIST OF REQUISITIONS

(typical example)

Attachment 7
Sheet 1 of 1

LIST OF DESIGN AND ENGINEERING DRAWINGS

(typical example)

Attachment 8
Sheet 1 of 1

LIST OF SUPPLIERS' DOCUMENTS

(typical example)

Attachment 9
Sheet 1 of 1

PURCHASING STATUS

(typical example)

Attachment 10
Sheet 1 of 1