Inspection Procedure 00-SAIP-12
29 February, 2004
Equipment Deficiency Report Document Responsibility: Inspection Department
Saudi Aramco DeskTop Standards Table of Contents 1 2 3 4 5
Scope............................................................. Purpose.......................................................... Applicable Documents................................... Definitions...................................................... Responsibilities..............................................
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EDR Process Flowchart....................................... 7
Previous Issue: 30 June, 1999 Next Planned Update: 1 March, 2007 Revised paragraphs are indicated in the right margin Primary contact: Supervisor, IEU on 874-6604
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Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007 1
Equipment Deficiency Report
Scope 1.1
This Saudi Aramco Inspection Procedure (SAIP) shall be used to identify, investigate and, document substandard equipment/material procured directly by Saudi Aramco Purchasing Department or by Contractors for Saudi Aramco projects. Equipment Deficiency Reports (EDR) through SAP (quality notification type Q4) will be used to report deficiencies.
1.2
EDR's are issued when a newly purchased inspectable material arrives at a Saudi Aramco plant or project site with a major deficiency (manufacturing problem or deviation from purchase order requirements), or when it fails prematurely after being put in service due to manufacturing problems.
1.3
Excluded from this procedure are materials considered non-inspectable by the Inspection Department. Note:
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00-SAIP-12
Information concerning whether a specific material is inspectable or noninspectable can be obtained from the SAP system.
Purpose The purpose of this SAIP is to ensure that the reporting, investigation, and documentation of equipment deficiencies are handled consistently; this includes proper feedback to the EDR Coordinator, EDR Originator, and other appropriate organizations and that necessary corrective action is taken to prevent recurrence of deficiencies. The purpose of the EDR process is to determine the root cause of the problem, record the actions taken to correct the problem, and to prevent reoccurrence in the future. EDR is to measure the effectiveness of the manufacturer's quality system and the effectiveness of the inspection process. Note: The EDR process is illustrated in the attached Flowchart.
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Applicable Documents The following standards were used in the preparation of this procedure: SAEP-301
Instruction for Establishing and Maintaining Saudi Aramco Engineering Requirements
SAEP-1150
Inspection Coverage on Projects
CU06
Supply chain Management Manual "reference for substandard material"
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Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007 4
00-SAIP-12 Equipment Deficiency Report
Definitions EDR Coordinator: An individual assigned by the Vendor Inspection Division (VID) to coordinate the EDR investigation. EDR Originator: An individual who creates and submits the EDR through SAP notification (type Q4) to report the equipment deficiency. Equipment Deficiency Report (EDR): A completed SAP notification (type Q4) listing equipment deficiencies with sufficient detail to enable identification of the procurement document, specifications, and the equipment manufacturer. Equipment Deficiencies: Equipment/material's deviations from specific purchase order requirements including applicable Mandatory Saudi Aramco Engineering Requirements (MSAER). Inspectable Material: Inspectable materials are classified by the Vendor Inspection Division (VID) in coordination with the Responsible Standardization Agents (RSAs). All inspectable materials (inspection category A, B and C) shall be procured from approved manufacturing plants. Materials with inspection category A are visually inspected by Saudi Aramco inspector at the manufacturing facility prior to delivery to Saudi Aramco, while materials with inspection category B are subject to certificates review only. Inspectable materials are subject to inspection to ensure compliance to Company purchasing specifications (SAMSS), employ special processes (e.g., welding, coating, NDT, PWHT, etc.), or be critical in nature (e.g., failure could shut down the plant, or may impact vital Company products, etc.). Mandatory Saudi Aramco Engineering Requirements (MSAER): Requirements listed in SAEP-301 including SAMSS, SAES and Standard Drawings. Substandard Material: Any material delivered to Saudi Aramco that does not meet material specifications, either as stated in the purchase order or fails in use when installed in Saudi Aramco facilities. Substandard Materials Coordinator: An individual assigned by the Purchasing Department to receive all necessary information relating to substandard material to determine disposition of the material and coordinate replacement/repair/claim action.
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Responsibilities 5.1
EDR Originator 5.1.1
The EDR originator shall gather all required information to report equipment deficiency, and then create EDR quality notification (type Q4) in SAP. Whenever possible, he should attach to the EDR Page 3 of 8
Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007
00-SAIP-12 Equipment Deficiency Report
notification copy of related documents (e.g., purchase order, change orders and project specifications, etc.). 5.1.2
Project Engineer, project quality manager, and assigned Saudi Aramco Inspection Representative shall be included in the interested party section for all project material EDRs. Once the EDR originator changes the quality notification status to "Submitted", the system will automatically forward the EDR via SAP workflow to the VID EDR Coordinator for further processing.
5.2
EDR Coordinator The EDR Coordinator shall perform the following functions when he receives the EDR by workflow: a)
Review the EDR and ensure that it clearly specifies the purchase order, vendor/manufacturer, manufacturing plant location, material/equipment, and description of the deficiency with reference to the specific violated requirement. EDRs that lack this information should not be approved. EDR coordinator should contact EDR originator requesting the missing information. When EDR originator fails to provide required information within one week, EDR coordinator should refuse the notification with an explanation for refusal.
b)
Include QAU supervisor in the interested party within the EDR notification. In case of materials procured directly by Saudi Aramco, he shall include Substandard Material Coordinator in the notification interested party section.
c)
After an EDR notification is approved, the EDR Coordinator assigns a task for investigation of the reported deficiency to the Responsible Inspection Office (RIO) based on the manufacturing plant location (i.e., Quality Control Unit of VID for Saudi/GCC/ Indian manufacturers, AOC-Leiden for European manufacturers, AOC-Tokyo for Asian manufacturers, and ASC for North American manufacturers).
d)
Follow up on the on-going EDR's and review the results of initial investigation, vendor response and action taken upon receipt from the investigating inspection office and determine appropriate corrective action. Note:
Corrective action should address quality system failures rather than the correction of the equipment deficiency. Consideration should also be given to previous EDRs from the same manufacturer.
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Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007
00-SAIP-12 Equipment Deficiency Report
e)
Once all tasks are completed, he reviews the EDR corrective actions and decides if additional tasks are necessary to ensure that these defects will not recur in the future. If further investigation is required to ensure preventative action is taken, new general and follow-up tasks are assigned to the appropriate Inspection Unit supervisor.
f)
After the new tasks have all been completed, he once again reviews the notification and if satisfied that the EDR has solved the problems related to the equipment deficiency, consolidates the notification and successfully complete the task. Then, he shall complete the EDR notification in SAP.
g)
Prepare a monthly EDR status report and submit it to the Superintendent of the Vendor Inspection Division. Individual EDR can be accessed in SAP at any time.
All interested parties including the originator of the EDR notification are notified that the EDR is complete and are provided link to display the EDR notification. 5.3
Responsible Inspection Office Supervisor The RIO Supervisor shall do the following:
5.4
a)
Review the task forwarded to him by the EDR Coordinator via SAP workflow.
b)
Assign the EDR task to the appropriate inspectors within the Inspection Office.
c)
Track all on-going EDR tasks assigned to his Inspection Office and ensure that actions are taken and followed-up.
Responsible Inspection Office Inspector The assigned inspector shall do the following: a)
Review the task forwarded to him by the Responsible Inspection Office Supervisor via SAP workflow. Then, he releases the task in the EDR notification.
b)
Obtain a copy of the purchase order, specification, etc., if it is not provided with the EDR notification.
c)
Review the reported deficiencies against the purchase order requirements and contacts the EDR originator, proponent, supplier, etc., as necessary to understand the nature of the deficiency. He makes a physical inspection of
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Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007
00-SAIP-12 Equipment Deficiency Report
the equipment, when deemed necessary, to confirm the reported deficiency. d)
Contact the manufacturer and/or inspection agency (if applicable) to determine the cause of the deficiency and proposed corrective action for material procured, which did not meet purchase order requirements.
e)
Update the information in SAP concerning what has been done to correct the deficiency and prevent recurrence in the future. He shall attach related documents to the task in SAP.
f)
Once all actions are taken and data are entered in the SAP system, he will then complete the task of the EDR notification and report investigation results along with initiated corrective action. The SAP system will then automatically inform the EDR Coordinator.
29 February, 2004
Revision Summary Minor revisions to reflect SAP requirements, inclusion of a flow chart, and incorporate text changes. Revised the "Next Planned Update."
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Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007
00-SAIP-12 Equipment Deficiency Report
EDR Process Flowchart
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Document Responsibility: Inspection Department Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007
00-SAIP-12 Equipment Deficiency Report
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