QUALITY MANAGEMENT SYSTEM QUALITY MANAGEMENT SYSTEM

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1 DOCUMENT NO: -01 Rev Issued for review and approval Rev Date Purpose of issue Prepared By Checked By Approved BY -01 Rev 0 Page 1 of 41

2 DOCUMENT NO: -01 Rev 0 TABLE OF CONTENTS 1.0 INTRODUCTION & PURPOSE SCOPE TERMS & DEFINITIONS AUTHORITY MANAGEMENT RESPONSIBILITY (QMS) QUALITY ASSURANCE & QUALITY CONTROL ENGINEERING & DESIGN CONTROL DOCUMENT AND DATA CONTROL PROCUREMENT & MATERIAL CONTROL MANUFACTURING CONTROL INSPECTION AND TESTING CONTROL OF NON-CONFORMING PRODUCT & CORRECTIVE ACTION CONTINUAL IMPROVEMENT CONTROL OF QUALITY RECORDS CONTROL OF CONSTRUCTION WORK PRE-COMMISSIONING, COMMISSONING AND START-UP TRAINING CONSTRUCTION HEALTH AND SAFETY ENVIRONMENTAL MANAGEMENT APPENDICES Rev 0 Page 2 of 41

3 DOCUMENT NO: -01 Rev INTRODUCTION & PURPOSE The purpose of this QMS is to provide a guideline for the Quality Assurance and Quality Control Systems, which shall be implemented by for executing the COMPANIES OPERATIONS AND VARIOUS PROJECTS. The task of the MEIPL management is to manage and control aspects of the works, which may affect the quality of the completed installation during all phases of the contract. Also to ensure that the work performed meets the contractual requirements, various standards consistent with the client / consultants engineering and design requirements as well as complying with the quality control requirements of. 2.0 SCOPE MEIPL shall provide all necessary engineering, design, procurement, inspection, transportation of all equipments / materials to the work site, storage, construction, assembly, erection, installation, commissioning including complete civil, structural, Mechanical, Electrical & I&C work. Scope of work shall be sum up as follows: Design & Basic Engineering. Procurement, Supply and Transportation of material. Handling and Storage of material. Complete Civil, Structural, Mechanical, Electrical and C & I Works Installation and Erection of Equipments. Inspection and Testing of Equipments Pre-commissioning & Mechanical Completion of Plant. 3.0 TERMS & DEFINITIONS For the purpose of this document following terms are defined as under: Client document. PMC : - Shall mean either employer of client or customer as defined in the contract : - Shall mean project management consultant appointed by client. Herein Contractor : - Shall mean contractor who has been awarded by the Client, the contract of execution of the project. -01 Rev 0 Page 3 of 41

4 DOCUMENT NO: -01 Rev 0 Sub-contractor: - Shall mean supplier sub-contractor who awarded by the Work Contractor, the contract of supplying the material & executing specific jobs like NDT, Fabrication, etc. TPIA :- Third Party Inspection Agency: - Shall mean inspecting authority nominated by the Client/ Contractor. 4.0 AUTHORITY This specific PCQP is prepared by the Corporate Quality on the guidelines provided by the Head of Project coordination of SBU, herein Project Executive Director. The PQP shall be checked by corporate quality department, approved by Head Quality and then shall be subsequently approved by Client/consultant. Head SBU shall have authority to approve and modify or deviate from the PQP ensuring that end product quality is not affected. 5.0 MANAGEMENT RESPONSIBILITY 5.1 Scope This section defines the Contractor s Management responsibility, functional organization, individual s responsibility and implementation of quality procedure of various activities to achieve the quality policy of the company as defined in Quality System Manual (QSM). 5.2 Organization In general, the Project Manager shall have the overall responsibility and authority for control, direction and management for the implementation of the project, although the project activities and responsibilities are directly delegated to discipline manager and key persons for carrying out the task as defined in the project organization chart. 5.3 Function and Responsibility PROJECT MANAGER Location: Head Office Reports to: Project Director Shall be responsible. For preparation of overall budgeting & cost control, resource planning and execution planning at macro level. For profitability of the project and development of good business relations with client/consultant. -01 Rev 0 Page 4 of 41

5 DOCUMENT NO: -01 Rev 0 For monitoring & control of construction activities to ensure fulfillment of contract commitments. To act as communication channel for project information exchange between Client, Contractor & Project personnel & executing agencies till the completion of the contract. To monitor rising of invoices for the works carried out & realisation of bills. To generate required management information reports to evaluate & select subcontractors on the basis of their ability. To ensure that the HSE & quality standards are met. To ensure healthy & safe working environment at site. To investigate Client s quality complaints & take appropriate corrective action as also steps for avoiding recurrence. Initiate preventive actions to eliminate the re-occurrence of the same. To develop and generate databank of resource utilization v/s progress achieved in the project and evolving performance parameters based on the same. To prevent implementation of nonconforming activity until it is satisfactorily rectified. To identify and recommend corrective action regarding quality related problems and verify the implemented solutions. Close monitoring of all key processes CONSTRUCTION MANAGER Location : Site Reports to: Project Manager. Shall be responsible For overall execution, planning at micro level, monitoring and controlling of all construction activities to ensure fulfillment of contract commitment. To act as communication channel for project information exchange between client/consultant and other disciplines and forwarding feedback to project coordination group till the completion of the contract. To raise invoices for the works carried out as per contract. To generate required management information reports. To evaluate and select local subcontractors/suppliers, if required. To establish and maintain quality records of subcontractors/vendors. -01 Rev 0 Page 5 of 41

6 DOCUMENT NO: -01 Rev 0 To ensure quality checks are carried out as per PQP, identify quality problems and implement corrective action. To ensure that the job is executed as per the approved Inspection and Test Plan (ITP) / procedures under controlled conditions. To control supplied Free Issue Material (FIM). To control nonconformity product and take corrective and preventive action. To ensure that policies, objectives and procedures are clearly understood and implemented by all concerned. To maintain all quality records/documents for final submission to the Client / Contractor. To identify training needs as per the requirement of the project, and arrange for the same. To update Project & Construction project organization chart as & when needed in consultation with Project General Manager PROJECT COORDINATOR Location: Head Office Report to: Project Executive Director Shall be responsible disciplines. To co-ordinate between project site and Head Office with various To monitor progress achieved To monitor change order and billing To follow up with document control To follow up with procurement department if there is any delay in arranging the materials required for the site. To update status of drawings/ specification, if any revisions takes place. To prepare agenda for progress review meeting with Client / Contractor PERSONNEL & ADMINISTRATION MANAGER Location: Site Office Reports to: Project Manager Shall be responsible For all matters pertaining to personnel and administration at camp site For the welfare of the employees at site camp. -01 Rev 0 Page 6 of 41

7 DOCUMENT NO: -01 Rev 0 administrative matters. For solving any local legal problems To maintain records of site camp pertaining to personnel and HEAD QA/QC Location: Head Office Reports to: Head (Technical) Shall be responsible For monitoring project, being executed to the approved Project Quality Plan (PQP). For verification of abnormality from inspection report to carry out rectification and give solution for the same. To ensure that further processing of non-conforming material / area is withheld till it is rectified. To highlight reasons of any failure in maintaining quality on work site. To ensure that recurrence of nonconformity is prevented through an efficient control system. To control quality related activities of all working agencies (subcontractors) engaged at site. To ensure that only calibrated (traceability to national/ international standards) Measuring & Testing Equipments (M&TE) are being used in construction site for measuring and testing. To review Inspection and Test plan (ITP) and work instructions/ Method Statements/ Work Procedures. To ensure that policies, objectives and procedures are clearly understood and implemented by all concerned. To ensure quality audit are carried out at the intervals mentioned in the documented procedures & findings are suitably tracked through acceptable & timely close out AREA INCHARGE ENGINEER Location: Site Office Reports to: Construction Manager Shall be responsible -01 Rev 0 Page 7 of 41

8 DOCUMENT NO: -01 Rev 0 To ensure that all the works are performed as per the approved procedures and in a controlled manner. To ensure that the policies, objectives and procedures are clearly understood and implemented To look after construction manager s responsibilities in his absence To plan and execute daily activities To generate reports To control nonconforming activities and take suitable corrective action PLANT & EQUIPMENT MANAGER Location: Site Office Reports to: Construction Manager and Head of Plant & Equipment at H.O Shall be responsible. To ensure maintenance and upkeep of all machinery and construction equipment at site To control distribution of construction equipment for site activities. To also ensure uninterrupted service to project execution group PLANNING ENGINEER Location: Site Office Reports to: Project Manager Shall be responsible To control of engineering and construction activities. Project coordination with client/consultant. For day-to-day micro planning for Site. For progress monitoring For planning & scheduling activities For preparing Progress reports SITE CONSTRUCTION ENGINEER Location: Site Office Reports to: Construction Manager Shall be responsible. -01 Rev 0 Page 8 of 41

9 DOCUMENT NO: -01 Rev 0 Day to day planning of site construction activities executing and preparation of construction records PROCUREMENT ENGINEER Location: Site Office Reports to: Head of Procurement (HO) & Project Manager Shall be responsible For overall control of procurement activities of the project such as identifying vendors, evaluating vendors, preparing inquiries, soliciting quotations and evaluation of proposal. & control SITE QA/QC INCHARGE Location: Site Office For making Purchase Orders and invoices, expediting, material receipt Reports to: Head QA/QC (HO) [Technically] and Project Manager [Administratively]. Shall be responsible. Overall control of QC activities and sub- contractor s QC activities, implementation of PQCP, supervision and allocation of work to inspection teams, development of inspection and test plans (ITP s). Perform Welder Qualification Test, Welding Procedure Qualification Test. Ensuring that polices, objectives & procedures are clearly understood & implemented by all concern. activities. job. To ensure that only competent persons are deployed for Field QA/QC To ensure that all procedures are duly approved before starting of the To review Project Quality Control Plan regularly for adequacy & changes if quality requirements demand such changes to suit the latest trends. To organize quality audit. To ensure that IM& TE used are duly calibrated & within the accuracy requirement required by the contract codes & standards. -01 Rev 0 Page 9 of 41

10 DOCUMENT NO: -01 Rev 0 To identify non-conformance & take corrective actions to avoid reoccurrence. To conduct regular quality audits of subcontractors & vendors. To maintained all quality records & documents for submission to the Client/ Contractor. To identify training need if required in the project & arrange the same after consulting the QA/QC head at HO and Project Manager. To check record of certificates for consumables used. To update QA/QC site organization chart as & when needed in consultation with Head QA/QC at HO and Project Manager. To arrange tests to be carried out at site lab QC ENGINEER/ INSPECTOR Location: Site Office Reports to: Site QA/QC In-charge, Shall be responsible. Implementation of Quality control / work procedures, perform inspection, and monitor vendor s quality activities. Prepare and maintain inspection reports and quality records. To carry out laboratory tests at site and at vendor s lab. Inspect measure & record all the activities being performed at site CHIEF ENGINEERING COORDINATOR Location: Head Office Reports to: Project Director Shall be responsible. For planning & management for preparation of detailed construction Drawings of items in Work Contractor s scope of work related to construction / revamp on the basis of basic engineering design data forwarded by Client/ Contractor/ OR Nominated Design Contractor if applicable. For correction, submission and approval of detailed construction drawings through Project Coordinator if applicable. For giving design related feedback to Client & Contractor if applicable. For getting approval of drawings from Client & Contractor if applicable. -01 Rev 0 Page 10 of 41

11 DOCUMENT NO: -01 Rev SAFETY MANAGER Location: Site Office Reports to: Project Manager [Administratively] & Head HSE [Tech.] Shall be responsible. For implementation of health, safety and environment plan with respect to operations, working conditions. To attend HSE meeting with Contractor & Client. To maintain good housekeeping & safety practices. To maintain safety statistics of the project. To ensure safety checks as per HSE plan. To carry out accident / incident investigation & take suitable measures to avoid reoccurrence. To conduct safety audit of subcontractors. To organize safety induction trainings. To ensure the quality of Personnel Protective & Equipments (PPE s). To implement health safety & environment policy of the company. To review the HSE plan & procedures & amend as & when required. To ensure that the qualified safety persons are deployed at site. To identify training needs in the filed of HSE. To attend Client / Contractor complaints related to HSE DOCUMENT CONTROLLER Location: Site Office Reports to: Site QA/QC Manager & Project Manager Shall be responsible. For overall control and management of project documents Issue the latest drawing & documents and retrieve obsolete documents 5.4 RESOURCES Provision The Project Manager shall monitor resource requirements, provide adequate resources and assign trained personnel for management, performance of work and verification activities to implement and maintain the Quality Management System and continually improve its effectiveness and to enhance customer satisfaction by meeting customer requirement. -01 Rev 0 Page 11 of 41

12 DOCUMENT NO: -01 Rev 0 At project meetings the Project Management Team shall discuss, amongst other issues, the ongoing requirements for human resources and equipment requirements for the project. The Project Manager shall allocate clearly all tasks to individual personnel commensurate with their experience, capability and training. In limited situations the Project Manger may require individuals to undertake dual roles Human Resources Project personnel requirements shall be determined, monitored and updated by the Planning Department. Personnel allocated to key tasks shall be competent and experiences commensurate with those given on the applicable job description. CV s for all staff shall be retained by the Project Manager for review and auditing if necessary Construction Equipment Construction Equipment for the project shall be: Determined as the project progresses in accordance with Procedure for Project Planning and Control, Equipment requirements will be reviewed at regular intervals; Own resources Purchased or hired externally whenever required Monitor and perform the health check of equipments using Maximo software All the equipments shall be maintained based on the manufacturers recommendations and the experience of MEIPL. Monitoring of fuel consumption shall be done for optimum utilization. Only authorized representatives of P&E department shall be permitted to perform the maintenance. All operators of equipment shall be qualified by P&E in-charge to have better control and avoid possible losses due to use of incompetent operators Monitored at construction progress meetings. 5.5 Project Quality Policy Corporate Quality Policy in totality shall be adopted for this project. Project Director has authenticated the same on separate sheet. -01 Rev 0 Page 12 of 41

13 DOCUMENT NO: -01 Rev 0 QUALITY OBJECTIVES To reduce cost by eliminating or reduce repairs and rework. Reduce cycle times through effective and efficient use of resources. Continual improvement in Organizational Capabilities. Complete the project as per agreed schedule. 6.0 (QMS) Our Quality management system is a complex, integrating system that uses strategic approach process improvement, and effective communication to change the traditions, attitudes, and activities of the entire organization. Decisions and changes are fact based so that continuous improvement can be measured. The following key elements comprise the Quality Management System of MITSUN ENERGY AND INFRASTRUCTURE PRIVATE and shall be adopted in execution of pipeline project for Procurement, Construction, and Pre commissioning and commissioning assistance to execute this project. MEIPL shall execute the project, in a timely & efficient manner meeting appropriate Quality, Health, safety and Environment requirements. The Key performance indicators are indicated in Annexure D. Measure, monitor and improve products, services, systems and processes, continually. Improve the work environment by providing adequate resources and training as per established norms. 6.1 Quality Management System Structure MEIPL contract specific Quality Management System structure shall be as detailed below. The implementation & the effectiveness of this System in this contract shall be monitored through Quality audits as detailed in this PCQP. Level-1: In this contract, MEIPL Quality System Manual & Standards Procedure shall be adopted & implemented as the fist level of QMS Document excluding permanent material procurement. For permanent material procurement Client s Quality System Manual & Standards Procedure S u p p o r t i n g shall be adopted & implemented as the first level of QMS Document. Where required, Project Specific Standards Procedures shall be developed by Senior Quality Manger & approval ensured in line with the Document Control procedure T e c h n i -01 Rev 0 Page 13 of 41

14 l I T D P o cs u/ mq ec n P t COMPANY r so c( Ce DOCUMENT NO: -01 dl Rev 0 ui r. e n / t sq C S pp e l a c n s,/ CM os / d Q e C s F & o r S m t a t a s n d a r d s & R e g u l a t i o n s ) Level 2: MEIPL Contract Quality Plan shall be adopted as the second level in this contract. This CQP explains how MEIPL Quality Management System shall be applied & implemented to manage all activities in this project, which affects the quality of end product. Level 3: In order to ensure effective control, MEIPL has established Contract specific, detailed QC Procedures, QC Plan and QC Formats for all those activities that affect the quality of the end product. These Level-3 documents are listed as detailed below Inspection & Test Plans Quality Control Procedures Quality Control Plan QC Formats Level 4: All supporting Technical documents as required in this contract such as Clients specifications, Codes & standards, Regulation have been identified and listed. Document control register shall be maintained and updated on weekly basis by document controller. The same shall refer to all QA/QC Procedures, Method Statements, inspection & Test Plan etc. Document shall be controlled as per requirements of M-QA-PR Project Control Management -01 Rev 0 Page 14 of 41

15 DOCUMENT NO: -01 Rev 0 We ensure that the scope of work is adequately managed and that these management arrangements are documented based on the competence of persons deployed in the project and supporting documents to form a part of the Project Quality Plan. However the following elements of project management control are addressed as follows Management Review The management is responsible for the performance of Quality System Audit for adequacy of quality system and organizational structure in order to determine whether the quality procedures are enforced and maintained in accordance with the quality objectives of the management. This review takes place at the discretion of senior management, but is carried out once during contract execution and no less than once per year. The management review is used to identify and analyse the following; 1. The continued suitability of the project QMS. 2. Any change that needs to be made to the QMS to improve it. 3. Any additional training that needs to be carried out to help project personnel in the understanding and use of QMS. 4. Performance of the subcontractor and supplier. 5. Negative trend if any, which may lead to non-compliance against, project requirements. 6. Areas of high risk, either by subcontractor, supplier, or by individual process. 7. Continued suitability of planned inspection and surveillance activities and resources. 8. Any recovery plans necessary to mitigate high risk and reverse negative trends Co-ordination & Communication It shall be ensured that the following coordination and communication procedures are used to the fullest extent practicable in accomplishing the particular purposes specified, and shall be subject to periodic review in order to ensure their adequacy and effectiveness. 1. To ensure that any requirement of the contract in terms of addresses, contacts and interfaces are identified and considered. Change in communication details of the contractor shall be notified to the Contractor with immediate effect. 2. To consider all aspects of good coordination or communication, however small. 3. To participate in the strategy based meetings upon the requirements of the Client & Contractor. 4. To prepare the procedures that control the work contractor s activities related to those, which are common across the interfaces between Client, Contractor and Work Contractor. -01 Rev 0 Page 15 of 41

16 DOCUMENT NO: -01 Rev CONTRACT CHANGES / AMENDMENTS Scope This section defines the necessary measures to ensure that adequate control is in place for contract changes/amendments in the tender and contract performance in order to meet the contractual requirements and obligations set forth in the contract review document Applicable References The following documents shall form part of applicable reference. Contract Agreement Quality System Manual Change Order Request / Reports/ Deviation Reports Standard Procedures Approved Project Quality Control Procedures Departmental Procedures for Projects Responsible Project Coordinator Construction Coordinator Project Manager / Construction Manager Site Planning Engineer Site QA/QC In-charge / Engineers / Inspectors Contract Review The contract review is carried out jointly by responsible individuals in the Business/Technical and Design/Engineering Dept. and coordinated with other functional organization before and during execution phase. Consequently the review is pursued further with Contractor representation to resolve contractual issues both commercial and technical requirement of the Contract for formal contract agreement. Following all the contractual transactions undertaken shall be documented which form part of the contractual arrangement Changes / Amendments / Deviations All contract changes which affect contract schedule and price either initiated by functional organizations or Contractor shall be formalized in writing and brought to the attention of responsible individuals affected by such changes for review and approval by the Project Coordinator and Contractor representative. -01 Rev 0 Page 16 of 41

17 DOCUMENT NO: -01 Rev 0 For the purpose of this document and contract review the change order request/ deviation reports has been essentially divided into three main contractual areas of control viz. During Procurement Activity: supplier clarification and exceptions & deviations. During Project execution: request for site variations or relaxation to contract agreement During all Phases: where Purchaser or Client issues formal change to the scope of work Records All records of transactions generated from contract review, which form part of the contract, shall be classified and controlled for safekeeping. 7.0 QUALITY ASSURANCE & QUALITY CONTROL shall ensure that a Project Quality Control Plan (PQCP) is in place to identify the specific controlled conditions under which the work is to be performed. This PQCP shall be forwarded to client/consultant for approval and care shall be taken that all the specific requirements of client/consultant, expressed or implied in the contract are incorporated in this plan. It shall be ensured by the Site QA/QC In charge of MEIPL that the requirements are understood and followed by all project personnel. New personnel joining the project at any stage shall be given access to a copy of the approved PQCP. The PQCP shall be reviewed regularly for its adequacy and necessary revisions shall be made in case change in quality requirements is identified. Alternatively addenda may be issued to the PQCP. PQCP shall be reviewed after every Site Management Review meetings so that planned arrangements for assuring quality are revised to achieve better results. 7.1 QUALITY ASSURANCE AUDIT Scope This section defines the conduct of quality audit in order to determine whether the quality procedure are enforce consistently in order to meet the specified requirement Applicable References The following documents, which will, issued separately form part of this procedure. -01 Rev 0 Page 17 of 41

18 DOCUMENT NO: -01 Rev Responsibility Audit Procedure Corrective / Preventive action Records Non-conformity Record Construction Coordinator Head QA/QC Site QA/QC In-charge Auditor (Internal) Characteristics of Audit The quality assurance audit will focus mainly on Quality system & Project Quality Plan, product quality or service rendered. The method of audit shall be performed by gathering of information and data through investigation to determine whether the quality requirement has been complied and enforce consistently based on the planned arrangement. Management Representative (MR) will conduct the audit or any other suitable personnel nominated by him. The audit by third party shall be done based on their periodical audit schedule. Specimen tentative Internal Audit Schedule is attached in Annexure C Audit Schedule The quality assurance audit shall be carried out periodically in accordance with the procedure. The timing and areas that is subject for review shall be determined by the MR and informed at least two weeks in advance to the Auditee Follow Up The implementation of corrective action as the result of audit shall be followed - up and surveyed by Q.A Department to verify whether the appropriate action has been performed as planned. Refer to section Audit Records All records of audit performed which contained findings and action reports shall be maintained in accordance with project requirement. 7.2 Quality Control Before commencement of work an Inspection and Test Plan (ITP) shall be prepared for approval of the Client/consultant, which shall define the arrangements and organisation for Quality Control functions applied to Contractor s scope of work. The quality control arrangements of MEIPL Ltd -01 Rev 0 Page 18 of 41

19 DOCUMENT NO: -01 Rev 0 shall be adequate to measure their performance in accordance with the criticality assigned to each generic process. The QA/QC Manager shall ensure that the following elements form the part of the Inspection and Test Plan; 1. Assessment of criticality or risk level of each process, which needs to be inspected and /or tested. 2. ITP for each generic process is made available to Contractor before the activity commences. 3. A checklist is in place against which inspection is to be carried out. 4. Next days plan will be presumed as a Request For Inspection (RFI) for information to Contractor to plan their inspection visits including visits of TPIA accordingly. This shall be as per the type of inspection mentioned in ITP. Alternatively if desired, a separate Request For Inspection (RFI) will be raised based on mutual agreement depending on the work requirements. 5. All the QC personnel of MEIPL Ltd are trained and professionally qualified for their nominated area of inspection and are fully independent from progress on the project, cost implication and completion schedule of the project. 6. Reports are generated and issued for every non-conformance found. He shall ensure that actions are initiated for non-conformances and are being followed by himself and concerned inspectors. 8.0 ENGINEERING & DESIGN CONTROL 8.1 Scope The coordination and interface of functional area in the basic design process and design control shall be carried out by MEIPL. The development of detailed engineering drawings on the basis of engineering design data shall be provided by client/consultant. 8.2 Applicable References The following documents shall form the part of applicable reference during the execution stage. 8.3 Responsible Inspection and Test Plan. Engineering Drawings. Design Contractor s Drawing & Design Control Procedure. Project Coordinator Engineering Coordinator -01 Rev 0 Page 19 of 41

20 DOCUMENT NO: -01 Rev 0 Project Manager Site Planning Engineer Site QA/QC In charge 8.4 Approval of Drawings Engineering Coordinator of MEIPL Ltd shall issue to all concerned as Issued for Construction (IFC) or Approved for Construction (AFC). 8.5 Engineering & Design Output The design output is in the form of drawings, specifications, design data, procedures and any other media and it shall be defined. The basic engineering and design philosophy provided by client shall be taken as design input. Site Planning Engineer & Site QA/QC In charge shall take necessary measures to ensure that adequate control is in place during execution phase in order to prevent nonconformity. All design changes and / or site variations / modifications shall be carried out only with approval of Client/consultant or their authorized representative. 8.6 Records All engineering design data and drawing records issued or generated shall be controlled and maintained Engineering and Design Change Control MEIPL Ltd shall ensure that changes to the engineering or design are controlled considering the following factors 1. Changes shall only be made after getting appropriate approval from Client s designated Design Contractor and Designer in writing. 2. All changes shall be recorded on an appropriate tracking database. 3. All drawings and documents revised as a result of an approved change shall have reference to the documented source of the change approval. 4. All changes shall reflect full cost, their impact on schedule, safety and environment. 5. Their effect on technical integrity shall be analysed. -01 Rev 0 Page 20 of 41

21 DOCUMENT NO: -01 Rev DOCUMENT AND DATA CONTROL 9.1 Scope This section defines the necessary measures to ensure that adequate control is in place during document and data in preparation, numbering, review, approval, verification, revisions, distribution/issuance, removal of superseded or invalid documents, and handover documents both technical and commercial generated by functional organizations. The scope shall also include the following, 1. Documentation from Contractor to an external project party (Supplier/Vendor/Subcontractor). 2. Documentation from an external project party to the Work Contractor. 3. Review and approval in routine, of incoming and outgoing documents. 4. Updating and management of document management database. 9.2 Document and Data planning The Document and Data Control Manual, which is not the part of this procedure has been prepared considering the following plans; 1. Planned arrangements for a computerized Document Management System. 2. Planned incoming and outgoing document control functions and responsibilities. 3. Distribution control. 4. Requirement for Discipline Internal Checking and for Inter Discipline Checking. 5. Required delivery dates. 6. Distribution and number of copies. 7. Media requirements. 8. Final documentation requirement. 9. Plans for controlling document and data delivery from suppliers and subcontractors. 10. Storage and archiving (including data capacity) volumes, equipments and facilities. 11. Document and data retention times. 12. Document and particularly data security arrangements. -01 Rev 0 Page 21 of 41

22 DOCUMENT NO: -01 Rev Applicable References The following document, which shall be issued separately, shall form part of applicable reference. 1. QSM 2. Standard Procedure for site for Document Numbering. 9.4 Responsible Document Controller. 9.5 Types of Documents All documents containing information & data, which requires necessary sections such as for review, approval, distribution, issuance or received and as defined in scope of this section shall be recorded and controlled. Documents control shall be applied to the following documents: 1. All Official Correspondence 2. Engineering Design Data 3. Drawings and Specifications 4. Quality Records (Inspection and Test Records) 5. Client/consultant s Contract Documents. 6. Vendor s Appraisals 7. Project Progress Reports 8. Audit Reports 9. Codes, Standards & Engineering Books 10. Procurement and Status Reports 11. Written Instructions / Work Procedures / Manuals / Plans 12. Non conformities 13. Change Orders / Site Variations 9.6 Document Approval & Issuance All documents are reviewed and approved for adequacy by the authorized personnel prior to issue. All controlled documents are issued through authorized personnel clearly identified by copy number, issue / revision number and date with proper records to ensure that only current revisions are in use. Invalid and obsolete documents are removed from all points of issue or use. Any obsolete documents retained for record are marked as superseded copy. -01 Rev 0 Page 22 of 41

23 DOCUMENT NO: -01 Rev Document Changes Any changes or modifications made in the document is reviewed and approved in similar manner that originally performed the task unless otherwise defined in accordance with the Document Control Procedure. The identification of any revisions shall be reflected clearly in the document and re-issued to concern organizations for subsequent action. 9.8 Client s / Contractor s / Designer s /Consultant s / Vendor s / Subcontractor Document Control All documents containing information transmitted shall be controlled and processed in accordance with the documented procedures in the same manner applied with internal documents. 9.9 Document filing and Preservation Project documentation is the only method by which it can be seen that all the components that make a project have been engineered, designed, manufactured, tested and put into operation within the terms of all applicable specifications, standards, codes of practices, laws, statutes, and good practices. In Document and Data control Manual the following aspects has been fully covered to ensure that such documents and data s are preserved and maintained secure; The both hard copy and electronic data shall be filed and stored to minimise the possibility of loss, damage, corruption and sabotage. The both hard and electronic data are filed and stored so as to ensure that the efficient retrieval of document and data throughout the life of the project. The both hard and electronic data are filed and stored so as to efficiently hand over to Employer at the final documentation milestone 9.10 Submission of final documents The final documentation shall be basically the total documents generated by all parties under the responsibility of the Contractor, which includes all Subcontractor and Suppliers. The final documents which are essential requirements of local and upstream operation and maintenance personnel shall be categorized after identifying their criticality in terms of their frequency of use during the lifetime of the operated plant. The suitable categories shall be decided based upon the Contractor s feedback for documents to be submitted. -01 Rev 0 Page 23 of 41

24 DOCUMENT NO: -01 Rev PROCUREMENT & MATERIAL CONTROL 10.1 Scope This section defines the necessary measures to ensure that adequate control is in place for control of procurement of equipment, assemblies and materials in order to meet the specified technical requirement Applicable References The Departmental Procedure for Procurement Dept., which shall be issued separately, shall form the part of this procedure. The following section shall form the part of the references Assessment of existing Vendor Selection of New Vendors Vendor Rating Approved vendor by client / consultant as per contract document Activities before Placement of Order Quality Control & Monitoring Non Conformities Assessment of quality, health, safety & environmental risks Responsible Head Procurement Project Coordinator Procurement Manager Procurement Coordinator Corporate Quality or Site QA/QC In-charge Material Manager Third Party Inspection Agency. Shall be nominated by Client / Contractor as the case may be and shall carry out inspection as an independent party as per guidelines provided by Client Procurement and Material Control Planning Evaluation of Vendor / Subcontractor Qualification of vendor/ subcontractor shall be on the basis of their capability to deliver the specified technical requirement, experience of similar product and services, and quality system organization. -01 Rev 0 Page 24 of 41

25 DOCUMENT NO: -01 Rev 0 The level of control over the vendor/ subcontractor will depend on the criticality of the purchased item or services required with respect to the quality requirement. The Vendor s Quality Plan shall be subjected to review by Contractor s QA/QC personnel & approved by Contractor. Where quality requirement is primary consideration the extent of control shall be exercised extensively in the factory or site during development and manufacturing stages or performance of subcontracted work, as referred in Departmental Procedure for Procurement Department and other applicable documents mentioned above Construction Schedule In the initial stage contract and purchase personnel shall be appointed who shall be responsible for all planned contracts and purchases respectively. Critical items, in terms of the construction schedule shall be planned and expedited to ensure for its timely delivery. Contractor shall agree all expediting plans and delivery schedule prior to implementation Procurement and Material Control Procedures Purchase Data All procurement of brought out items shall be provided with purchase data sheet which describes and defines the detailed technical requirements, applicable standards/codes, drawings, and scope of responsibilities and necessary provisions for tolerances and acceptable standards, as referred in Procurement Control Procedure and other applicable documents mentioned above. The commercial requirement which describes the terms and conditions shall form a part of the contract agreement. This shall also be attached to inquiry document Requisitioning or Tendering All requisition packages shall be thoroughly checked in the same way that any engineering document and drawing would be checked. All requisition shall carry the signature of approval of the level of authority Bid Evaluation The technical and commercial evaluation shall be performed jointly by responsible and experienced company personnel to determine the adequacy as defined the inquiry document. The evaluation is documented and pursued for ambiguities to avoid contractual disputes and claims in the subsequent stages. -01 Rev 0 Page 25 of 41

26 DOCUMENT NO: -01 Rev 0 The award of contract package to successful vendor is subject for approval of the Procurement Manager and / or Project Manager based on the result of the evaluation undertaken by functional organization Purchase ordering All procurement of brought out items shall be provided with purchased data sheet, which describes and defines the detailed technical requirements, physical or service scope, applicable standards/codes, drawings, and scope of responsibilities and necessary provisions for tolerances and acceptable standards, as referred in Procurement Control Procedure. The commercial requirement which describes the terms and conditions shall form a part of the contract agreement. This shall also be attached to inquiry document Expediting The expediting of purchased product shall be performed on the criticality and impact of the purchased item. The proactive expediting shall be employed by continuous contact with the vendor and contract plan visit to ensure timely delivery, which is crucial to meet project schedule Material Receipt and Control It shall be ensured that the supplier s procedure for the storage, preservation and handling of the equipment are available to the Contractor s store in-charge. The limits of responsibilities between the supplier, transporters and contractor shall be clearly established. It shall be ensured that all necessary documentation for the efficient taking over and inspection of material is available to the Work Contractor s stores in charge before deliveries commence. It shall also be ensured that handling and storage facilities are available in accordance with the suppliers recommendations and stores personnel are fully trained in the requirements of the Work Contractor s deployed Vendor s procedures for material receipt and safe storage and handling Material Reconciliation It shall be the Work Contractor s responsibility to ensure that all stocks is logged controlled, tracked and monitored on a database. The material reconciliation shall be planned for at the outset of the project. -01 Rev 0 Page 26 of 41

27 DOCUMENT NO: -01 Rev Verification of Purchased Product The verification of purchased product may be carried out by the Work Contractor s representative at vendor s factory or work to the extent as specified in the contract. Such verification conducted by the Work Contractor will not relieve the Vendor of his responsibility to provide satisfactory product. All incoming material shall be inspected for possible transportation damages, quantity, review of test certificates (if applicable) etc Handling, Storage, Packing, Preservation and Delivery Scope This section defines a necessary measure to ensure that adequate quality control is in place for handling, storage and delivery of all construction material, equipment, consumable and spare parts. This control is applied to prevent any damage and negative influence on product quality from receiving stage to installation stage in accordance with the documented procedure Applicable Reference 1. Procedure for Product Identification & Traceability 2. Procedure for Material Handling & Storage Storage, Warehousing, Handling and Preservation All incoming materials shall be carefully handled and unloaded. The material shall then be inspected and its conformance to the specifications shall be checked / inspected. Accepted products / materials will be kept in secured warehouse for proper storage in accordance with the applicable procedure and supplier/manufacturer s recommendations. The materials which do not conform to the specifications or found defective shall be returned to the supplier / vendor and advised for replacement. The storage/warehousing of products shall be done in orderly manner to permit inspection and checking of periodically. When moving a product adequate protection will be provided and the method of handling should be as such to prevent injury and damage. While the product is in storage, if required, measures can be used to preserve the Product Quality and fitness for use Packing and Delivery The control of packing of products for delivery will be documented and carried out to the level that the products are securely packed and provided with identification and packing list describing the contents of the shipment. -01 Rev 0 Page 27 of 41

28 DOCUMENT NO: -01 Rev Distribution and Issuance for Use The control and administration of products is carried out and documented by Stores Officer in the receipt, distribution and issuance for use MANUFACTURING CONTROL 11.1 Scope This section defines the necessary measures to ensure that adequate control is in place in the method of manufacturing process of purchased products in order to meet quality requirement Applicable References The following documents shall form part of applicable reference: 1. Vendor s Manufacturing Control Procedure 2. Vendor s Inspection and Plan for each order 11.3 Responsible 1. Project Manager / Construction Manager 2. Site QA/QC In charge 3. HSE Manager 12.0 INSPECTION AND TESTING 12.1 Scope This section defines the necessary measures to ensure that adequate procedure is in place in the inspection and testing, and monitoring activities for purchased products, materials, equipment and services in the manufacturing process and construction phase. Applicable References The following documents shall form part of applicable reference: 12.2 Responsible 1. Inspection and Test Plan of the Construction / Work Procedure 2. Control of inspection, measuring and test equipment. Site QA/QC In-charge QA/QC Engineer Stores In-charge Third Party Inspection Agency -01 Rev 0 Page 28 of 41

29 DOCUMENT NO: -01 Rev Inspection The inspection activities shall be performed and applied in the manufacturing phase of purchased products and construction phase in accordance with the quality procedures. The quality inspection procedure shall be proceeded which describes the quality objectives, the extent of inspection, witness points, frequency and criteria of acceptance including the method for disposition of nonconforming items reference can be made to Inspection and Test Plan of each Procedures Characteristics of Inspection The inspection activities shall be performed periodically at appropriate stages to permit inspection such as dimensional, NDT/DT, visual performance test among other things in accordance with the documented procedures describes in the quality procedures Receiving Inspection & Testing of Material All incoming materials including Free Issue Material (FIM) issued by Client/consultant related with the final product are inspected and tested as per the Inspection and Test plan or documented procedures. These are released for use only after acceptance of the concerned inspection and testing authority. Where incoming material is released for urgent production prior to verification it is identified recorded and reported to customer in order to permit immediate recall and replacement in the event of non-conformity to specified requirements In-Process Inspection and Testing The QC Engineer s as per the documented procedures shall carry out all in-process inspection and testing at various stages of construction. In case any non-conformity is observed, the product is withheld for further processing until the required inspection and testing have been completed. These are overruled when product is released under positive-recall.final Inspection And Testing The QC Engineer carries out all final inspection and testing to complete evidence of conformance of the finished product & FIM to the specified requirements. QC department gives clearance only after all specified requirements are met Client, Contractor, TPIA s Verification The CLIENT, Contractor, and TPIA shall be provided with adequate access and necessary instruments, equipments and tools to perform verification activities effectively at vendor s shop and at construction site. -01 Rev 0 Page 29 of 41

30 DOCUMENT NO: -01 Rev Inspection and Test Records All inspection and test records shall be kept, maintained and provided with appropriate identification for traceability and future reference Alternative Inspection and Test Procedure The alternative inspection procedures and measuring instruments or process shall be employed upon the approval of the Contractor in the event that the original requirement cannot be carried out Control of Inspection, Measuring and Test Equipment Site QA/QC In-charge or his representative to determine the adequacy with respect to accuracy shall verify all inspection, measuring and test equipment for use of manufacturing process and construction site. The control of inspection, measuring and testing equipments include calibration records, which shall be performed periodically in accordance with the acceptable standards and procedures, identification such as labels or tags and in the storage to prevent damaged especially to precision instruments/tools. All documented procedures and records shall be maintained and controlled throughout the duration of the contract in accordance with the project requirement Inspection and Test Status The inspection and test status of the product are identified as per Inspection and Test plan and/or documented procedures through out production and installation. Only product that has passed the required inspection and test is installed or used in production. Rejected products are marked as quarantine to prevent their use/incorporation by mistake. The identification of status indicates whether a product has not been inspected/has been inspected and thereafter whether it has been accepted/rejected/kept on hold pending till further decision. The status is indicated by marking or tagging or signing in accordance with Inspection and test plan or documented procedures. The product, which does not indicate status, is considered as un-inspected CONTROL OF NON-CONFORMING PRODUCT & CORRECTIVE ACTION 13.1 Scope -01 Rev 0 Page 30 of 41