Classification: Internal
UNCONTROLLED IF PRINTED PRJ-PJL-PRC-006 Procedure
PROJECT INFORMATION HANDOVER PROCEDURE
APPROVAL
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REVISION HISTORY
Rev No.
Issue Date
Revision Description
Valid Until Date
00
04 FEB 2019
First Issue; by publication of this Procedure the following procedures have been withdrawn: • 01.50.08.08 Electronic Documentation
03 FEB 2022
Deliverables
• 01.50.08.06 As Built Documentation
Requirements
• 01.50.08.11 Preparation of Final
Documentation for Minor Projects
• 01.50.08.12 Preparation of Final
Documentation for Major Projects • RG-DFO-001 RasGas Documentation for Operations Requirements Specification
01
17 OCT 2021
Project
Information
Document restructured and modified as per latest Company Handover requirements Removal of Hardcopy Deliverables section Appendix 09 - updated to align Vendor Type / SubType with other Company Procedures
23 NOV 2024
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CONTENTS
1 GENERAL… 6
1.1 Purpose… 6 1.2 Scope … 6
1.3 Criticality … 6 1.4 Key Risks and Controls … 6
1.5 Classification … 6 1.6 Compliance… 7
1.7 Roles and Responsibilities … 7
1.7.1 Contractor … 7 1.7.2 Project Manager (PM) … 7 1.7.3 Operation Expansion & Startup (OES) Division Managers … 8 1.7.4 Head of Technical Documentation & Drafting Services … 8 2 GENERAL REQUIREMENTS … 9 2.1 Language … 9
2.2 Workshop… 9 2.3 Document Registers … 9
2.3.1 Master Document Register (MDR) … 9 2.3.2 Vendor Document Register (VDR)… 9 2.4 Deviation … 9
2.5 Numbering Convention… 9 Information Handover … 10 2.6
2.6.1 2.6.2
Information Handover Plan … 10 information Handover Schedule… 10 2.7 Quality Assurance / Quality Control (QA/QC) … 10 2.8 Early Access to Information Deliverables prior Handover … 10
3
INFORMATION DEFINITION … 11 3.1 Early Documentation… 11
4
3.2 Final Documentation … 11 3.3 Project Documentation… 11
4.2.1
INFORMATION DELIVERABLES … 12 4.1 Early Deliverables (ED)… 12 4.2 Final Deliverables (FD) … 12 Final Deliverable Types … 12 Facilities Process Description Manual (IM-01) … 12 4.2.1.1 Operating Manual and Training Material (IM-02)… 13 4.2.1.2 Engineering Documentation (IM-03) … 13 4.2.1.3 Databases and Software (IM-04) … 13 4.2.1.4 Vendor Documentation (IM-05) … 13 4.2.1.5 4.2.1.6 Fabrication Records Book (IM-06) … 13 4.2.1.7 Marine Transportation and Installation Manual (IM-07) … 13 Ready for Commissioning (RFC) and Ready for Start-up (RFSU) Dossier (IM-08) … 14 4.2.1.8
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5
INFORMATION HANDOVER REQUIREMENTS … 15
5.1 Common Requirements … 15 5.1.1 Coversheet … 15 5.1.2 Contents… 15 IM-01 - Facilities Process Description Manual… 15
5.2
5.2.1 5.2.2
IM-01 - General … 15 IM-01 - Content and Documentation Structure … 16 IM-02 - Operating Manual and Training Material … 16
5.3
5.5
5.3.1 5.3.2
5.6.1 5.6.2
5.5.1 5.5.2
5.4.1 5.4.2
5.5.2.1 5.5.2.2 5.6
5.3.2.1 5.3.2.2 5.4
IM-02 - General … 16 IM-02 - Content and Documentation Structure … 17 Operating Manuals … 17 Training Materials … 17 IM-03 - Engineering Documentation … 17 IM-03 - General … 17 IM-03 - Content and Documentation Structure … 18 IM-04 - Databases and Software … 18 IM-04 - General … 18 IM-04 - Content and Data Structure… 18 Engineering Databases … 18 Other Software - Engineering, Operations & Maintenance … 19 IM-05 - Vendor Documentation … 19 IM-05 - General … 19 IM-05 - Content and Documentation Structure … 19 Vendor Engineering Documentation … 19 5.6.2.1 5.6.2.2 Manufacturing Records Book (MRB) … 20 5.6.2.3 Manufacturing Records Book (MRB) for Tieback System and Subsea System … 20 Export Control Documents … 20 5.6.2.4 IM-06 - Fabrication Records Book… 21 5.7 IM-06 - General … 21 IM-06 - Content and Documentation Structure … 21 Radiographs … 22 IM-07 - Marine Transporation and Marine Installation Manual … 23 IM-07 - General … 23 IM-07 - Content and Documentation Structure … 23 5.8.2.1 Marine Transportation Manual … 23 5.8.2.2 Marine Installation Manual … 23 IM-08 - Ready for Commissioning (RFC) and Ready for Start-up (RFSU) Dossier … 24 5.9 IM-08 - General … 24 IM-08 - Content and Documentation Structure … 24 Ready for Commissioning (RFC) and Ready for Start-up (RFSU) Dossier … 24 Certification Dossier … 24 6 ELECTRONIC DELIVERABLES … 25 6.1 Common Requirements … 25
5.7.2.1 5.8
5.9.2.1 5.9.2.2
5.7.1 5.7.2
5.9.1 5.9.2
5.8.1 5.8.2
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6.1.1 Electronic Deliverables Requirements … 26 File Naming for Engineering and Vendor Documentation Deliverables … 26 6.1.2 6.1.3 Metadata Requirements … 26 7 MODIFICATIONS TO EXISTING FACILITIES … 27
8 AS-BUILT PROCESS … 28 8.1 As-Built Annotations … 28
8.2.1.1 8.2.1.2
8.2 Revisioning … 28 8.2.1 Revision Clouds and Indicators (New Documents)… 28 Engineering Documentation (IM-03) … 28 Vendor Engineering Documentation (IM-05)… 28 8.2.2 Revision Clouds and Indicators (Existing Documents) … 28 8.3 As-Built post RFSU … 29 INFORMATION DELIVERABLES REVIEW … 30
9
9.1 Early Deliverables (ED)… 30 9.2 Final Deliverables (FD) … 31
10 HANDOVER … 33 10.1 Early Deliverables Handover Requirements … 33
10.2 Final Deliverables Handover Requirements… 33 10.3 Company Approval and Acceptance of Final Documentation … 34
10.3.1 Review and Approval Period … 34 10.3.2 Information Handover Approval and Acceptance (IM-01 to IM-08)… 34 10.3.3 Information Handover Approval and Acceptance (Project Documentation) … 34 APPENDICES… 35 Appendix 01 - References and Relevant Documents … 36
Appendix 02 - Glossary of Terms: Definitions, Acronyms and Abbreviations … 37 Appendix 03 - Early Deliverables Matrix … 39
Appendix 04 - Final Deliverables Matrix … 40 Appendix 05 - Start-up Crtical Documents … 41
Appendix 06 - Dossiers Coversheet… 42 Appendix 07 - Typical Contents of a Marine Transportation Manual… 43
Appendix 08 - Typical Contents of a Marine Installation Manual … 44 Appendix 09 - Vendor Integrity Critical deliverables … 46
Appendix 10 - List of Templates … 47
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1 GENERAL
UNCONTROLLED IF PRINTED PRJ-PJL-PRC-006 Procedure
1.1 PURPOSE The objective of this Procedure is to define roles and responsibilities for the handover of Project Information to Company which is required for the operation and maintenance of the plant / facility throughout its entire operational life cycle.
Information Installation, is produced during the Engineering, Procurement, Construction, Commissioning and Start-Up phases of the plant / facility. Contractor to issue the information for subsequent handover to Company.
This procedure defines the minimum requirements for handover of project technical information.
1.2 SCOPE This procedure defines the requirements, format and timing of delivery for all project information deliverables during the execution phases of the project. This procedure applies to all project categories.
1.3 CRITICALITY This Procedure has been determined to be a High Criticality document.
Criticality Level : High
1.4 KEY RISKS AND CONTROLS The key risks and controls associated with this procedure are listed below. This is not intended to be an exhaustive list of all possible risks and controls, but highlights the most common inherent risks and most basic controls which need to work to deliver the intended objective of the process.
Key Risks
• Early Deliverables not available during Pre-Commissioning / Commissioning • Unable to verify and accept the Final
Deliverables
• Final Deliverables not populated in
Company Systems
Key Controls • Timeline for handover of deliverables during different phases of the Projects are clearly defined in the Project Information Handover Procedure to ensure timely population in Company EDMS.
Table 1 - Key Risks and Controls
1.5 CLASSIFICATION This Procedure has been classified as Internal based on INF-ISG-POL-001 Information Classification Policy.
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1.6 COMPLIANCE
All projects shall comply with the applicable deliverables as defined in this procedure for the effective handover to Company to ensure safe and reliable operation and maintenance of the plant / facility throughout its entire operational life cycle.
Compliance with this procedure is verifiable by Company Technical Documentation section at any time during project execution.
1.7 ROLES AND RESPONSIBILITIES
1.7.1 CONTRACTOR
• Nominate responsible contact person for all information deliverables during Project execution
(including handover).
•
Implementation and adherence to the requirements of this procedure within the project.
• Ensure data integrity between each of the information deliverable sources.
• Ensure and verify prior to handover that there are no anomalies between the electronic
deliverable formats (PDF vs Native File).
• Provide Company with Early Deliverables (ED) and Final Deliverables (FD) in accordance with the
handover schedule requirements.
• Ensure timely feedback on changes applied by providing clear red line markup documentation to
PM.
• Ensure that all documents and data are delivered to Company with metadata requirements
completed and supplied in format as defined in Procedure PRJ-PJL-PRC-048.
• Ensure that all deliverables issued to Company during execution of the work, including Sub- Contractor and supplier data and documents, shall be incorporated into the Final Deliverables.
• Facilitate audits and assessments undertaken by Company to ensure compliance with this
procedure.
1.7.2 PROJECT MANAGER (PM)
The Project Manager roles and responsibilities apply to the Project Manager within a PMT and to the Project Engineer within Company for the internally (Category III – VI) managed projects.
• Ensure application of the requirements of this procedure by all concerned Project
Management Team (PMT) departments throughout the project lifecycle .
• Facilitate an Information Management workshop as part of the kick-off activities of the
Project.
• Advise Contractor with queries regarding the information requirements and related
submissions.
• Ensure adherence to the requirements of this procedure by the Contractor, including Sub-
Contractors and Suppliers / Vendors, on the project.
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• Ensure adequate resources are allocated to review and approve individual deliverables as per
cycle defined in the Contract.
• Ensure periodic progress review is undertaken for all information deliverables in accordance
with the contractual requirements.
• Ensure completeness, quality, and delivery of the deliverables in the required format in
accordance with agreed schedule.
• Facilitate the handover of all information deliverables to Technical Documentation until final
acceptance.
• Ensure the technical review and acceptance of final information deliverables, modified after
RFSU until PAC, with the assistance of the integrated start-up organization.
• Final verification and handover of all information deliverables to Technical Documentation.
• Receive, distribute, and retain all information deliverables from Contractor and subsequent in accordance with the defined information
handover to Technical Documentation deliverables.
• Provisional and Final Acceptance signoff of all information deliverables in consultation with
Head of Technical Documentation & Drafting Services.
• Facilitate audits and assessments undertaken by Technical Documentation to ensure
compliance with this procedure.
1.7.3 OPERATION EXPANSION & STARTUP (OES) DIVISION MANAGERS
• Verify completeness, quality and delivery of the Early Deliverables (ED) in the required format
in accordance with agreed schedule.
• Ensure access to ED is provided to relevant personnel.
• Ensure the technical review and acceptance of ED.
1.7.4 HEAD OF TECHNICAL DOCUMENTATION & DRAFTING SERVICES
• Ensure participation in the Information Management workshop as organized as part of the
kick-off activities of the Project.
•
Internal coordination of all requirements covered within this procedure.
• Evaluate Contractor’s requests for deviation from the information requirements and deliverables. This process shall be conducted in accordance with the specific Project Procedures.
• Conduct audits and assessments to ensure compliance of involved parties with this
procedure.
• Coordinate the Information Deliverables review process.
• Ensure that all Final deliverables are in compliance with this procedure and made available to
all end users in Company.
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2 GENERAL REQUIREMENTS
This section provides Company general requirements.
The specific requirements for each type of data and / or documentation are organized according to information deliverables and can be found in the relevant sections later in this document.
2.1 LANGUAGE
All documents and captions shall be in English. If any original document uses a language other than English, a certified translation shall be provided.
2.2 WORKSHOP
To ensure that Company and Contractor have an agreed baseline of the information deliverables requirements for the project, PMT shall facilitate an Information Management workshop as part of the kick-off activities.
The objective of the workshop is to ensure that the Contractor has a full understanding of the information deliverables requirements.
2.3 DOCUMENT REGISTERS The Document Registers as defined in the subsections below are generated by Contractor during the execution of the Project and are utilized by Technical Documentation for validation to ensure deliverables follow correct numbering convention in relation to the content.
2.3.1 MASTER DOCUMENT REGISTER (MDR)
Contractor shall develop a Master Document Register (MDR) and submit for Technical Documentation review and approval within the early stages after Project award. Any consecutive updates / changes throughout the Project execution life cycle shall be re-submitted for review and approval.
2.3.2 VENDOR DOCUMENT REGISTER (VDR)
Company shall review and approve the Vendor Document Register (VDR) per individual purchase order, as submitted by Contractor, to ensure deliverables provided are sufficient to operate and maintain the supplied equipment / materials.
2.4 DEVIATION
This procedure outlines the deliverables requirements to provide for long-term efficiency and safety of facility operations. Any deviation from this procedure shall be administered and approved by Head of Technical Documentation & Drafting Services
Any deviation to the procedure without Head of Technical Documentation & Drafting Services approval will not relieve the Contractor from the responsibilities and / or deliverables outlined in this procedure.
2.5 NUMBERING CONVENTION
For Document and Equipment numbering, Contractor shall comply with Company procedures as listed in Appendix 1 - Reference and Relevant Documents.
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2.6
INFORMATION HANDOVER
2.6.1
INFORMATION HANDOVER PLAN
Contractor is responsible for the development of an Information Handover Plan based on this Procedure.
The Information Handover Plan shall be issued by Contractor to Company within 3 months of contract award for review and approval (unless otherwise stipulated in the contract).
Template QG-PIH-IM-G-T001 shows the index structure that shall be utilized by Contractor to create the content of the Information Handover Plan.
2.6.2
INFORMATION HANDOVER SCHEDULE
Contractor, as part of the development of the information deliverables, shall prepare a schedule for the overall handover of the information required by this Procedure.
The handover of information to Company shall be done progressively as it becomes available during project execution, on a mutually agreed schedule between PMT and Technical Documentation. The schedule will provide for a controlled and auditable system for handover of information from Contractor to Company.
As part of the overall schedule for the execution of the project, Contractor shall establish the dates for availability of information. In no circumstance shall the project be closed until all Final Information Deliverables have been handed over and accepted by Head of Technical Documentation & Drafting Services.
2.7 QUALITY ASSURANCE / QUALITY CONTROL (QA/QC)
Contractor has the primary responsibility for conducting quality control of all project deliverables maintained within its systems including information supplied by Sub-Contractors and Vendors.
Contractor shall detail Contractor’s QA/QC process in the Information Handover Plan to demonstrate compliance with this procedure and to ensure all defined information deliverables meet Company requirements.
2.8 EARLY ACCESS TO INFORMATION DELIVERABLES PRIOR HANDOVER Company requires access to information and documentation as early as possible in order to prepare for operations, develop maintenance and/or inspection plans, purchase spares, familiarization, and/or training, etc.
For this, Company requires permission to access Early Documentation / Final Documentation master data which shall be made available by Contractor / PMT by one of the following options:
• by Contractor granting Company Users read-only access to a specific area within their system
• by PMT granting Company Users read-only access to ED / FD defined deliverables within
Company Project Information Management System (PIMS)
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INFORMATION DEFINITION
3 Information is all relevant technical information generated during Design, Engineering, Constructio n, Installation, Commissioning and Start-Up phases that shall form part of a defined deliverable to Company.
3.1 EARLY DOCUMENTATION
Early Documentation is the technical information required to:
• Develop the safety, maintenance and integrity procedures
• Develop Maintenance Engineering activities
• Support Competency Development programs
• Develop the Operating Procedures
Early Documentation remains active until all Final Documentation has been handed over and accepted by Head of Technical Documentation & Drafting Services.
3.2 FINAL DOCUMENTATION
Final Documentation is the technical information as approved by Project Manager (PM) and received from Contractor, which represents As-Built status of the Project required for the safe and reliable operation and maintenance of the facilities.
Final Documentation is a compilation of all deliverables as defined in section 4.2.
3.3 PROJECT DOCUMENTATION
Project Documentation is the information generated during the Project which is not part of Final Deliverables as defined in IM-01 to IM-08 but which is required to be handed over for retention by Company. For details, refer to Policy MMS-REC-POL-001 (Records Management Policy).
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4
INFORMATION DELIVERABLES
Company requires the following deliverables to be handed over upon completion of respective phase of the Project.
4.1 EARLY DELIVERABLES (ED)
ED is the technical information requirement as specified in the Early Deliverables Matrix as per Appendix 03.
4.2 FINAL DELIVERABLES (FD)
FD comprises the information deliverable types as defined within the table and subsections below.
FD is the technical information requirement as specified in the Final Deliverables Matrix as per Appendix 04.
INFORMATION DELIVERABLES
Information Group
Description
IM-01
IM-02
IM-03
IM-04
IM-05
IM-06
IM-07
IM-08
Facility Process Description Manual
Operating Manual and Training Material
Engineering Documentation
Databases and Software
Vendor Documentation
Fabrication Record Book
Marine Transportation and Installation Manual
Ready for Commissioning (RFC) and Ready for Start-up (RFSU) Dossier
Table 2 - Information Deliverables
4.2.1 FINAL DELIVERABLE TYPES
4.2.1.1 Facilities Process Description Manual (IM-01)
The Facility Process Description Manual (FDM) is a high-level reference document for use by Operations, Maintenance, and Engineering personnel. This manual will provide an overview of the facility, describing its design basis, components, their functions, control, and interactions.
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4.2.1.2 Operating Manual and Training Material (IM-02)
The Operating Manual (OM) is a specific document prepared by the EPC Contractor for each unit of the plant, which contains all the operating procedures, guidance, cautions, troubleshooting guides necessary and include the sequence of valve operation and related time schedule for a correct and safe operation.
The purpose of an Operating Manual is not only to help Operations staff to operate the plant safely, but also to present all detailed procedures for the plant start-up and shutdown in the various operation cases.
4.2.1.3 Engineering Documentation (IM-03)
Final / As-Built Engineering Documents and Drawings to be issued by Contractor at handover of the Project which are required for safe and reliable operation, and maintenance of the facilities.
4.2.1.4 Databases and Software (IM-04)
Engineering data to be transferred from Contractor’s engineering database(s) to Company database(s) to make complete integrated deliveries for each of the Final Deliverables.
Software requirements to be transferred from Contractor to Company Operations database(s).
4.2.1.5 Vendor Documentation (IM-05)
As-Shipped / As-Built Documents and Drawings to be issued by Vendor(s) reflecting the final handover status of the Project which are required for safe and reliable operation, and maintenance of the facilities, including all historical Quality Assurance / Quality Control (QA/QC) Records of material, manufacturing, fabrication, erection and test of the equipment and materials installed.
4.2.1.6 Fabrication Records Book (IM-06)
Historical Quality Assurance / Quality Control (QA/QC) records which provide evidence of the integrity of construction, fabrication, erection and test of the installed facilities.
All certification included shall be original certificates. If the original ce rtificate cannot be released, the copy included shall be stamped “Certified True Copy” and shall be endorsed to that effect by a competent authority.
4.2.1.7 Marine Transportation and Installation Manual (IM-07)
The Marine Transportation and Installation Manual is specific to offshore projects and is an engineering document subject to PM approval before transportation and installation of major offshore components.
The Marine Transportation and Installation Manual shall outline all areas of responsibility, procedures, schedules, personnel, vessel (Ship / Boat) specifications, and equipment specifications to be utilized in the transportation and installation of major offshore components.
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4.2.1.8 Ready for Commissioning (RFC) and Ready for Start-up (RFSU) Dossier (IM-08)
Ready for Commissioning (RFC) Dossier
RFC is a milestone in the project when pre-commissioning activities for a discipline (electrical, instrumentation, mechanical, piping, etc.) are essentially complete and ready to commence commissioning.
The RFC Dossier is a compilation of the documentation pertaining to the pre-commissioning activities arranged by system, which shall contain all information required to demonstrate a system has reached the RFC status.
All certification included shall be original certificates. If the original certificate cannot be released, the copy included shall be stamped “Certified True Copy” and shall be endorsed to that effect by a competent authority.
Ready for Start-up (RFSU) Dossier
RFSU is a milestone in the project that signifies system construction, pre-commissioning, and commissioning work is complete and the required safety verification is ready to commence start-up.
The RFSU Dossier is a compilation of the documentation pertaining to the commissioning activitie s arranged by system and Plant / Facilities, which shall contain all information required to demonstrate a system has reached the RFSU status.
All certification included shall be original certificates. If the original certificate cannot be released, the copy included shall be stamped “Certified True Copy” and shall be endorsed to that effect by a competent authority.
Certification Dossier
Compilation of all original signed System Completion Certificates as part of RFC and RFSU Dossiers.
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5
INFORMATION HANDOVER REQUIREMENTS
This Section describes the detailed requirements for each information deliverable type as defined in Section 4.
5.1 COMMON REQUIREMENTS
Within the early stages of the Project, based upon the duration of the Project and prior to preparation of the Final Deliverables, Contractor shall submit an Information Handover procedure for Company approval. This procedure shall detail the format, structure, contents, method of compilation and hand-over schedule for each element of the Information Deliverables as defined in Section 4.2 - Final Deliverables.
5.1.1 COVERSHEET
The coversheet for each applicable information deliverable shall be prepared as per the details identified in the table as per Appendix 06.
The coversheet shall carry the following signatory information:
5.1.2 CONTENTS
The first volume (Volume 01) of each applicable Deliverable shall contain a complete table of contents and related index of all documents with clear indication of volume number. Each subsequent volume shall have a detailed table of content and related index specific to that volume.
Before final assembly of each deliverable, Contractor shall obtain approval by Company - Head of Technical Documentation & Drafting Services on the Table of Contents.
Use of Contractor’s logo on the FD shall be agreed by Company.
5.2
IM-01 - FACILITIES PROCESS DESCRIPTION MANUAL
5.2.1
IM-01 - GENERAL
The Facility Process Description Manual (FPDM) is a high-level reference document for use by Operations, Maintenance, and Engineering personnel. This manual will provide an overview of the facility, describing its design basis, components, their functions, control, and interactions.
The FPDM shall be developed as a standalone document.
The FPDM developed by the Contractor shall encompass all third parties ’scope of work’ when the system is common among various parties, the responsibility for coordination and compilation of the FPDM information shall be determined in accordance with the Interface Management Plan and supervised by Company.
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IM-01IM-02IM-03IM-04IM-05IM-06IM-07IM-08Company Inspector Signature XXCompany Representative Signature XXXContractor Inspector Signature XXSub-Contractor Inspector Signature XXVendor Representative Signature X Not Applicable Information GroupSignatoryNot Applicable Not Applicable Not Applicable
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5.2.2
IM-01 - CONTENT AND DOCUMENTATION STRUCTURE
The FPDM shall cover as a minimum the following topics:
Section
Title
1
2
3a
3b
4a
4b
5
6
7
8
9
10
11
12
13
14
Facility Overview
Design Intent and Philosophy
Facility Description (Onshore)
System Description (Offshore)
Facility Control (Onshore)
System Control (Offshore)
Process Technology
Process Description (Onshore Only)
Normal Operating Parameters
Equipment Specifications (high level descriptions of major equipment)
Process Control (Onshore Only)
Shutdown and Safety Systems
Hazards, Risks, and Precautions
Alternate Operating Modes
Systems Boundary Drawings (Onshore Only)
System Specific Considerations
5.3
IM-02 - OPERATING MANUAL AND TRAINING MATERIAL
5.3.1
IM-02 - GENERAL
The IM-02 category of documents includes the following:
• Operating Manuals
•
Training Materials
• Marine Operating Manual (if applicable)
•
Subsea Inspection, Maintenance and Repair (IMR) Procedures (if applicable)
Contractor and Company shall specifically identify the materials to be prepared by Contractor or Third Parties, and shall develop a sequential plan and establish a timetable for the preparation of such materials.
Company shall provide training to Contractor authors in the use of the templates, standards, and organizational techniques for manuals development.
Contractor shall coordinate the development, review and approval processes, which shall include the Company representative(s) as per project specification.
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Operating, Maintenance and Training Documents shall be written by Contractor personnel, and shall reflect the design, and allow design changes to be incorporated in a timely manner.
If Project includes offshore facilities, a Marine Operating Manual shall be developed.
Subsea Inspection, Maintenance, and Repair (IMR) Procedures are to include all related subsea drawings, videos, installation procedures, repair procedures, and maintenance requirements for the entire subsea system.
5.3.2
IM-02 - CONTENT AND DOCUMENTATION STRUCTURE
5.3.2.1 Operating Manuals
Contractor shall develop Operating Manuals for each Facility / System / Unit as per Template QG- PIH-IM-02-T001.
Operating Manuals shall contain the following information as a minimum:
• Details to start up the facility in full operational mode
• Procedures for Normal operation, Emergency Shutdown, and Planned Shutdown
• Special Operating Procedures
• Specific safety warnings / instructions / procedures
5.3.2.2 Training Materials
Contractor shall provide all necessary data and information required by Company, including those from third parties, to facilitate the development of the training materials and manuals.
Contractor shall provide all necessary training materials and manuals related to new technologies and Vendor training.
5.4
IM-03 - ENGINEERING DOCUMENTATION
5.4.1
IM-03 - GENERAL
This deliverable contains all Contractor and / or Sub-Contractor design records and specifies Design and / or Engineering documentation to be handed over to Company.
Contractor shall systematically compile all design documentation records that are generated during execution of the contract.
Contractor shall compile Engineering Documentation by System / Unit / Discipline / Document Type. All design documentation shall reflect the As-Built condition up to handover of facilities to Company, and incorporating all modifications made to the design as a result of a Field Design Change (FDC), errors found in checking field construction changes, or any other changes that are made in the facilities.
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5.4.2
IM-03 - CONTENT AND DOCUMENTATION STRUCTURE
This documentation shall be fully back-drafted and revised to the As-Built condition.
Engineering documents shall be numbered in accordance with Company Facilities Engineering and Vendor Document Numbering Procedure PRJ-PJL-PRC-004.
Template QG-PIH-IM-03-T001 shows a typical listing of types of documentation to be included in the Engineering Design Documentation. This documentation is designed to cover a number of different contract elements and not all marked categories will be applicable. During the start of design activities, Contractor, with Company assistance, will finalize the requirements for the design documentation and the Master Document Register (MDR).
Contractor shall ensure that a unique individual data sheet is issued for:
• each Major Equipment as part of the main Equipment List • each Pressure Relief Valve (PRV)
For bulk items, such as Transmitters, Gauges, Elements, Control Valves, etc., Contractor shall ensure the Data Sheet document includes a summary list with hyperlinked tag numbers to the associated page.
Contractor shall prepare and use the MDR to collect the documentation progressive ly and consistently in line with the progress of the work. Company shall at all times have access to review and verify the Engineering Documentation. Contractor to ensure that all information received on Vendor P&IDs and Data Sheets shall be incorporated in “As-Built” issue of Contractor deliverables.
5.5
IM-04 - DATABASES AND SOFTWARE
5.5.1
IM-04 - GENERAL
This section describes the requirements for the contents of the engineering data to be transferred from Contractor’s databases to Company databases, and all relevant software used in the Operations and Maintenance of the facilities.
Contractor is responsible and shall ensure the required software and data from Sub-Contractors / Vendors is transferred into Contractor’s databases, to ensure complete integrated deliveries. The databases shall be As-Built at final handover. Upon Company request, Contractor shall furnish the delivery of electronic documentation of required data for early population of Company databases.
5.5.2
IM-04 - CONTENT AND DATA STRUCTURE
5.5.2.1 Engineering Databases
Company has standardized on Intergraph SmartPlant Enterprise (SPE) suite of software applications for use in all engineering projects.
For details related to each of the Intergraph applications, Contactor should comply with the requirements as provided in procedure PRJ-PJL-PRC-007 - SmartPlant Engineering Applications and Drafting (CAD) Standard.
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5.5.2.2 Other Software - Engineering, Operations & Maintenance
Contractor shall provide all software and settings files required for the Operations and Maintenance of the facilities, databases, input files and output files for database applications and analysis programs utilized during the Project.
5.6
IM-05 - VENDOR DOCUMENTATION
5.6.1
IM-05 - GENERAL
Vendor documentation requirements form part of the Purchase Order (PO) and shall list the information to be delivered.
Vendor Documentation includes both Vendor Engineering Documentation and Manufacturing Record Books (MRB).
Vendor documents shall be numbered in accordance with Company Facilities Engineering and Vendor Document Numbering Procedure PRJ-PJL-PRC-004.
Contractor shall ensure vendor documentation is compiled progressively and consistently in parallel with the progress of the actual work. Company shall at all times have access to the documentation for review and verification.
Contractor shall ensure that all purchase orders issued by the Contractor to third parties shall comply with and refer to the original issued Purchase Order number.
Contractor shall compile Vendor Documentation by Purchase Order.
Contractor shall compile a Vendor Document Register (VDR) for all deliverables from all Vendors. The VDR is to be kept updated and maintained until the closeout of all documentation by the Contractor from the Vendor(s) and shall be revised when new deliverables are added or deleted. The VDR shall be available to Company at all times.
Vendor deliverables shall have the Company Vendor Document Number, Purchase Order number, (Vendor Package) Tag Number(s) for Major Equipment and project identification within the title block or cover page including all subsequent sheets. It is Contractor’s responsibility to incorporate any modifications to vendor deliverables as a result of a Field Design Change (FDC).
5.6.2
IM-05 - CONTENT AND DOCUMENTATION STRUCTURE
5.6.2.1 Vendor Engineering Documentation
is required during The Vendor Engineering Documentation contains documentation that construction, installation, systems completions, start-up, operations and maintenance. This deliverable shall be transferred to Company progressively, as each Vendor PO’s are completed and closed-out, without hindering preparation work for scheduled project / critical activities.
The Vendor Engineering Documentation shall include all relevant Vendors approved documentation reflecting the final As-Built state of the equipment and be compiled and indexed in accordance with this procedure.
Tagged items shall be numbered in accordance with Company Tag Numbering Philosophy.
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Contractor is responsible for proper implementation of the numbering and/or identification of tagged items as well as for providing the same instructions to third parties regarding this numbering system.
All equipment provided by the Original Equipment Manufacturer (OEM), whether being standalone or package, needs to have unique numbers reflected on the vendor submitted deliverables following the Company procedures.
The Contractor is responsible to obtain and ensure Vendor delivers native files for all Vendor Integrity Critical deliverables as defined in Appendix 09 before close-out of the Purchase Order.
Installation, Operation and Maintenance (IOM) Manuals form part of the V endor Engineering Documentation.
Pre-printed manuals for standards or pre-engineered equipment shall be specifically prepared for the same equipment purchased (e.g. same Model, Size, arrangement), and provide adequate information on Installation, Operation, Maintenance and preservation.
Template QG-PIH-IM-05-T001 shows the structure that shall be utilized for Vendor IOM Manuals.
A standard workshop manual shall be provided for each modified equipment. Template QG-PIH-IM- 05-T002 shows the structure that shall be utilized for the Workshop Repair Manuals.
5.6.2.2 Manufacturing Records Book (MRB)
The MRB contains documentation demonstrating that the materials, equipment, skids, and packages have been manufactured in accordance with the documented design and specification requirements and provides evidence of the quality of the equipment and materials used. Vendor shall compile and maintain all other equipment MRB records from other third parties prior to handover.
Each Vendor shall prepare a MRB for the purchased equipment or materials in accordance with the Purchase Order requirements. Vendor shall be responsible for maintenance of the complete MRB prior to handover (including all third parties).
Template QG-PIH-IM-05-T003 shows the structure that shall be utilized for the MRB contents.
5.6.2.3 Manufacturing Records Book (MRB) for Tieback System and Subsea System
For Tieback and Subsea Systems, a MRB deliverable format is more suitable for the Scope of Work and the type of contracts than a Shop Fabrication Record Book.
Each Contractor shall prepare a MRB for the purchased equipment or materials in accordance with this procedure.
Contractor shall prepare the documentation progressively and consistently in parallel with the progress of the work.
Company shall at all times have access to the documentation for review and verification.
Template QG-PIH-IM-05-T004 shows the structure that shall be utilized for the MRB for Tieback and Subsea systems.
5.6.2.4 Export Control Documents
The Export control documents contains documentation related to shipments of the purchased equipment. Template QG-PIH-IM-05-T005 shows the structure that shall be utilized for Export Control document deliverables.
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5.7
IM-06 - FABRICATION RECORDS BOOK
5.7.1
IM-06 - GENERAL
The Fabrication Records Book (FRB) includes documentation describing how the facility was built, and provides evidence of the integrity of the construction, services, and materials used.
FRBs shall be numbered in accordance with Company Facilities Engineering and Vendor Document Numbering Procedure PRJ-PJL-PRC-004.
For subsea equipment, a MRB is required instead of a FRB (refer to IM-05 category). For pipeline systems, an FRB is required as part of IM-06.
Non-Vendor lifting equipment (e.g., monorails, padeyes, spreader bars, etc.) will be included in IM- 06 delivery as part of the FRB. For Vendor-supplied lifting equipment, an MRB is required as part of IM-05.
The components (tagged valves or any other tagged items) purchased by fabrication yard (site) shall be documented as part of IM-05. Untagged bulk items will be documented in the Site FRBs as part of IM-06.
Materials Integrity Reports (MIR) are developed during the construction phase of the project. Template QG-PIH-IM-06-T001 shows the structure that shall be utilized for the MIR.
Contractor and third parties shall establish the Site Fabrication Records with the Index and coding structure as provided in Template QG-PIH-IM-06-T002. The Index is designed to cover a number of different contract elements; hence not all marked categories will be applicable to all Projects.
Prior to the start of site fabrication activities, the Company and Contractor will arrange meetings with the responsible groups to finalize the Site Fabrication Documentation requirements.
The Contractor shall obtain Company’s approval for the Index as applicable to the specific work scope. The Index shall be in an Excel spreadsheet format and the Company will review the Index and the progress of Site Fabrication Records compilation in parallel with the progress of the actual work.
The records shall be prepared, compiled, and maintained progressively and consistently in parallel with the actual progress of the work.
During construction, Contractor shall ensure that storage facilities are suitable for long-term storage of documentation with respect to security, ambient conditions, and fire protection. Documentation shall be maintained in a fully indexed and retrievable form and Company shall have access to review and verify the FRBs at all times.
Under no circumstances may the Contractor destroy any part of the FRB without prior Company approval.
Contractor shall ensure that any changes made during installation and hookups are documented by updating the Site FRBs.
5.7.2
IM-06 - CONTENT AND DOCUMENTATION STRUCTURE
FRBs shall be compiled by work packages and depending on Contractor / Sub-Contractor activities.
The FRBs shall be compiled as per the typical format defined in Template QG-PIH-IM-06-T002 - Fabrication Record Book Contents.
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The adopted method of compilation will be dependent on the size and complexity of the construction and installation undertaken, and will be subject to PM approval before work is commenced.
Original Certificates for bulk material such as piping, cables, etc. shall be compiled in the FRB. It shall be compiled by material type, sub-divided by purchase order. Depending on the size and complexity of the construction and installation undertaken, the material types may be grouped by Unit and sub- divided by Purchase Order therein. Each bulk materials volume shall have a look-up table that cross reference material and test certificates to purchase orders, to assist with material traceability.
Items identified as indexes or lists should be submitted in native format (Microsoft Office format).
5.7.2.1 Radiographs
Radiograph Testing (RT) Films handed over to Technical Documentation shall be compiled, indexed and stored in industry standard fireproof aluminum boxes with silica gel packet to avoid moisture.
RT Films shall be accompanied with a full index which cross-references the individual RT Film to the film cabinet in which it is stored and the Film Retention Date.
Each RT Film shall be identified with:
• Company name
• Contractor
• Project
• Line Number
• Material
• Diameter
• Thickness
•
Joint Number
• Welding process
• Welder number
• Date of RT
Film box shall be labelled with:
• Contractor
• Project Name
• Contract Number
• Asset
• List of RT Films
List of RT Films shall have details of:
• Serial Number
• Report Number
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• Number of Joints
• Date of exposure
• Remarks
Contractor shall deliver the RT films in a cardboard box or in the original manufacturer’s film box. All films delivered by Contractor in Carton box shall be stored in a fireproof aluminum box with silica gel packet to avoid moisture.
5.8
IM-07 - MARINE TRANSPORATION AND MARINE INSTALLATION MANUAL
5.8.1
IM-07 - GENERAL
The Marine Transportation and Marine Installation Manual are specific to offshore projects. Manual is subject to Company approval before transportation and installation of major offshore components such as, modules, jackets, bridges, flares, pancakes, equipment skids, etc., are undertaken. The Marine Transportation and Installation Manual shall delineate all areas of responsibility, procedures, schedules, personnel, vessel (Ship / Boat) specifications, and equipment specifications to be utilized in the transportation and installation of major offshore components.
Marine Transportation and Marine Installation Manual shall be numbered in accordance with Company Facilities Engineering and Vendor Document Numbering Procedure PRJ-PJL-PRC-004.
5.8.2
IM-07 - CONTENT AND DOCUMENTATION STRUCTURE
5.8.2.1 Marine Transportation Manual
The Marine Transportation Manual shall describe the work to be performed in order to complete the marine transportation. This shall further specify in detail the transportation main equipment spread including all tugs, barges, supply vessels and support vessels that the contractor is to use for this phase of the work.
Compilation and structure is dependent on the individual facilities, Appendix 07 lists the typical content of a Marine Transportation Manual.
5.8.2.2 Marine Installation Manual
The Marine Installation Manual shall describe in detail the work to be performed in order to complete all stages of any offshore installation. This shall include seabed survey and debris removal, removal of sea-fastening, lift or launch, upend and placement, piling, grouting, welding, pile cutoff, removal of rigging for jackets, cutting of sea fastening, lifting, placing, removal of rigging, welding and completions for Decks.
The Marine Installation Manual shall further specify in detail the installation main equipment spread including all tugs, barges, supply vessels, HLV, survey and positioning spreads, ROV spreads and construction equipment.
Compilation and structure is dependent on the individual facilities, Appendix 08 lists the typical content of a Marine Installation Manual.
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5.9
IM-08 - READY FOR COMMISSIONING (RFC) AND READY FOR START-UP (RFSU) DOSSIER
5.9.1
IM-08 - GENERAL
Ready for Commissioning (RFC) and Ready for Start-up (RFU) Dossiers shall be numbered in accordance with Company Facilities Engineering and Vendor Document Numbering Procedure PRJ- PJL-PRC-004.
5.9.2
IM-08 - CONTENT AND DOCUMENTATION STRUCTURE
5.9.2.1 Ready for Commissioning (RFC) and Ready for Start-up (RFSU) Dossier
For detailed description for the RFC and RFSU requirements please refer to Procedure OGO-OES- OVR-002 - Projects System Completion and Handover Procedure.
5.9.2.2 Certification Dossier
The certification dossier shall contain all signed Originals of approved certificates as listed below:
• Mechanical Completion Certificate (MCC)
• Ready for Commissioning Certificate (RFCC)
• Ready for Start-up Certificate (RFSUC)
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6 ELECTRONIC DELIVERABLES
Contractor to ensure that all information defined in this procedure shall be submitted in electronic format as specified in the Deliverables Matrices as per Appendix 03 - Early Deliverables Matrix and Appendix 04 - Final Deliverables Matrix.
Company shall verify and audit Contractor to ensure implementation of quality routines, as well as approval and verification processes to ensure that the electronic information deliverables reflect the final As-Built status.
6.1 COMMON REQUIREMENTS
All deliverables shall be provided in electronic format, including a complete index for each type of deliverable as detailed in Section 4.2.
Deliverables subject to updating in the operational phase shall be delivered in both native and searchable PDF format as defined in the Final Deliverables Matrix.
Deliverables not subject to updating in the operational phase shall be delivered in searchable PDF format and comprehensively bookmarked.
For the Engineering Documentation (IM-03) and Vendor Engineering Documentation (IM-05) electronic deliverables, PDF files shall be generated from the native source.
600 DPI is the minimum resolution acceptable for all PDF files.
In all cases, except for drawings as part of the Engineering and Vendor Documentation, indexing through the use of the PDF bookmark function shall be utilized.
As a minimum, all indexed levels shall be book marked.
For drawings comprised of multiple sheets, pdf and native file for each sheet shall be delivered as a separate electronic file in accordance with Company file naming convention as defined in Section 6.1.2.
All databases, input files and output files for database applications and analysis programs utilized during the Project, shall be handed over as part of IM-04 to the Head of Technical Documentation & Drafting Services at Final Handover.
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6.1.1 ELECTRONIC DELIVERABLES REQUIREMENTS
Engineering / Vendor Documentation:
• Every document shall be numbered with a unique Company document number and shall be
delivered as single / standalone Document.
• Contractor to ensure sequential page numbering is applied for the individual Engineering /
Vendor Documents.
• Contractor shall submit native files for all Engineering deliverables.
• Contractor shall submit native files for all Vendor Integrity Critical deliverables as defined in
Appendix 09.
All other Deliverable Dossiers:
• One PDF image per volume
• Bookmarked PDF by section and sub-section
• Sequential page numbering for MRB and FRB
6.1.2 FILE NAMING FOR ENGINEERING AND VENDOR DOCUMENTATION DELIVERABLES
All individual electronic files irrespective of PDF or Native shall be named in the following format:
In the occasion that a single PDF Document consists of multiple Native Files, the Native Files shall be combined together into a .ZIP file. Each Document shall have a single representation of a PDF and Native file.
6.1.3 METADATA REQUIREMENTS
For detailed Metadata requirements and associated templates refer to Procedure PRJ-PJL-PRC-048 - Facilities Documentation Metadata Requirements.
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7 MODIFICATIONS TO EXISTING FACILITIES
The requirements set in this section shall apply when Contractor is carrying out modifications’ projects within the existing facilities or projects that have interfaces with the existing facilities. The modifications shall follow Qatargas Management of Change (MOC) or Interface Agreement (IA) process, while the revision of drawings / documents shall adhere to below requirements.
Contractor shall request the latest revision of existing drawings / documents for check out by Company (Technical Documentation). Company shall check out the drawings / documents to perform an update based on the Check-Out request. Without a formal Check-Out request, revisions to existing Company drawings / documents will not be accepted.
Contractor shall maintain the native format for the checked-out drawings / documents and As-Built / Final Issue for modified existing drawings / documents shall be returned to Technical Documentation in the same medium / format as it was supplied.
New drawings / documents are only to be created if there are no existing drawings / documents showing the required information. Creation of new drawings / documents to indicate changes in an existing facility will not be accepted.
For modifications of existing documentation originated from SmartPlant Databases, Contractor shall request the latest revision of existing documents for check out by Company and databases shall be modified in accordance with the requirements as defined in Procedure PRJ-PJL-PRC-007 - SmartPlant Engineering Applications and Drafting (CAD) Standard. Modified documents shall be extracted in full from the relevant database and issued as a new revision.
Any checked out drawing / document that is modified and issued as a new revision during the project shall be deemed a FD deliverable of the project and Contractor shall issue to Company as outlined in this Procedure.
At handover of the project, Contractor shall provide a separate drawing / document list for any drawing / document checked out by Contractor but which have not been revised.
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8 AS-BUILT PROCESS
Contractor shall ensure that all Engineering and Vendor documentation and/or information deliverables are updated to reflect the true As-Built status of the facilities, reflecting any changes made during construction, installation, hookup, commissioning, and Start-Up.
New Documentation created and existing Documentation modified for the project shall be properly updated to reflect As-Built status. Red Line Mark-Up (RLMU) Documents will not be accepted.
As-Built for new documents shall be in the appropriate native file format as defined in the Final Deliverables Matrix as per Appendix 04.
CAD files shall be modified in accordance with the requirements as defined in Procedure PRJ-PJL-PRC- 007 - SmartPlant Engineering Applications and Drafting (CAD) Standard.
8.1 AS-BUILT ANNOTATIONS
The revision history box in the document / drawing title block or coversheet shall contain the words ‘AS-BUILT’ or ‘FINAL ISSUE’, depending on the nature of the document / drawing, the appropriate Revision Indicator, dated, and shall be signed-off by an authorized representative.
8.2 REVISIONING
8.2.1 REVISION CLOUDS AND INDICATORS (NEW DOCUMENTS)
All revision clouds, revision triangles, etc. shall be removed in the final deliverables at handover.
8.2.1.1 Engineering Documentation (IM-03)
All engineering deliverables at handover shall be physically revised to reflect the final status as defined in the Final Deliverables Matrix as per Appendix 04; stamps reflecting the status of the deliverable will not be accepted.
The final revision (AS-BUILT or FINAL ISSUE) of the engineering deliverables at handover shall use the Revision Indicator 50; subsequent revision indicators shall be 51, 52, etc.
8.2.1.2 Vendor Engineering Documentation (IM-05)
The final revision at handover of the Vendor engineering deliverables which require As-Built shall use the Revision Indicator 50; subsequent revision indicators shall be 51, 52, etc.
For Vendor engineering deliverables which do not require As-Built the AFC or IFC revision will be accepted and should follow:
-
Document (PDF File) shall contain stamp ‘FINAL ISSUE’
-
Revision attribute in provided metadata as per Procedure PRJ-PJL-PRC-048 shall be 50
Issue Status attribute in provided metadata as per Procedure PRJ-PJL-PRC-048 shall be FN
8.2.2 REVISION CLOUDS AND INDICATORS (EXISTING DOCUMENTS)
For modifications to existing documents, please refer to Section 11.6 of Procedure PRJ-PJL-PRC-007
- SmartPlant Engineering Applications and Drafting (CAD) Standard.
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Any existing Document requested by Contractor “For Update” and submitted to Company at final handover should follow:
- Revision number +1 to the Document issued to Contractor “For Update” where current
revision of the Document equals 50 or higher.
- Revision number 50 where current revision of the Document issued to Contractor “For
Update” <50.
8.3 AS-BUILT POST RFSU
Any facility changes / modifications post RFSU until Operational Acceptance (OAC) shall be endorsed by OES and approved by PMT.
The technical review for the FD related to changes post RFSU shall be performed by the Start Up Integrated Organization team until OAC.
The As-Built responsibility post RFSU until OAC:
• Category I, II and III Projects
by Contractor
• Category III Projects (<200M$)
by E&P (TD&DS - Drafting)
• Category IV - VI Projects
by E&P (TD&DS - Drafting)
After OAC, Company Management of Change (MOC) process will be followed, in line with QGPMS.
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9
INFORMATION DELIVERABLES REVIEW
Information Deliverables review will be initiated upon readiness of complete or agreed com pleted sub-set of Deliverables.
Review will only be performed upon delivery of related Deliverables as defined in Deliverables Matrices as per Appendix 03 and Appendix 04 with associated metadata as defined in Procedure PRJ- PJL-PRC-048 - Facilities Documentation Metadata Requirements.
Below sections describe the Information Deliverables review process for ED (Table 3), which is a continuous process until OAC, and FD (Table 4).
9.1 EARLY DELIVERABLES (ED)
STEP
1
2
3
4
5
6
7
8
9
ACTION Upon completion of the Early Deliverables (ED) notify and submit to PMT by transmittal.
Check and acknowledge receipt of the ED and register transmittal into Project EDMS.
Review submitted ED to ensure the contents are according to Company requirements, and record and communicate deficiencies (if any) to Contractor.
If no deficiencies recorded, or upon close out of recorded deficiencies go to Step # 5
Close deficiencies and resubmit to PMT by transmittal.
Go to Step # 2
Notify OES by system and /or email to start ED review process.
Company (OES) Review
Execute quality review and record deficiencies (if any) in a common deficiencies list. If no deficiencies are recorded or upon close out of recorded deficiencies reviewed Deliverables can be accepted.
Go to Step # 12
Note: review and approval period for the early deliverables is ten (10) working days from the receipt of submission.
In case deficiencies recorded, list of deficiencies to be provided to PMT by system and /or email.
Notify Contractor by email and coordinate deficiencies close out.
Close recorded deficiencies.
10
Notify PMT / Project Document Control and resubmit.
ACTION BY
Contractor
PMT / Project Document Control
PMT / Project Document Control
Contractor
PMT / Project Document Control
OES
OES
PMT / Project Document Control
Contractor
Contractor
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11
12
13
Notify OES by system and / or email to verify closed deficiencies. Go to Step # 6
PMT / Project Document Control
Notify PMT by system and / or email detailing accepted Final Deliverables.
OES
Submit Early Deliverables on secured external HDD (PMT) or on secured Network area (as defined by OES) by transmittal.
(only applicable for Projects managed outside Company EPDMS or PIMS System)
PMT / Project Document Control
Table 3 - ED Review Process Steps
9.2 FINAL DELIVERABLES (FD)
STEP
ACTION
PMT Review
ACTION BY
1
2
3
4
5
6
7
8
9
Upon completion of Deliverables notify and submit to PMT by transmittal.
Contractor
Check and acknowledge receipt of the Deliverables and register transmittal into Project EDMS.
PMT / Project Document Control
Review submitted Deliverables to ensure the contents are according record and communicate to Company deficiencies (if any) to Contractor.
requirements, and
If no deficiencies recorded, or upon close out of recorded deficiencies go to Step # 5
Close deficiencies and resubmit to PMT by transmittal.
Go to Step # 2
PMT / Project Document Control
Contractor
Notify Lead of Technical Documentation by system and /or email to start Technical Documentation review process.
PMT / Project Document Control
Company Review
Execute quality review and record deficiencies (if any) in a common deficiencies list. If no deficiencies are recorded or upon close out of recorded deficiencies reviewed Deliverables can be accepted.
Lead of Technical Documentation
Go to Step # 12
In case deficiencies recorded, list of deficiencies to be provided to PMT by system and /or email.
Lead of Technical Documentation
Notify Contractor by email and coordinate deficiencies close out.
Close recorded deficiencies.
PMT / Project Document Control Contractor
10
Notify PMT / Project Document Control and resubmit.
Contractor
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11
12
13
Notify Lead of Technical Documentation by system and / or email to verify closed deficiencies.
Go to Step # 6
PMT / Project Document Control
Notify PMT by system and / or email detailing accepted Final Deliverables.
Lead of Technical Documentation
Submit Final Deliverables on secured external HDD (PMT) or on secured Network area (Project Document Control) by transmittal.
(only applicable for Projects managed outside Company EPDMS or PIMS System)
PMT / Project Document Control
Table 4 - FD Review Process Steps
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10 HANDOVER
Preparation including packing and delivery of the information deliverables is Contractor’s responsibility.
Detailed handover requirements are defined in the following subsections.
10.1 EARLY DELIVERABLES HANDOVER REQUIREMENTS
The final Red Line Mark-Up Early Deliverables handover shall be completed at Plant RFSU.
Early Deliverables (ED) to be submitted in electronic format via official transmittal to Operation Expansion Support (OES) Manager.
Early Deliverables (ED) shall be handed over on a secured external Hard Disk Drive (HDD) as approved by Company, or access shall be provided by one of the following options:
• by Contractor granting Company Users full electronic access to an ED specific area within their
system
• by granting Company Users access to ED defined deliverables within Company Project
Information Management System (PIMS)
In addition, for Start-up Critical documentation as defined in Appendix 05, two (2) sets of hardcopies shall be submitted via official transmittal to Operation Expansion Support (OES) Manager.
10.2 FINAL DELIVERABLES HANDOVER REQUIREMENTS
Final Deliverables (FD) shall be made available to Technical Documentation for review / acceptance prior to official handover to Company.
After completion of the review and acceptance by Technical Documentation, deliverables to be handed over to Company via official transmittal addressed to Head of Technical Documentation & Drafting Services.
Final Deliverables (FD) shall be handed over by one of the following options:
• on a secured external Hard Disk Drive (HDD) as approved by Company (Category I - III Projects); each deliverable type of Final Documentation shall be written to separate folders on the HDD. Technical Documentation approval of the external hard drive assembly as well as the folder structure shall be obtained before Contractor proceeds with the assembly of the final electronic deliverables.
• Managed File Transfer (MFT) for Category IV - VI Projects.
•
for Projects where Company Project Information Management System (PIMS) is being utilized, handover shall be performed following the PIMS Handover process.
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10.3 COMPANY APPROVAL AND ACCEPTANCE OF FINAL DOCUMENTATION
Company approved Final Deliverables along with all electronic documentation is a prerequisite of obtaining the Provisional Acceptance Certificate (PAC).
All requirements as per Company Projects Stewardship Transfer process as defined in the Qatargas Project Management System (QGPMS) shall be completed when applying for the Provisional Acceptance Certificate.
10.3.1 REVIEW AND APPROVAL PERIOD
The Technical Documentation review and approval period for the final deliverables is thirty (30) working days from the receipt of submission. If the final deliverables are issued for approval piece- meal, then it shall be thirty (30) working days from receipt of the final submission.
10.3.2 INFORMATION HANDOVER APPROVAL AND ACCEPTANCE (IM-01 TO IM-08)
Respective parties, as defined in Company Procedure PRJ-PJL-PRC-049 (Project Information Handover, Verification and Acceptance), shall obtain approval and acceptance for each defined information deliverable (IM-01 to IM-08).
10.3.3 INFORMATION HANDOVER APPROVAL AND ACCEPTANCE (PROJECT DOCUMENTATION)
For Project Documentation:
• Major Projects (Category I - III) managed by PMT
Information handover approval and acceptance for each defined line item shall be obtained from respective parties, as defined in Company Procedure PRJ-PJL-PRC-056 (Major Projects - Projects Stewardship Transfer Process).
• Minor Projects (Category IV - VI) managed by PMD
Information handover approval and acceptance for each defined line item as per the Project Close-out Form shall be obtained, as defined in Company Procedure PRJ-PJL-PRC-029 (Project Handover to Asset and Close-out for E&P CAT IV - VI).
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APPENDICES
Appendix #
Appendix Title
Appendix 01
References and Relevant Documents
Appendix 02
Glossary of Terms: Definitions, Acronyms and Abbreviations
Appendix 03
Early Deliverables Matrix
Appendix 04
Final Deliverables Matrix
Appendix 05
Start-up Critical Document List
Appendix 06
Dossiers Coversheet
Appendix 07
Typical Contents of a Marine Transportation Manual
Appendix 08
Typical Contents of a Marine Installation Manual
Appendix 09
Vendor Integrity Critical deliverables
Appendix 10
List of Templates
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APPENDIX 01 - REFERENCES AND RELEVANT DOCUMENTS
Number
Title
PRJ-PJL-PRC-004
Facilities Engineering and Vendor Document Numbering
PRJ-PJL-PRC-005
Facilities System and Unit Number Codes and Descriptions
PRJ-PJL-PRC-007
SmartPlant Engineering Applications & Drafting (CAD) Standard
PRJ-PJL-PRC-008
Company Equipment Numbering Philosophy
PRJ-PJL-PRC-029
Project Handover to Asset & Close Out for E&P Cat IV - VI
PRJ-PJL-PRC-034
Engineering Drawings Redlining
PRJ-PJL-PRC-040
Project Information Management for Cat-III to Cat-VI Projects
PRJ-PJL-PRC-048
Facilities Documentation Metadata Requirements
PRJ-PJL-PRC-049
Project Information Handover, Verification and Acceptance
PRJ-PJL-PRC-052
Interface Agreement Management System
PRJ-PJL-PRC-056
Major Projects - Project Stewardship Transfer Process
OGO-OBS-WRNT-001
Warranty Handling for Operations Facilities
ONS-OES-OVR-002
OES Process to Manage Projects
OGO-OES-OVR-002
Projects System Completion and Handover
TCH-AIG-PRC-085
Minimum Quality Requirements for Contractors & Vendors
MMS-REC-POL-001
Records Management
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APPENDIX 02 - GLOSSARY OF TERMS: DEFINITIONS, ACRONYMS AND ABBREVIATIONS
Abbreviation
CAD
Company
DDSR
DFI
DPI
ED
EDMS
EPC
FAC
FD
FDC
FPDM
FRB
HDD
IA
IM
IMR
IOM
ITR
MAP
MCC
MDR
MFT
MOC
MRB
OAC
OEM
OES
OM
ORP
PAC
Description
Computer Aided Design
Qatargas Operating Company Ltd.
Design Drafting Service Request
Design, Fabrication and Installation
Dots Per Inch
Early Deliverables
Electronic Document Management System
Engineering, Procurement and Construction
Final Acceptance Certificate
Final Deliverables
Field Design Change
Facilities Process Description Manual
Fabrication Records Book
Hard Drive Disk
Interface Agreement
Information Management
Inspection, Maintenance and Repair
Installation, Operation and Maintenance
Inspection Test Record
Mechanical Acceptance Package
Mechanical Completion Certificate
Master Document Register
Managed File Transfer
Management of Change
Manufacturing Records Book
Operational Acceptance Certificate (internal Company milestone)
Original Equipment Manufacturer
Operation Expansion & Startup
Operating Manual
Operations Readiness Plan
Provisional Acceptance Certificate
Portable Document Format
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Abbreviation
Description
PIH
PIMS
PM
PMD
PMT
PO
QA/QC
QGPMS
RAM
RFC
RFCC
RFSU
RLMU
RT
SPE
TD&DS
VDR
Project Information Handover
Project Information Management System
Project Manager
Projects Management Department
Project Management Team
Purchase Order
Quality Assurance / Quality Control
Qatargas Project Management System
Reliability, Availability and Maintainability
Ready For Commissioning
Ready For Commissioning Certificate
Ready For Start-up
Red Line Mark-up
Radiograph Testing
SmartPlant Enterprise
Technical Documentation & Drafting Services
Vendor Document Register
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APPENDIX 03 - EARLY DELIVERABLES MATRIX
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PDFNativeNative SourceIM-01ED 1-1Facility DescriptionYY0YYMS WordRFCED 2-1First Draft of Operating Manuals by UnitYY0YNEighteen (18) months prior to RFSUED 2-2Review Copy of Operating Manuals by UnitYY0YNEighteen (18) months prior to RFSUED 2-3Training MaterialsYY0YNSix (6) months prior to RFSUED 3-1Master Document RegisterYY0YYMS ExcelWithin 60 days of award of contract with monthly updates afterwards for the duration of the projectED 3-2Start-Up and Operations Critical Engineering DocumentsYY2 See remarks YSeeremarks VariousRefer to Operations Readiness Plan (ORP) for detailed requirements Refer to ED section within Project specific ORP Refer to Section 10.1 and Appendix 05IM-04ED 4-1RAM Model YY0NYSee remarksEighteen (18) months prior to RFSUNative files of the RAM software / output files for the application utilizedED 5-1Vendor Document Register by POYY0YYMS ExcelTwo (2) weeks after PO is placedED 5-2Vendor Engineering DocumentsYY2 See remarks YSeeremarks VariousRefer to Operations Readiness Plan (ORP) for detailed requirements Refer to ED section within Project specific ORP Refer to Section 10.1 and Appendix 05IM-06ED 6-1Site Fabrication Records completedNN0YNOffshore Projects: RFSUOnshore Projects: RFCED 7-1Marine Transportation ManualYY0YNSix (6) months prior to Sail awayED 7-2Marine Installation ManualYY0YNSix (6) months prior to Sail awayED 8-1Ready for Commissioning (RFC) DossierNN0YNRFCED 8-2Ready for Start-up (RFSU) DossierYN0YNRFSUEarly Deliverable MilestoneRemarksDeliverableDocument Type DescriptionStart-UpCritical# ofPaper CopiesOperationsCriticalElectronic FormatDocument Type IDDeliverable DescriptionIM-08IM-02IM-03IM-05IM-07
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APPENDIX 04 - FINAL DELIVERABLES MATRIX
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PDFNativeNative SourceIM-01FD 1-1Facility DescriptionYYY0YYMS Word3 months before the first System Start-upRevisions are required for As-Built conditionsFD 2-1Operations ManualYYY0YYMS WordPACFD 2-2Training MaterialYYY0YYVariousPACFD 2-3IMR Subsea DocumentationNYY0YYMS WordPACIncluding Tieback SystemsFD 2-4Marine Operating ManualYYY0YYMS WordPACFD 3-1Master Document RegisterYYY0YYMS ExcelPACFD 3-2Engineering DocumentationYYY0YYVariousPACAll Engineering Documents from Contractor as per Company approved Master Document RegisterFD 3-3Regulations and StandardsNNY0YNPACAll applicable versions of Regulations and Standards as referred in the Engineering documentationFD 4-1SmartPlant Foundation (SPF)NYY00YSPF DatabasePACFD 4-2SmartPlant P&ID (SPPID)NYY00YSPPID DatabasePACFD 4-3SmartPlant 3D (SP3D)NYY00YSP3D DatabasePACFD 4-4SmartPlant Instrumentation (SPI)NYY00YSPI DatabasePACFD 4-5SmartPlant Electrical (SPEL)NYY00YSPEL DatabasePACFD 4-6SmartPlant Review (SPR)NYY00YSPRPACFD 4-7Structure Analysis filesNYY00YSACS / Staad ProPACFD 4-8RAM ModelNN/AY00YSee remarksPACNative files of the RAM software / output files for the application utilizedFD 4-9Other SoftwaresPACAs defined in ProcedureONS-OES-OVR-002(ORP Section)FD 5-1Compiled Vendor Document RegisterYYY0YYMS ExcelRFSUFD 5-2Vendor Engineering Documentation(including un-priced PO and IOM)YYY0YYVariousRFSURevisions are required for As-Built conditionsFD 5-3Manufacturing Record BooksNNY0YNRFSUBook marked PDF by Section / Sub-section including sequential page numberingFD 5-4Manufacturing Record Books for Subsea and Tieback SystemsYYY0YNRFSUFD 5-5Export Control DocumentationNNN0YNPACFD 6-1Site Fabrication Record BooksNNN0YNPACBook marked PDF by Section / Sub-section including sequential page numberingFD 6-2Material Integrity Reports (MIR)NNY0YYMS WordRFSUFD 7-1Marine Transportation ManualYYY0YYMS WordPACFD 7-2Marine Installation ManualYYY0YYMS WordPACFD 8-1Ready for Commissioning (RFC) DossierNNY0YNPACBook marked PDF by SectionFD 8-2Ready for Start-up (RFSU) DossierYNY0YNPACBook marked PDF by SectionFD 8-3Certification DossierNNY1YNPACBook marked PDFby System and / or MAPFD 8-4PSV Index and PSV CertificatesYYY1YYMS ExcelReady for Commissioning Certificate (RFCC)FD 8-5Installation, Survey and Positioning ReportsNNY0YYVarious4 weeks after completion of installation and / or survey activitiesOffshore scope onlyFD 8-6Videos / Photos of Submerged StructuresNNY0NYVariousPACOffshore scope onlySee remarksRemarksDeliverableDocument Type IDDocument Type DescriptionStart-Up CriticalOperations CriticalAs-Built / Final Issue Required# of Hard CopiesElectronic FormatFinal Deliverable MilestoneDeliverable DescriptionIM-08IM-02IM-03IM-05IM-06IM-07IM-04
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APPENDIX 05 - START-UP CRTICAL DOCUMENTS
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DisciplineDiscipline DescriptionSubDisciplineSubDiscipline DescriptionDocTypeType DescriptionSubTypeSubType DescriptionPLPPlot PlanELElectricalHDZHazardous Area ClassificationELElectricalSLDSingle Line DiagramINInstrumentationFGFire & GasPLNPlan (Drawings)LYDLayout DrawingINInstrumentationCEDCause & Effect DiagramINInstrumentationLISListSETAlarm Set Point ListINInstrumentationDIGDiagramLGDLogic DiagramINInstrumentationDIGDiagramLPDLoop DiagramMEMechanicalDTSData SheetPRProcessPIDPiping and Instrumentation DiagramPRProcessPFDProcess Flow DiagramPRProcessUFDUtility Flow DiagramTCTelecommunicationsPLNPlan (Drawings)LYDLayout DrawingTCTelecommunicationsDIGDiagramLPDLoop Diagram
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APPENDIX 06 - DOSSIERS COVERSHEET
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IM-01IM-02IM-03IM-04IM-05IM-06IM-07IM-08Company LogoXXXXCompany Project NumberXXXXContractorXXXXContractor Contract NumberXXXXDocument Number XXXXTitleXXXXDisciplineXDocumentation GroupXXXXProject Name XXXXProject Phase XXXXEquipment Package NumberXEquipment Tag Number(s)XEquipment Serial Number(s) XEquipment Description XMAP Number XMAP Description XMAP System Number XPurchase Order NumberXSub-Contractor Name ()X XXSub-Contractor Job Number ()XXXSupplier Name XSystemXXXVolume NumberXXXXVolume SectionXXIssue DateXXXXRevisionXXXX(*) - where applicableNot ApplicableInformation GroupDescriptionNot ApplicableNot ApplicableNot Applicable
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APPENDIX 07 - TYPICAL CONTENTS OF A MARINE TRANSPORTATION MANUAL
The Marine Transportation Manual shall include:
• Detailed organisation chart including interfaces and channels of communication, onshore
and offshore
• Detailed schedule of operations and logistics •
Sea fastening and grillage details and barge stability during transportation
• Welding procedures and specifications •
Transportation routes, areas of shelter, weather forecast and weather routing procedures, and contingency mooring arrangements
•
Limiting environmental conditions
• Operational contingency and emergency procedures
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APPENDIX 08 - TYPICAL CONTENTS OF A MARINE INSTALLATION MANUAL
The Marine Installation Manual shall include:
• Detailed organization chart including interfaces and channels of communication, onshore
and offshore
• Detailed schedule of operations including a mobilization plan for all barges and HLV spread •
Safety procedure
•
•
•
•
•
• •
•
•
• •
• •
Limiting environmental conditions for carrying out each installation operation, Anchoring procedure Seabed survey, Leveling, Debris Removal and Transponder Deployment Procedure
Jacket lift procedure including pre-lift checklist for examination of the jacket prior to lift and post lift checklist for examination of the Jacket after lift along with extent of subsea examination Jacket and barge maneuvering procedures including tow tug to barge connection details before and after lift, movement of Jacket from lift to upend/template mating area Installation procedures, including installation drawings in plan and elevation illustrating lifting points, crane clearances and crane capacities
Barge ballast plans for all stages of operation Jacket upending datum and contingency procedures showing crane and valve operation in sequence from s tart of operation to completion
Jacket contingency deballasting procedure
Jacket mating on appraisal well procedure
Jacket survey procedure to determine orientation, position and level Jacket on bottom survey procedure covering penetration of mudmats on al corner legs, interference from debris that has fallen off jacket during upending, grout lines
Pile stabbing and driving procedure contingencies. Pile installation analyses including predicted blow count versus penetration survey, electronic pile driving monitoring, etc.
• Grouting procedure (including contingencies) / Grout monitoring procedure •
Procedure for removal, backloading and sea fastening of all temporary appurtenances and offshore removed items
Jacket painting and touch-up procedures
• Welding and cutting procedures, specification and qualifications • • Quality control procedures •
Vessels arrays and anchor patterns and mooring line pre -tension for all installation phases and environmental conditions
• Operational contingency procedures for all installation phases including sequential piling
and ballasting to correct jacket out of level tolerances
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•
•
•
•
•
•
•
•
•
•
•
Procedure for trimming top of piles to achieve horizontal datum level for pile to deck transition pieces installation Procedure for weld up of pile to deck transition pieces
Procedure for installation of separate items such as boat landing, riser and caissons protectors, caissons, etc. Final post installation Jacket and seabed ROV survey procedure, Installation of temporary navigation aids on top of Jacket Topsides lift procedures including pre-lift checklist for examination of the Topsides prior to lift and post lift checklist for examination of the Topsides after lift Topsides, barge and lift vessel-maneuvering procedures including tow tug to barge connection details before and after lift, movement of Topsides, barge and lift vessel Topsides installation procedures including installation drawings in plan and elevation illustrating lifting points, crane clearances, crane capacities, sling laydown, bumpers and guides, etc. Barge ballast plans for all stages of operation
Topsides level, orientation and position survey measurement procedure
Procedures for removal, backloading, and sea fastening of all temporary appurtenances
Welding and cutting procedures, specifications and qualifications
Topsides painting and fire protection touch-up procedures
• • Quality control procedures •
Vessel arrays, anchor patterns and mooring line pre-tension for all installation phases and limiting environmental conditions
• Operational contingency procedures for all installation phases •
Emergency procedures
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APPENDIX 09 - VENDOR INTEGRITY CRITICAL DELIVERABLES
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ANLAnalysisNANot ApplicableNOBLDBlock DiagramNANot ApplicableYESBOKBookMRBManufacturing Records BookNOCALCalculationNANot ApplicableNOCEDCause & Effect DiagramNANot ApplicableYESCRTCertificateNANot ApplicableNOCDTConsumption DataNOLDTLoad DataNONDTNoise DataNOPDTPerformance DataNOSWDSoftware DataNOWDTWeight DataNOLGDLogic DiagramYESLPDLoop DiagramYESNWDNetwork Diagram (ICS)YESWRDWiring DiagramYESDTSData SheetNANot ApplicableYESCSDCross Sectional DrawingYESDETDetail DrawingYESDIMDimensional DrawingYESELDElevation DrawingYESIDRInstallation DrawingYESNODNozzle DrawingYESNPDName Plate DrawingNOSEDSection DrawingYESSTDStandard DrawingNOSUDSupport DrawingYESASDAssembly DrawingYESGEAGeneral Arrangement (Piping)YESHUDHook-Up DrawingNANot ApplicableYESISOIsometricNANot ApplicableYESITPInspection Test PlanNANot ApplicableNOBOMBill of MaterialNOCSCCable ScheduleYESEQLEquipment ListYESINIInstrument IndexYESLLILine ListYESLUSLubrication ScheduleNOSPLSpare Parts ListNOVDRVendor Document RegisterYESNANot ApplicableNOCTLCatalogueNOEUMEquipment User ManualNOIOMInstallation, Operating and Maintenance ManualNONANot ApplicableNOPFDProcess Flow DiagramNANot ApplicableYESPIDPiping & Instrumentation DiagramNANot ApplicableYESPLNPlan (Drawings)LYDLayout DrawingYESPORPurchase OrderNANot ApplicableNOPRCProcedureNANot ApplicableNOREPReportNANot ApplicableNOREQRequisitionNANot ApplicableNOSLDSingle Line DiagramNANot ApplicableYESSPCSpecificationNANot ApplicableNOIntegrityCriticalVendor Type DescriptionVendor SubType DescriptionDATDataDIGDiagramVendorTypeVendorSubTypeLISListMANManualDWGDrawingGADGeneral Arrangement Drawing
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APPENDIX 10 - LIST OF TEMPLATES
Information Group General IM-02 IM-03
IM-05
IM-06
Template Number
Template Description
Rev.
Information Handover Plan
Installation, Operation and Maintenance (IOM) Manual
QG-PIH-IM-G-T001 QG-PIH-IM-02-T001 Operating Manual QG-PIH-IM-03-T001 Engineering IM Deliverables QG-PIH-IM-05-T001 QG-PIH-IM-05-T002 WS Repair Manual QG-PIH-IM-05-T003 Manufacturing Record Book QG-PIH-IM-05-T004 Manufacturing Record Book for Tieback and Subsea System QG-PIH-IM-05-T005 Export Control Documents QG-PIH-IM-06-T001 Material Integrity Report QG-PIH-IM-06-T002 Fabrication Record Book
01 01 01 01 01 01 01 01 01 01
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Project: Q-32705 - Saipem COMP3 Folder: RFQ Files