JRM-AP-ENG-0200 R1

J. Ray Ray McDe McDermo rmott tt – Asia Pacifi Pacific c Engin eeri eering ng

ENGINEERING PROCEDURE LEVEL 2

PRODUCTION PRODUCTION & CONTROL OF PROCEDURES PROCEDURES JRM-AP-ENG-0200

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J. Ray McDermot t Asia Pacifi c Engineering

Procedure number

Procedure title

Rev No.

JRM-AP-ENG-0200

Production & Control of Procedures

1

3 of 23 Date

31/03/06

REVISION INDEX

REVISION DATE

0

23/11/01

Initial Issue

Handoko

CK Mohan

1

31/03/06

General Revision

M. Setiawan

Handoko

AFFECTED SECTION

PREPARED BY

AUTHORISED BY ENG. MANAGER ENG. DIRECTOR JKT SING

REV NO.

QA

A. Pollack S. Kumar

S. Banerjee

M. Wilson

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Procedure title

JRM-AP-ENG-0200


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TABLE OF CONTENTS

REVISION INDEX.....................................................................................................................3 1 INTRODUCTION & SCOPE ......................................................................................5 2 OBJECTIVES ..............................................................................................................5 3 REFERENCES.............................................................................................................5 4 DEFINITIONS & ABBREVIATIONS........................................................................5 5 RESPONSIBILITIES...................................................................................................7 6 PROCESSES................................................................................................................8 7 PROJECT PROCEDURES........................................................................................15 8 PROCEDURE NUMBERING...................................................................................16

FLOWCHART 0201 – Initiation, Production, & Issuance of Level II Procedures & Revisions FLOWCHART 0202 – Initiation, Production, & Issuance of Project Exception Procedures & Revisions APPENDIX A – Procedure Approval Record APPENDIX B – Approvals / Reviews Required Prior to Procedure Signoff

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Procedure number

Procedure title

JRM-AP-ENG-0200


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INTRODUCTION & SCOPE This document is a Level II procedure for J. Ray McDermott Asia Pacific Engineering (JRMAPE), and forms part of the management system as described in the J. Ray McDermott Asia Pacific (JRMAP) Level I Management System Manual. This Level II standard operating procedure describes the format, preparation, numbering, revision, distribution, and administration of all quality/operating procedures applicable to JRMAPE operating groups.

2

OBJECTIVES The objective of this procedure is to document the method of authorizing and issuing procedures and of reviewing and updating procedures as necessary to ensure that they reflect current practice. This procedure is subject to audit as part of the ongoing review of the quality management system. It is not the intent of JRMAPE to vary these processes for projects unless contractual reasons dictate otherwise. In those instances, any contractually agreed changes will be outlined in the Project Execution Plan.

3

4

REFERENCES a)

17-01-001, Level I Procedure Management System Manual – J. Ray McDermott Asia Pacific

b)

Level II procedures, as applicable

DEFINITIONS & ABBREVIATIONS JRMAP

J. Ray McDermott Asia Pacific

JRMAPE Authors

J. Ray McDermott Asia Pacific Engineering Individuals who prepare and develop procedures, including coordination of checking and approval activities, in accordance with the requirements of this procedure and under the instructions of the respective Discipline Supervisor and/or Project Engineering Manager

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Procedure number

Procedure title

JRM-AP-ENG-0200


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Discipline Supervisors

Individuals who initiate preparation of procedures as required, delegate authors for new procedures, review applicable procedures in conjunction with other responsible personnel and disciplines, and review interdisciplines procedures

Engineering Office Manager

Reporting to the Area Engineering Director, individuals with the overall authority for engineering and the responsibility for ensuring the quality of the engineering activities

Level I procedure

Engineering Guideline and/or governing document of the quality management system

Level II procedure

Departmental and/or functional standard operating procedures made available electronically to all personnel for training and for use as needed

Owner

As applied to project exception procedures, t he owner of the project; also see Procedure Owner, below

Procedure Coordinator

Individual who has responsibility to maintain the register of procedure numbers, ensures format integrity, and handles the distribution of quality management procedures; different people may fulfill this responsibility at the corporate and project levels

Procedure Owner

Individual who has responsibility for initiating preparation and/or review of a procedure, usually a Discipline Supervisor or in the case of a project, the discipline lead or Project Engineering Manager

Project exception procedures (Level III)

JRMAPE Level III procedures, with certain provisions (either different or additional) that are specific to a particular project only; these procedures are identical to the JRMAPE standard Level II procedures, with the exceptions to the standard procedure highlighted (see Section 6.2, below) An individual who is designated as a procedure coordinator for a specific project

Project Procedure Coordinator Supervisor Projects

Individual who initiates the preparation of project specific procedures

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RESPONSIBILITIES a)

Authors – Prepare and develop procedures, including coordinating checking and approval activities, at the direction of the Discipline Supervisor and/or Supervisor Projects.

b)

Discipline Supervisors – Appoint authors for and review and approve procedures within their purviews; periodically audit such procedure(s); distribute and implement applicable procedures; develop, implement, recommend new procedures or changes to existing procedures. Discipline Supervisors are also responsible for ensuring their personnel are working in accordance with the most recent version or the appropriate version of a procedure and review procedures that fall under their purview, and periodically audit them.

c)

Project Engineering Manager – Identify the need for a project exception procedure(s), (Level III) appoint an author, review and sign off on the procedure, and periodically audit it.

d)

Engineering Manager – Assumes overall responsibility for the quality management system, and participates in management review of the system.

e)

Procedure Coordinator – Maintains the register of procedure numbers, ensures format integrity, and handles the dissemination and archival of quality management procedures.

f)

Individual employees – Work in accordance with established and approved procedures within the quality management system, and identify needed changes, bringing them to the attention of the appropriate supervisor/manager.

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Procedure number

Procedure title

JRM-AP-ENG-0200


6

PROCESSES

6.1

INITIATION

6.2

Rev No.

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8 of 23 Date

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a)

After the need for a procedure is identified, its development shall be authorised by Engineering Manager.

b)

It is intended that JRMAPE's standard Level II procedures be used for all projects; however, in the event the standard procedures must be altered for a specific project, exceptions (Level III) are identified by project personnel and agreed with the Project Engineering Manager. In such an event, the Level III exception procedure(s) is included in the Project Execution Plan.

c)

The Discipline Supervisor or Project Engineering Manager assigns the Author.

d)

The Author obtains a procedure number from the Procedure Coordinator. This procedure number will be unique to the procedure to which it is to be applied and will not be used to identify any other document. If the decision to proceed with the procedure is rescinded, then the Procedure Coordinator is so advised and the register amended accordingly.

PROCEDURE FORMAT a)

The first page(s) of each procedure shall show the procedure number, title, revision number and date, owner(s), approval authority, table of contents, and revision log (including the revision history: number of revisions, dates, and authorization for release).

b)

Subsequent pages shall be sequentially numbered and shall carry the appropriate document identification and revision status and date.

c)

Appendices and flowcharts shall be separate documents, uniquely numbered (see Section 8, below). The revision status/date on these documents is tied to that of the procedure.

d)

Project exception procedures (Level III) follow the same format as the Level II procedures from which they are drawn, except that the exceptions distinguishing these procedures from the originals shall

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Procedure title

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be distinctively highlighted, differently from revision highlighting (as defined in Section 6.7, below), and this distinctive highlighting shall remain throughout all revisions.

6.3

PROCEDURE CONTENT & DEVELOPMENT a)

All Level II and Level III procedures shall, as a minimum, contain the following elements: • • • • • • •

b)

The information required in Section 6.2 above. The table of contents will include a listing of flowcharts and appendices. Introduction and scope Objectives References Definitions and abbreviations Responsibilities Process(es), which define the actions of those personnel involved in the activity.

As a guideline, the various stages of new procedure development should consider the following: •

Establishing the precise scope covered by the procedure based on the objectives of the activity defined by Management. Consideration should be given to the following: - Interfaces with other procedures or intended procedures - Whether the critical activity being addressed can be contained in only one procedure - What procedural information already exists for the activity.

•

Reviewing existing activities to determine how they are currently performed in order to: -

Establish what procedural information already exists for the activity Establish and record the routine methods of performing the activity Identify responsibilities Determine the current standards, if any, and how effectively they are being achieved

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-

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Identify those aspects that significantly impact quality and how efficiently this is achieved.

•

Documenting existing activities in order t o understand how each activity is performed. A flowchart may assist the process. In documenting existing activities, the process may help identify potential changes and improvements in the process.

•

Reviewing current practice with appropriate persons to establish:

•

-

If the specified objectives are being achieved

-

The best methods of achieving the agreed levels of quality and establishing if those levels are adequate

-

Gaps, duplications, and areas of weakness; especially, a lack of interface/coordination between departments

-

Potential improvement.

Writing the procedure in accordance with this document, remembering that: -

The ultimate test of an effective procedure is its ability to provide the control necessary to achieve the desired result. When considering a procedure or the need for one, take into account the effect it is likely to have on performance.

-

When writing a procedure, use a flowchart for reference.

-

Include only instructions specific to the activity controlled by the procedure.

-

Include references to procedures that address related activities, when appropriate.

-

The degree of detail required in a procedure depends upon the personnel for whom the procedure is written and their level of training.

-

Those affected by the implementation of the procedure should be involved as much as possible during the

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Procedure title

JRM-AP-ENG-0200


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drafting stage. This will create a sense of ownership and will assist in the implementation of the procedure.

6.4

-

The appropriate person, together with related departments, should review the initial draft procedure to see if it is workable. Consideration must be given to all comments received regarding the workability of the procedure.

-

Modifications or additions should be incorporated if pertinent.

-

Any revisions agreed at this stage should be recorded, documented in the standard format, and then checked for errors.

REVIEW & APPROVAL a)

Level II and Level III procedures: •

All procedures are reviewed by other involved disciplines prior to final approval, as recorded on the Procedure Approval Record (Appendix A) and as required by the matrix in Appendix B.

•

The Author will fill out (or cause to be filled out) the Procedure Approval Record, and distribute the form and the procedure to the concerned parties. As a general rule, all parties mentioned in the procedure should approve the procedure and review it for conflicts with their own procedure(s).

•

If comments are received, the Author will resolve any conflicts or other problems, incorporate the changes in the procedure, and redistribute the procedure. This process will be repeated until all required approval signatures are obtained.

•

All procedures are approved for use by the signature of the relevant owner (usually the Discipline Supervisor / Project Engineering Manager) and the JRMAPE Engineering Manager and Quality Manager on the first page of the procedure/revision.

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Procedure title

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6.5

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•

The original procedure (both hard copy and electronic copy), when approved, is forwarded to the appropriate Procedure Coordinator for archiving and distribution.

•

Project exception procedures (Level III) are approved with the signatures of the Procedure Owner, Project Engineering Manager, Discipline Supervisor and the Project Quality Coordinator / Engineer.

•

When new procedures are added to this system, the Project Engineering Manager, after consultation with the Procedure Owner and/or the Engineering Manager, will identify required review signatures, will revise Appendix B, and will reissue it with a new revision date. Revision of this appendix only does not require revision or reissue of this procedure. The revised Appendix B will, however, be distributed as if the procedure were revised, including all notifications.

DISTRIBUTION 6.5.1 Level I Corpor ate Procedur e and/or Guideline a)

The Procedure Coordinator will send the controlled copy of signed procedure, together with all flowcharts and appendices and a completed Procedure Approval Record, to Library.

b)

The Procedure Coordinator will post a message indicating that the procedure has been revised (including the effective date of the revision) on the JRMAPE electronic server and on appropriate bulletin boards.

c)

The electronic copy of the signed procedure, together with all flowcharts and appendices, will be posted in the appropriate site on the JRMAPE electronic server, for access by all employees.

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6.5.2 Standard Operating Level II Procedur es

6.6

a)

The Procedure Coordinator will send the original, signed procedure, together with all flowcharts and appendices and a completed Procedure Approval Record, to Library and will send a hard copy to the Procedure Owner. The Procedure Coordinator will send a hard copy and soft copy to the JRMAP Quality Department for posting on to the ISOXpert Quality System website.

b)

For JRMAPE standard Level II procedures, the Procedure Coordinator will post a message indicating that the procedure has been revised (including the effective date of the revision) on the JRMAPE electronic server and on appropriate bulletin boards.

c)

For project exception procedures (Level III), the project Procedure Coordinator will send a message indicating that the procedure has been revised, as well as the effective date of the revision to all project personnel via electronic mail and/or by hard copy.

d)

For JRMAPE standard Level II procedures, the electronic copy of the signed procedure, together with all flowcharts and appendices, will be posted in the appropriate site on the JRMAPE electronic server, for access by all employees.

e)

For project exception procedures (Level III), the electronic copy of the signed procedure, together with all flowcharts and appendices, will be posted in the appropriate site on the JRMAPE electronic server, for access by all project employees.

PROCEDURE INDEX a)

The Procedure Coordinator will maintain a complete index of all procedures which have been issued as Level I or Level II corporate procedures. The Project Procedure Coordinator, if one is appointed, will maintain indices only of those procedures which have been issued as project exceptions (Level III).

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b)

6.7

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The index will be revised whenever a procedure is issued. The procedure(s) being issued/revised will be highlighted on the index.

UPDATES/REVISIONS OF PROCEDURES a)

Each procedure will be entirely re-issued (including all flowcharts and appendices) when a revision is made and approved. The revision number will increase by one increment (i.e., from Revision 4 to Revision 5), and the revision date will change.

b)

Initiation of revisions originates with the Procedure Owner.

c)

The update/revision and review/approval process will follow the same procedure as original preparation of a procedure (see Flowchart 0201 and Flowchart 0202).

d)

Updates/revisions will fall into 2 categories: •

A minor revision will be so indicated in the REVISION DESCRIPTION column of the Revision Log. Any changes to the procedure will be indicated with changes highlighted, and placement of a change bar or Δ adjacent to the revised paragraph and any change highlights from previous revisions will be removed.

•

A major revision will be so indicated in the REVISION DESCRIPTION column of the Revision Log, usually on page 1 of the procedure. There will be no change bars to indicate changes, and any change highlights from previous revisions will be removed.

The decision whether the revision is determined to be major or minor is made by the Procedure Owner and/or the Procedure Coordinator. e)

Updates of project Level III exception procedures shall follow the guidelines above, except that highlighting (different from revision highlighting) that identifies the exception parts of the procedure (those which differentiate it from the standard JRMAPE procedure) shall remain throughout all revisions.

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6.8

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IMPLEMENTATION It is the responsibility of the appropriate section, group, department, and/or project supervision and management to ensure that relevant personnel effectively implement Level I, II and Level III procedures.

7

PROJECT PROCEDURES a)

It is intended that JRMAPE's standard Level II procedures be used for all projects; however, upon award of a contract and after review of that contract, it may be found that there are project-specific requirements for certain Level II procedures. Such project specific requirements will be incorporated into Level III procedures.

b)

The Project Engineering Manager or designee, together with a quality representative if applicable, will produce a list of new Level III procedures required or of changes that must be made to the existing procedures. The Project Engineering Manager will assign authors (from project-assigned personnel) to produce these projectspecific, Level III documents, within a defined time scale, or will request the assignment of such personnel from within the applicable groups/departments. For some projects, this may begin before contract award in order to comply with bid requirements or to assist in rapid startup of the work after award.

c)

Since, in most cases, Level II procedures will be used "as-is" for a project, the project quality, safety, inspection, and test plans will incorporate most Level III project-specific requirements. In a few cases, a totally new procedure may be raised which is projectspecific in its entirety. A customer's own document number may be added to the Level III project exception procedure and associated forms.

d)

Level III Project exception procedures will only be prepared when considered justified by JRMAPE and to incorporate agreed contractual customer requirements that cannot be included in the project plans or inspection and test plans.

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e)

8

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Format, content, and numbering of Level III project exception procedures will be as for other Level II procedures, except as noted otherwise.

PROCEDURE NUMBERING a)

17-01-001, Level I Procedure Management System Manual – J. Ray McDermott Asia Pacific

b)

Level II procedures are numbered as follows: No.

1 2

Procedure No.

JRM-AP-ENG-0100 JRM-AP-ENG-0200

5 6 7

JRM-AP-ENG-0300-0500 JRM-AP-ENG-0600 JRM-AP-ENG-0700-1300 JRM-AP-ENG-1400 JRM-AP-ENG-1500-1600 JRM-AP-ENG-1700 JRM-AP-ENG-1800 JRM-AP-ENG-1900

8 9

JRM-AP-ENG-2000 JRM-AP-ENG-2100

3 4

10 11 12 13 14 15 16 17

JRM-AP-ENG-2200 JRM-AP-ENG-2300 JRM-AP-ENG-2400 JRM-AP-ENG-2500 JRM-AP-ENG-2600 JRM-AP-ENG-2700-2800 JRM-AP-ENG-2900 JRM-AP-ENG-3000 JRM-AP-ENG-3100 JRM-AP-ENG-3200 JRM-AP-ENG-3300 JRM-AP-ENG-3400

Title

Organisation & Responsibilities Production & Control of Procedures Spare Project Filing Records Spare Planning & Progress Measurement Spare Document Control Document Review & Verification Document Initiation, Signoff & Retention Change Order Technical Software Verification & Validation Spare Interface Control Spare Technical Library Procedure Specifications and Data Sheets Spare Design (Analysis & Calculations) Process Engineering Mechanical Engineering Spare Electrical Engineering Instrument Engineering

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•

c)

18

JRM-AP-ENG-3500

19 20 21 22 23 24

JRM-AP-ENG-3600 JRM-AP-ENG-3700 JRM-AP-ENG-3800 JRM-AP-ENG-3900 JRM-AP-ENG-3910 JRM-AP-ENG-4000

25 26 27 28

JRM-AP-ENG-4010 JRM-AP-ENG-4100 JRM-AP-ENG-4200 JRM-AP-ENG-4300

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Structural Engineering & Naval Architecture Pipeline Engineering Material Takeoff Spare PDMS Modeling/ Drafting Piping Drafting Process & Mechanical Flow Diagrams Advance Revision Notification Electrical Drafting Instrument Drafting Structural Drafting

Flowcharts are separate documents, numbered with the first 3 numbers of the procedure with which they are associated, followed by 1, 2, 3, etc. (for example, in Procedure JRMAP-ENG-3000: JRM-AP-ENG-3001, JRM-AP-ENG-3002, etc.).

Level III Project exception procedures are numbered identical to their Level II counterparts, with the project number appended. For example, on Project No. 53080:

•

JRM-AP-ENG-3000 would become JRM-AP-ENG-530803000

Numbers for new Level III project exception procedures shall be as assigned by the Project Procedure Coordinator. A Level III project exception procedure may be assigned a second number to incorporate a project-specific numbering system.

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FLOWCHART 0201 Initiation, Production, & Issuance of Level II Procedures & Revisio ns AUTHOR

MANAGEMENT

OTHER GROUPS / DEPARTMENTS

Department Manager or Discipline Supervisor Identifies or agrees with need for procedure or revision

Appoints Author

No

Provide input

Approve?

Requests assignment of procedure number from Procedure Coordinator

Procedure Coordinator Assigns procedure number upon request from Author

Writes procedure &/or resolves & incorporates comments

Provide input

Conducts review

Provide input

Issues for approval

Yes

Procedure Coordinator Revises Table of Contents/ Index Issues notice of revision Publishes to Intranet & bulletin boards Sends original signed copy to Central Files Sends hard copy to Owner Sends copy to JRMAP Quality Management for posting on ISOXpert

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FLOWCHART 0202 Initiation, Production, & Issuance of Level III Project Exception Procedures & Revisio ns AUTHOR

PROJECT ENGINEERING MANAGER

OTHER GROUPS / DEPARTMENTS

Identifies or is notified by project personnel of the need for exception to procedure, new procedure, or revision

Requests assignment of procedure number from Procedure Coordinator

Procedure Coordinator Assigns procedure number upon request from Author

Writes procedure or drafts exception &/or resolves & incorporates comments

Provide input

Provide input

Conducts review

Provide input

Approve?

Issues for approval

Appoints Author

No

Yes

Procedure Coordinator Revises Table of Contents/ Index Issues notice of revision Publishes to Intranet & bulletin boards Sends original signed copy to Central Files Sends hard copy to Project Manager & Procedure Owner Maintains hard copy for inclusion in Project Data Book(s)

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J. Ray McDermott Asi a Pacific Engineerin g

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APPENDIX A PROCEDURE APPROVAL RECORD

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Title / Name*

1 2

3 4

5

6

7

8

9

*

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Signature

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Date approved

Engineering Manager – Jakarta, HANDOKO Engineering Manager – Singapore, SUDHAKAR KUMAR Project Engineering Manager MULJATI SETIAWAN Discipline Process Engineering Supervisor, V. CHANDRASEKHARAN Discipline Mechanical Engineering Supervisor, SUNDARAM MARIMUTHU Discipline Instrument Engineering Supervisor, DON SARDJONO Discipline Electrical Engineering Supervisor, HAPOSAN SAMOSIR Discipline Structural Engineering & Naval Architecture Supervisor, MULJATI SETIAWAN Owner Title OWNER NAME, x---Only relevant supervisors will be listed for review/approval signoff. example.

This list is an

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APPENDIX B APPROVALS/REVIEWS REQUIRED PRIOR TO PROCEDURE SIGNOFF

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No.

Procedure No.

1 2

JRM-AP-ENG-0100 JRM-AP-ENG-0200 JRM-AP-ENG-0300-0500 JRM-AP-ENG-0600 JRM-AP-ENG-0700-1300 JRM-AP-ENG-1400 JRM-AP-ENG-1500-1600 JRM-AP-ENG-1700 JRM-AP-ENG-1800 JRM-AP-ENG-1900 JRM-AP-ENG-2000 JRM-AP-ENG-2100 JRM-AP-ENG-2200 JRM-AP-ENG-2300 JRM-AP-ENG-2400 JRM-AP-ENG-2500 JRM-AP-ENG-2600 JRM-AP-ENG-2700-2800 JRM-AP-ENG-2900 JRM-AP-ENG-3000 JRM-AP-ENG-3100 JRM-AP-ENG-3200 JRM-AP-ENG-3300 JRM-AP-ENG-3400 JRM-AP-ENG-3500 JRM-AP-ENG-3600 JRM-AP-ENG-3700 JRM-AP-ENG-3800 JRM-AP-ENG-3900 JRM-AP-ENG-3910 JRM-AP-ENG-4000 JRM-AP-ENG-4010 JRM-AP-ENG-4100 JRM-AP-ENG-4200 JRM-AP-ENG-4300

3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27

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Title

Organisation & Responsibilities Production & Control of Procedures Spare Project Filing Records Spare Planning & Progress Measurement Spare Document Control Document Review & Verification Document Initiation, Signoff & Retention Change Order Technical Software Verification & Validation Spare Interface Control Spare Technical Library Procedure Specifications and Data Sheets Spare Design (Analysis & Calculations) Process Engineering Mechanical Engineering Spare Electrical Engineering Instrument Engineering Structural Engineering & Naval Architecture Pipeline Engineering Material Take-Off Spare PDMS Modeling/ Drafting Piping Drafting Process & Mechanical Flow Diagrams Advance Revision Notification Electrical Drafting Instrument Drafting Structural Drafting

Date

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JRM-AP-ENG-0200 R1

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