The purpose of this procedure is to establish the method for preparing, reviewing, approving, and controlling Pike Project Procedures.

Transcription

1 Project Procedure PROJECT PROCEDURES 09/21/2012 PAGE 1 OF PURPOSE The purpose of this procedure is to establish the method for preparing, reviewing, approving, and controlling Pike Project Procedures. 2.0 SCOPE This procedure is applicable to Project Procedures for Pike operations. No Project specific procedures, instructions, or directives may supersede any Project Procedure requirement based on the ISO 9001 International Standard (Reference 3.1). 3.0 REFERENCES 3.1 ISO 9001: 2008, Quality Management Systems Requirements 3.2 Pike Quality Assurance Manual 4.0 DEFINITIONS 4.1 Attachment: A completed form, instructions, flow diagram, etc., included with a Project Procedure for illustrative purposes or guidance. 4.2 Discipline: An organization primarily responsible for the performance of work (e.g., Project Management, Engineering, Procurement, Construction, Quality Assurance), also commonly referred to as a division, group, department, etc. 4.3 Discipline Lead: The representative of the Discipline (e.g., Lead Engineer, Manager, Director, etc.) with the overall responsibility for managing the Discipline s work. 4.4 Form: A document included with Project Procedures for illustrative purposes and generally representative of the actual document, or, when electronically linked to the procedure, the actual form(s) for ready use. 4.5 Project Procedure: A document that establishes standard methods and/or administrative controls for managing processes/actions affecting quality implemented by one or more Disciplines on a Project.

2 PAGE 2 OF Office specific Procedure: A document that addresses methods and/or administrative controls to satisfy requirements affecting only one office location, such as local legislative requirements. 4.7 Project specific Procedure: A document that addresses methods and/or administrative controls to satisfy contractual requirements affecting quality consistent with the Quality Program unique to a Project. Typically, Project specific procedures are based on existing Project Procedures. 4.8 Quality Assurance Manual: The first tier document that establishes policies and responsibilities for effective implementation of the Quality Program. 5.0 RESPONSIBILITIES 5.1 DISCIPLINE LEADS Discipline Leads are responsible for assuring Project Procedures are prepared, reviewed, approved, and revised in accordance with this procedure. Discipline Leads in a particular office location are responsible for the review and approval of any Office specific procedures. Discipline Leads are also responsible for providing training for new procedures and any significant revisions of procedures. 5.2 PROJECT MANAGEMENT DIRECTOR The Project Management Director shall review and approve Project Procedures. 5.3 QA/QC MANAGER The QA/QC Manager is responsible for reviewing and revising Project Procedures. The QA/QC Manager is also responsible for control of Project Procedures pertaining to the Quality Program including, but not limited to, distribution and retention of approval records. 6.0 PROCEDURE A diagram depicting the work process described in this procedure for preparation of Project Procedures is included as Attachment 7.1, Process Flow Diagram for Creating Project Procedures.

3 PAGE 3 OF PREPARATION Project Procedures shall be prepared consistent with this procedure and include the following sections: 1.0 PURPOSE A description of the objective of the procedure. 2.0 SCOPE A general indication of the range of responsibilities and/or applicability of the procedure. 3.0 REFERENCES The identification of documents related to implementation of the procedure. 4.0 DEFINITIONS Meanings of words and key terms within the context of the procedure to ensure uniform interpretation and use. 5.0 RESPONSIBILITIES The primary individuals (by title) or organizations responsible for implementation of the procedure. 6.0 PROCEDURE Instructions for effective implementation of established requirements that normally include specification of quality records to demonstrate conformance to requirements. 7.0 ATTACHMENTS See Definition 4.1. Lists the attachments that are included at the end of the procedures. Attachment pages are numbered independent of the procedure. 8.0 FORMS See Definition 4.4. Lists the forms associated with the procedure and included at the end of the procedure. Form pages are also numbered independent of the procedure. 9.0 REVISIONS AND APPROVALS Provides information about revision and approval.

4 PAGE 4 OF 8 In the event a section listed above is not required, the section title shall be printed followed by the word None or N/A. For headers and section indentation, see Attachment 7.3, Project Procedure Outline. During the preparation or revision of a Project Procedure, the Discipline Lead should solicit comments from other affected offices and resolve any comments prior to publication Identification of Procedures Project Procedures shall be uniquely identified as indicated below: P Revision Number Distinct, sequenced number for individual procedure Section Area (1 Administrative/General Topics, 2 Proposals, 3 Project Management, 4 Engineering, 5 Procurement, 6 Construction Activities, 7 Testing/Commissioning) Project Procedure/General Procedure Identification of Forms The identification number on a form begins with the acronym QF to indicate a Quality Form. The rest of the form number is based on the associated procedure for easy reference to that procedure. The second part of the form number indicates the same Section Area as the associated procedure, and the third part of the form number indicates the distinct, sequenced number for the associated procedure.

5 PAGE 5 OF 8 QF 1 1 A 0 Revision Number Distinct, sequenced letter for individual form (associated with one procedure) Distinct, sequenced number for procedure Section Area (1 Administrative/General Topics, 2 Proposals, 3 Project Management, 4 Engineering, 5 Procurement, 6 Construction Activities, 7 Testing/Commissioning) Quality Form Forms addressed in Project Procedures shall include the last revision date to readily identify the current version issued for use. Forms shall also include pagination information (e.g., Page 1 of 2 ). 6.2 REVIEW AND APPROVAL Reviewer signatures are not required on issued procedures; however, each procedure shall be reviewed and approved in accordance with this procedure. To expedite the review and approval process, all transmittals should be via . After the draft procedure has been initially prepared and reviewed by the QA/QC Assistant, the process described below is followed Discipline Lead The Discipline Lead originating the procedure shall review it and/or arrange for review by other appropriate personnel to ensure it is technically adequate and incorporates current best practices. Upon satisfactory review, the Discipline Lead shall indicate approval by transmitting acceptance of the procedure to the QA/QC Manager for further review QA/QC Manager The QA/QC Manager shall review each procedure to ensure it conforms to the model outlined in this procedure and is consistent with the organization s Quality Program (see Reference 3.2). Upon satisfactory review, the QA/QC Manager shall transmit the procedure to the Project Management Director for final review and approval.

6 PAGE 6 OF Vice President Project Management The Vice President Project Management shall review Project Procedures to ensure they are consistent with strategic objectives of their respective organizations and approve those found to be acceptable. Upon satisfactory review, the Vice President Project Management shall authorize the QA/QC Manager and QA/QC Assistant to make the procedures available for use. 6.3 DISTRIBUTION Upon receipt of a procedure approved by the Project Management Director, the QA/QC Manager and QA/QC Assistant shall ensure the procedure is posted on Pike s intranet. Pike personnel should always refer to the intranet for current versions of the QA/QC procedures and forms (as well as other documentation). Project Procedures are proprietary. Consequently, each hard copy manual distributed outside of Pike shall include the following statement: This document contains proprietary information of Pike Electric Corporation and is to be returned upon request. Its contents may not be copied, disclosed to third parties, or used for other than the express purpose for which it has been provided without the written consent of Pike Electric Corporation. Prior to the distribution of copies of procedures outside Pike, they should be marked clearly to indicate that they are uncontrolled and will not be updated. Such distribution shall be for information only, and only to organizations with a legitimate need. 6.4 CHANGES Procedures should be kept current to reflect state of the art technology, best practices, and lessons learned. Users should, therefore, provide feedback for their continual improvement. Discipline Leads and the QA/QC Manager are required to specifically review, revise (as required), and reissue their respective procedures at least once every two years Continual Improvement An individual may propose a new Project Procedure or revision to a procedure by writing to the Discipline Lead s representative and the QA/QC Manager Maintenance Responsible personnel shall ensure that their respective procedures are specifically reviewed to ensure they are suitable for continuing use (e.g., each reflects best

7 PAGE 7 OF 8 practices gained through implementation and depicts the current responsibilities and organizational structure). Therefore, each procedure shall be specifically reviewed, revised (as required), and reissued at least once every two years. In the event no change to a procedure is required, it shall be reissued without change Marking Unless a procedure is revised extensively, changes, additions, and deletions shall be clearly marked adjacent to the area. Previous markings shall be removed prior to the subsequent revision of the procedure and only current additions, deletions, and changes noted. When changes to a procedure are extensive, the changes should not be marked Review and Approval Procedure revisions shall be reviewed, approved, and uploaded to the Pike Intranet using the same process as the original issue. 6.5 CANCELLATION NOTICES Should it be necessary to cancel an issued procedure, it shall be canceled by the issuance of a Cancellation Notice (Attachment 7.2). 6.6 TRAINING Discipline Leads shall ensure that appropriate discipline personnel receive training in each new procedure. Upon revision or cancellation, Discipline Leads shall judge whether the change necessitates re training for members of their respective organizations. 6.7 RETENTION The QA/QC Manager and/or QA/QC Assistant shall maintain the file of current and revised procedures and Cancellation Notices, records of their approval, issue notifications, and the training records. 6.8 OFFICE SPECIFIC PROCEDURES Where offices have a need to produce additional instruction to address local matters, such as legislative issues, etc. such instruction may be issued in the form of an Officespecific procedure. Office specific procedures shall be numbered in accordance with Section 6.1.1, but shall also carry a prefix to indicate the office to which they apply by using an unique office designator.

8 PAGE 8 OF 8 Office specific procedures shall be subject to review and approval of the office Discipline Lead and the QA/QC Manager. All Office specific procedures shall be forwarded to the Discipline Lead and the QA/QC Manager to ensure that there is no conflict with the Pike Quality Program. In the event that a corporate standard Project Procedure is issued on the same subject as an Office specific procedure, the Office specific procedure shall be withdrawn. 6.9 PROJECT SPECIFIC PROCEDURES Requirements for the development, preparation, and issue of Project specific procedures are addressed in the Project Quality Plan created for each project. 7.0 ATTACHMENTS 7.1 Process Flow Diagram for Creating Project Procedures 7.2 Cancellation Notice 7.3 Project Procedure Outline 8.0 FORMS None 9.0 REVISIONS AND APPROVALS Revision Level Revision Date Revision Description Department Head (Approver) 0 01/19/2010 Original Issue Brian R. Hay 1 07/27/2011 Updated logo and company name N/A 2 09/21/2012 General updating and editing Brian R. Hay

9 ATTACHMENT 7.1 PROCESS FLOW DIAGRAM FOR CREATING PROJECT PROCEDURES PAGE 1 OF 1 ORIGINATING DISCIPLINE LEAD DRAFT PROCEDURE OTHERS AS DETERMINED BY ORIGINATING DISCIPLINE LEAD PROCEDURE COMMENTS NO ACCEPTABLE? QA/QC MANAGER APPROVED PROCEDURE ORIGINATING DISCIPLINE LEAD YES ENSURES RESOLUTION OF COMMENTS APPROVED PROCEDURE UPDATES INTRANET, ENSURES USERS NOTIFIED OF UPDATE, RETAINS HISTORICAL RECORDS NO QA/QC COMMITTEE ACCEPTABLE? YES APPROVED PROCEDURE PROCEDURE PUBLISHED

10 ATTACHEMENT 7.2 CANCELLATION NOTICE PAGE 1 OF 1 Project Procedure TITLE OF PROCEDURE No.: P X XX 0 MM/DD/YYYY PAGE 1 OF 1 * * * C A N C E L L A T I O N N O T I C E * * * The Project Procedure identified herein is canceled as of [date]. [Reason]

11 ATTACHMENT 7.3 PROJECT PROCEDURE OUTLINE PAGE 1 OF 2 First Page Header: Project Procedure TITLE OF PROCEDURE No.: P X XX 0 MM/DD/YYYY PAGE 1 OF 2 Second and Subsequent Page Headers: TITLE OF PROCEDURE No.: P X XX 0 PAGE 1 OF 2 Body of Procedure: 1.0 PURPOSE The purpose of this procedure is XXXX. 2.0 SCOPE The scope of this procedure includes XXXX. 3.0 REFERENCES 3.1 Project Procedure P X XX, Title of Procedure 3.2 Project Procedure P X XX, Title of Procedure 4.0 DEFINITIONS 4.1 Term: Definition (in complete sentences) 4.2 Term: Definition (in complete sentences) 5.0 RESPONSIBILITIES 5.1 POSITION TITLE The Position Title is responsible for XXX.

12 ATTACHMENT 7.3 PROJECT PROCEDURE OUTLINE PAGE 2 OF PROCEDURE 6.1 STEP 1/DESCRIPTION Body Text 2 Bullet for Body Text 2 Level 1 Bullet for Body Text 2 Level 1 Bullet for Body Text 2 Level 2 Bullet for Body Text 2 Level STEP 2/DESCRIPTION Step 2a/Description Body Text Step 2b/Description Bullet for Body Text 3 Level 1 Bullet for Body Text 3 Level ATTACHMENTS Bullet for Body Text 3 Level 2 Bullet for Body Text 3 Level Title of Attachment 7.2 Title of Attachment 8.0 FORMS 8.1 Quality Form QF X, Title of Form 8.2 Quality Form QF X, Title of Form 9.0 REVISIONS AND APPROVALS Revision Level Revision Date Revision Description Department Head (Approver) 0 MM/DD/YYYY Original Issue XXX X. XXX