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ISD-DCG-0005
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Comments
Date
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QA Review
Approved by
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This system is a document controller, so it is logical to run it on VBC. The documents we want to control are the ITP forms themselves, and the method of control is the signing dates by each section/department. This indicates which steps the form has passed on its workflow, and can also be used to highlight bottlenecks caused when documents are delayed at certain steps in the cycle. Once registered in VBC, the documents are also scanned (at each step in cycle if needed), providing the electronic handover, and acting as a backup.
1.0 ITP Form Workflow ITP forms follow the below general workflow. The documents are tracked by registering the dates at which the forms pass each step.
Construction RFI
QC Open Form QC Check & sign Client Check & sign
Certification File
Handover
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1.1 ITP Data The following lists what data is involved in ITP tracking:
100
Systems Disciplines
Tags Forms
Equipment
200 Steel
Q001
Piping
Q003 Form 1
Form 1
Form 5
Form 7
Form report number Form1+0014
Form 9 Form report number Form7+0001
Tracking Data -Date Opened : 01/01/04 -QC sign date : 03/01/04 -JV sign Date : 08/01/04 -Certification Date : 01/01/05
2.0 ITP Data on VBC The above is setup in VBC slightly differently. These differences will be explained as they occur. The first step is the hierarchy. The order in which the setup is done is very important. It must be done as follows:
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2.1 Heirarchy 1) Enterprise 2) Workspace: QC 3a) Library: ITP 4a) Cabinet: Document forms 5a) Drawer: Disciplines 6a) Folder: Form Types 6b) Folder: Ids
7a) Documents: Actual Forms 7b) Documents: Project tags
4b) Cabinet: Others 5b) Drawer: ITP Libraries 6c) Folder: Systems 6d) Folder: Disciplines
7d) Documents: Discipline list
6e) Folder: Categories
7e) Documents: Category list
6f) Folder: Forms 4c) Cabinet: Handover Systems 3b) Library: NDT Reports 3c) Library: NCRs
7c) Documents: System list
7f) Documents: Form list
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For simplicity, the ITP tracking is done on a separate QC workspace (2). This allows the ITP to have its own separate hierarchy, documents, templates, properties and reports. As this workspace will be the basis of the handover documentation, it can include all other handover deliverables. (For example, NCRs, NDT reports). Separate libraries should be created to segregate between the ITP tracking and other documentation. (3a and 3b) During project execution, the ITP forms are generated and controlled by the QC disciplines. They do not group, or file the forms by system and instead, each QC discipline stores the documents by the form type. It is later on that the certification department will gather all these form files and create the system packages, containing the forms from all the disciplines. VBC is developed with the same logic. Since the systems are not defined initially (and most likely will change during the course of the project), the forms are stored in form folders (6a), under their appropriate discipline drawers (5a). The project tags are listed in a separate folder called IDs (6b). This folder is created under each discipline, containing all the appropriate tags for that discipline. Other library type folders (containing lookup lists) are created in a separate cabinet (4b). These include; systems, categories, forms, disciplines.
2.1.1 Disciplines (5a) The hierarchy of VBC is based on the grouping by discipline drawer (5a). These disciplines include: - Civil - Electrical - Instrumentation - Equipment - Piping - Steel - Pipeline
2.1.2 Form types (6a) The ITP system is basically a document control for the ITP forms. These are physically stored in the QC department in folders (by form type) and then transferred to the certification to compile the system folders. This same methodology is followed in the ITP system. Under each discipline, a folder is created for every type of form. In these folders, the actual forms (opened by QC) will be stored and controlled.
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2.1.3 IDs The project tags are represented by documents stored in their appropriate discipline ID folder. These tags are identified by their document ID (which is their tag number (see section 3.0 Tagging), prefixed by ‘ITPID/’). The tag number is stored in the document title. The characteristics of the tags are stored in their properties. These include; - System - Discipline - Category (the catcode) - Update Revision (Engineering list revision for these tags) - Type (general grouping of category) - From (for tags such as cables, or loops going form one section to another) - To (for tags such as cables, or loops going form one section to another) - Parent Tag (for tags attached to other tags, such as instruments on equipment, or loops)
2.1.4 Libraries Under a separate cabinet, lookup libraries are created to define the following: - Systems: (Contains documents representing each sub-system.) - Main Systems: (Contains documents representing each system.) - Disciplines: (Contains documents representing each discipline.) - Categories: (Contains documents representing each catcode.) - Forms: (Contains documents representing each form type.) - Area: (Contains documents representing each Area) - Unit: (Contains documents representing each Unit.) Documents are created in VBC with a document ID and title. In the ITP system, the is the actual document name is stored in the title field (system number, form number, tag number etc…), while the document ID contains the name with a prefix hinting to what type of object it represents. (SYSTEM/system number, FORM/form number, ID/tag number) Note: The IDs would ideally be stored under this cabinet, but due to the volume of tags, it is easier to work with them in separate discipline branches.
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2.1.5 Other QC Documents Under a separate library, other QC related documents are stored in their respective branches. These include: - NCRs - System Limits - Red Line Markups - As Built - NDT reports - Painting reports These documents can be related to the handover system (using a property field) or handed over as generic (in the case of NDT and Painting).
2.2a Properties During the initial setup, all the properties that are required to store characteristic information about any document are defined. Each type of document will contain certain properties that are applicable to it. Listed below are these documents types and their properties. As the documents, properties are also created with a prefix, indicating to which type of documents (and more appropriately, template), these properties will apply. Note: Since some properties are related to Stored Queries (see next section), the Stored Query must be created first. System: The systems documents in the system library. (7c) Property Title SYSTEM / MAIN SYSTEM SYSTEM / MAIN SYSTEM DESCRIPTION SYSTEM / UNIT SYSTEM / AREA SYSTEM / AREA DESCRIPTION SYSTEM / PRIORITY SYSTEM / ACTIVITY SYSTEM / SERVICE SYSTEM / STATUS SYSTEM / MCC SYSTEM SYSTEM / MCC FILE SYSTEM / MCC FC DATE SYSTEM / MCC DATE
Query / UPDATE LIST QUERY/MAIN SYSTEM QUERY/UNIT QUERY/AREA
STATUS UPDATE LIST (00-RECEIVED MARKUP, 01-AS BUILT)
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SYSTEM / RECEIVED DATE SYSTEM / TARGET DATE SYSTEM / APPROVED DATE SYSTEM / PIPING OWNER SYSTEM / PIPING FC WD DATE SYSTEM / PIPING WD DATE SYSTEM / STRUCTURAL STEEL OWNER SYSTEM / STRUCTURAL STEEL FC WD DATE SYSTEM / STRUCTURAL STEEL WD DATE SYSTEM / EQUIPMENT OWNER SYSTEM / EQUIPMENT FC WD DATE SYSTEM / EQUIPMENT WD DATE SYSTEM / CIVIL OWNER SYSTEM / CIVIL FC WD DATE SYSTEM / CIVIL WD DATE SYSTEM / ELECTRICAL OWNER SYSTEM / ELECTRICAL FC WD DATE SYSTEM / ELECTRICAL WD DATE SYSTEM / INSTRUMENTATION OWNER SYSTEM / INSTRUMENTATION FC WD DATE SYSTEM / INSTRUMENTATION WD DATE SYSTEM / REMARKS
Category: The categories documents in the category library. (7e) Property Title CATEGORY / DISCIPLINE CATEGORY / FORM CATEGORY / REMARKS
Query / UPDATE LIST QUERY/DISCIPLINE QUERY/FORM
ID: The tags documents in the ID folder under each discipline. (7b) Property Title ID / SYSTEM ID / DISCIPLINE ID / CATEGORY ID / ENGINEERING REVISION ID / TYPE ID / SOURCE ID / PARENT TAG ID / FROM ID / TO ID / REMARKS
Query / UPDATE LIST QUERY/SYSTEM QUERY/DISCIPLINE QUERY/CATEGORY
SOURCE UPDATE LIST (SP,CCC) QUERY/"DISCIPLINE"_ID (for example, QUERY/CIVIL_ID)
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Form types: The ITP form (sample) in the form library (7f) Property Title FORM / SCOPE FORM / TYPE FORM / DISCIPLINE FORM / PHASE FORM / ITPNO FORM / QC CODE FORM / REFERENCE DOCUMENT FORM / REMARKS
Query / UPDATE LIST SCOPE UPDATE LIST (GENERIC,SPECIFIC) TYPE UPDATE LIST (ITP,FORM) QUERY/DISCIPLINE TYPE UPDATE LIST (PRECOM, ERRECTION)
Form reports: The actual ITP form documents in the appropriate form type folder under each discipline (7a) Property Title Query / UPDATE LIST OPENFORM / "DISICPLINE"_ID QUERY/"DISCIPLINE"_ID (for example, QUERY/CIVIL_ID) OPENFORM / UNIT QUERY/UNIT OPENFORM / STATUS OPENFORM / QC FILE NUMBER OPENFORM / RFI OPENFORM / RFI DATE OPENFORM / OPEN DATE OPENFORM / QC DATE OPENFORM / SENT TO JV DATE OPENFORM / JV SIGN DATE OPENFORM / SENT TO CLIENT DATE OPENFORM / CLIENT SIGN DATE OPENFORM / SENT TO CERTIFICATION DATE OPENFORM / REMARKS
2.2b Stored Queries When updating the value of a property, the values can be limited to a predefined list (this reduces mistakes, and allows for more efficient data entry). This list is either dynamic and linked to the contents of another folder, or static and linked to its own result table. For example, the discipline of a tag can be linked to the contents of the Discipline Library folder, thus limiting the property value to a correctly predefined list. The dynamic lists
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are created using stored queries and must be defined at the very beginning before the property is created. The static lists are created when the property is created. Since the actual information that is to be stored in a property is the actual document name, the stored queries are set to return the title of the document. Stored queries are created and named for the following: - QUERY/SYSTEM : Returns the list of systems in the system library - QUERY/DISCIPLINE: Returns the list of disciplines in the discipline library - QUERY/FORM: Returns the list of forms in the form type library - QUERY/CATEGORY: Returns the list of categories in the category library - QUERY/ID_CIVIL: Returns the list of ids in the IDs folder under CIVIL - QUERY/ID_ELECTRICAL: Returns the list of ids in the IDs folder under ELECTRICAL - QUERY/ID_INSTRUMENTATION: Returns the list of ids in the IDs folder under INSTRUMENTATION - QUERY/ID_PIPING: Returns the list of ids in the IDs folder under PIPING - QUERY/ID_STEEL: Returns the list of ids in the IDs folder under STEEL - QUERY/ID_EQUIPMENT: Returns the list of ids in the IDs folder under EQUIPMENT - QUERY/AREA: Returns the list of Areas in the Area Library - QUERY/UNIT: Returns the list of Areas in the Area Library Note: There is a limit on the number of documents returned through a stored query. This limit is 32,000. Therefore, it is necessary to sub-group tags further if the main group contains more than this number. For example, in Sohar Refinery Project, instrumentation tags comprised of more than 70,000 tags. In order to be able to list them all, a stored query was created for tags starting with alphanumeric “1” up to “4”, another “5” to “9”, and a third for “A” to “Z”, ensuring that each contained less than the 32,000 limit. It is also advisable to sub-divide the ID folders also (according to the above same pattern) in order to be able to view the tag documents in a normal search window.
2.2c Templates Certain characteristics of a document are similar for similar document types. The characteristics include, properties, naming format, and location. For ease of organization and data entry, these characteristics can be saved as a template and applied when required on newly created documents. For example, the category documents (7e). These all are located under the Category library folder (6e), and all have the same properties (Discipline and Form). By creating a template with these characteristics, any new category document created using this template will automatically be stored in 6e and be given the 2 required properties.
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Templates are created and named as follows: - TEMPLATE/SYSTEM: System document template - TEMPLATE/CATEGORY: Category document template - TEMPLATE/ID_CIVIL: Civil Ids document template - TEMPLATE/ID_ELECTRICAL: Electrical Ids document template - TEMPLATE/ID_INSTRUMNETATION: Instrument Ids document template - TEMPLATE/ID_PIPING: Piping Ids document template - TEMPLATE/ID_STEEL: Steel Ids document template - TEMPLATE/ID_EQUIPMENT: Equipment Ids document template - TEMPLATE/FORM_2012: Open Form 2012 document template - TEMPLATE/FORM_2015: Open Form 2015 document template - Etc.. for all the form types under all the disciplines
2.3 Scope The scope of the project is defined by the forms required to complete all the systems. These forms are allocated per tag, according to the QC requirements outlined in the ITP. The forms required are standard for the same type of object (as they will require the same tests and inspections), so a categorization for each tag is created. Thus instead of allocating all the required forms for each tag, the tag is simply assigned to a category. The categories are pre-defined in the Category library as documents, with their document id as the category name, prefixed by the discipline it applies to (for easy sorting). The properties of these categories are; Discipline and Form, where multiple form properties will be used to allocate the multiple forms of this category. Once a tag is given a category, the forms required for this tag are known by linking to the category library. For tags which are an exception (ie. Do not require the exact same forms as the other tags in their group), a separate catcode is created.
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2.4 Progress When a form is first opened in QC, a blank sample form is given a serial report number, and the applicable tags, systems inserted into the form header. The ITP form details (inspection and test activities and results) are filled in later on site, and after completion the form is signed. The first signature is by the construction QC department. The form is then sent to the main contractor’s QC for the second signature (In the case that CCC is the main contractor, one signature for QC will suffice.) The form is then sent to the client / owner for verification and the final signature. (In the case that CCC is working directly under the JV, and is not involved with client/owner, one signature for JV will suffice.) At each signature phase, the form is returned to the QC department for registering in VBC. The form is initiated in VBC by creating a form report document in the form type folder. The document is labeled as “form+serial report number”, so the first form of type 2012 to be opened would be registered in VBC under the 2012 folder as: 2012+00001 The details (dates, RFI, QC file) of the form are logged against a series of properties of the form. (Open date, QC sign date, JV sign date, Client sign date, Certification acceptance date). The tags concerned are also added in a property ID. This is a multiple property, as the form may be covering more than one tag. Other information such as file number for form storage in QC, constructions RFI number are also entered as secondary information.
2.5 Scanning Scanning of the actual form provides a backup, in case the original is damaged or lost. It also provides the medium for electronic handover of the systems, as it is these forms that make up the bulk of the system packages. The document can be scanned at each opportunity (each time the form returns to the QC department for registering), or if logistics does not permit, then once at the very end, after all the signatures have been obtained. Once scanned, the scanned file is attached to the VBC document.
2.6 Handover At the time of handover, the form documents are removed from their QC folders and grouped by their system numbers. Once the system folder is complete with all forms inside, it is ready for handover. In VBC, a separate cabinet is created for storing the forms for handover (4c). This contains the folder for each system. At handover, the forms must be entered into their appropriate system folder. This is done using a small SQL script that finds all the forms
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in the requested system, and adds the new system folder location. This way, the forms are still in their originally QC assigned locations, and are also located under their system folders. The documents can then be easily extracted for electronic handover.
2.7 Reports SQL stored procedures are run to collect all the ITP data into a flat Item Check List table. This table is the base for all of the detail and summary reports which are installed in VBC. These include: Item Check List, Item Check List Outstanding Items, Tracking Summary
3.0 Tagging (Please refer to Tagging Procedure) The names (id) of the project tags are generally provided through the engineering drawings. - Electrical Cables: From the E&I cable routing drawings and schedule - Electrical equipment and Instruments: From the P&IDs. - Mechanical Equipment: From the P&IDs. - Steel: From the Steel Construction drawings (GAs) - Piping: From the testpack isometric markups, and spools - Civil: From the Civil Plan Area drawings (Foundation, Trench, Roads, Buildings etc.) Physically tagged items such as instrument, electrical and equipment, the tag constitutes the id. For piping, the client provides isometrics, and the contractors engineering team define spools and test packs. For structural steel, the steel is tagged by the structure or rack number, and can then be sub-tagged according to bay number. Further detail can be achieved from the structure component list defining each beam and column (as provided by the vendors), but this is not necessary, as the ITP forms will cover a whole substructure (and in some cases a whole complete structure). The civil discipline is the hardest to tag, as the civil objects are not physically tagged, and identifying them is difficult.
3.1 Non-tagged items
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The non-tagged items need to be uniquely predefined in order to include them in the ITP system. These tags are usually civil, where roads, trenches, and general earthwork areas are not specifically tagged. The most common convention used calls for a conveniently related object name suffixed with an appropriate ending. For example the drawing number, suffixed with the coordinates. (If the drawing contains labels, then that name is used, otherwise it can be added to the drawing in order to identify it) If the civil work applies to a tagged item (eg. civil foundation of an equipment X), then the equipment name suffixed with an indicative ending can be used instead. (X-FND). This naming convention can be applied to all types of civil works. Roads –Identified by the road number, or if not existing, a drawing number with x-y coordinates (eg a road on drawing X could by tagged as: X-RD_120-45) Trenches – Can be done same as roads. (E.g. a trench on drawing X could by tagged as: X-TRN_120-45) Buildings – Buildings have numbers / names, and can then be divided into floors, rooms and even detailed down to the objects of the room (walls, doors, windows). For buildings, the detail level up to room is sufficient, as the ITP forms will cover them. (eg : a room X on the 3rd floor of building 1 can be tagged as : BLDG1-FLR3-RMX)
3.2 Partial Tags Popular with civil construction is the practice of completing an activity on a tag over a long period of time (e.g. one week). During this period, the QC inspections may be taking place, and ITP forms being completed for the partial work done. To register these forms as per the applicable objects, the original tag must be split into the appropriate partitions. Thus one ITP form can be filled for each sub-tag. For example, concrete pouring of a foundation tagged X-FND, would be split into X-FND1, X-FND2, XFND3 for the 3 pours required to complete the job. [Another method of operation is to keep one tag and have multiple forms to close it (with a flag for completion). Yet another alternative, it to have one form only, and use a field to register percentage completion.]
