other special considerations. Attendees at these meetings include the Project Manager and Project Engineering Manager. Design Engineers may be required to attend specific meetings to discuss particular items.

1.1.1 Internal Meetings

Internal design co-ordination and/or review meetings are held on a regular basis as determined by the Project Engineering Manager to discuss and clarify the following:

interactions and information flow between disciplines, particularly to alert other disciplines of potential impact of design changes

Client requirements

design problems

consultant performance and requirements

progress and status

design review (including conceptual or detail, where applicable)

staff and resources

constructability and cost effectiveness

design and drawing approvals

engineering changes. The Project Engineering Manager or designate prepares minutes of the meeting which are circulated to all attendees. Internal memos are also used to communicate important information on the items listed above. Attendees at these meetings are normally the Project Engineering Manager, Lead Design Engineers and Chief Draftsperson. Other Design Engineers, Consultants, construction personnel and specialists may be present if required. The Project Engineering Manager nominates the frequency of these meetings. As a guide, meetings are weekly on major projects, fortnightly on medium projects and as necessary on small projects.

1.1.2 Correspondence

The Project Engineering Manager ensures that all design and technical correspondence is distributed to the relevant design personnel. On large projects a weekly file of design and technical correspondence is prepared and circulated by the Project Engineering Manager or designate.

1.1.3 Squad Checks

On temporary works, or minor projects with no significant discipline interface, a squad check is not required.

1.1.3.1 General

The squad check enables disciplines other than the originating discipline to comment on engineering documents which may impact their scope of work.

Comments shall be positive and not of an interrogatory nature. If the reviewer requires more information or clarification he contacts the originator directly. Reviews are limited to technical content. Comments on grammar/presentation are NOT included. Comment copies are returned via Document Control to the originator with comments noted and signed and dated by the reviewer. Where no comments are made, the words “no comment” are written on the review copy, and signed and dated by the reviewer.

1.1.3.2 Squad Check Matrix

Squad checks are normally limited to inter-discipline interface review and vendor equipment interface. For major projects where a distribution matrix is used, the following applies: a) Distribution of documentation is the responsibility of the Document Controller.

Documents are distributed in accordance with the originator’s listing, and the squad check matrices developed by Lead Discipline Engineers or as modified in agreement with the Project Engineering Manager.

b) The Document Controller issues the squad check matrices to each Lead Discipline

Engineer for review. It is the responsibility of each Lead Discipline Engineer to ensure that his discipline is included in the squad check distribution of documents as appropriate to the discipline requirements.

c) A purpose code is allocated to the matrix:

O = originating discipline R = review and comment.

d) Disciplines allocated an “R” code are issued with documents for their comment as “issued for squad check” stage.

e) Each originating Lead Discipline Engineer has the authority to add additional “R” code

disciplines on a document-by document basis. f) “R” codes may only be removed by agreement of the Originating Lead Discipline

Engineer/Review Lead Discipline Engineer and the Engineering Manager.

Squad checking is not required for the following documents:

temporary works desig

architectural details

piping datasheets

piping key plans

stress isometrics

electrical and instrumentation reports

electrical and instrumentation installation details

electrical and instrumentation cable schedules

electrical datasheets

instrumentation loop diagrams

instrumentation label lists, program listings, etc

instrumentation schematics

instrumentation logic diagrams

technical bid evaluations

requests for quotation

inspection and test plans

material takeoffs. 1.1.3.3 Squad Check Drawing/Document Distribution

Documents are normally issued on a “series” review. A normal review time should be within one working day of receipt of the document/drawing. For critical documents a “parallel” review may be utilised with a copy issued simultaneously to all reviewers. The Engineering Manager assigns priorities for review of documents should the need arise.

1.1.3.4 Collation of Squad Check Comments

The document/drawing originator will examine the validity of comments by other disciplines and discuss any disputed major comments with the reviewer and reach a mutual agreement. Withdrawn/amended comments must be noted on the drawing/document concerned and signed by the reviewer.

To avoid excessive discussion, disputed minor comments may be disregarded by the document originator. The document originator must note the reason on the comment copy. The squad check comment copies shall be retained in Document Control files for reference/audit purposes. When the document is amended to include squad check comments it shall be presented to the Lead Discipline Engineer for “check” signature/date, and to the Engineering Manager or nominee for “approved” signature/date (as applicable).

1.1.3.5 Round Table Review

If on receipt of squad check comments, it is apparent that one discipline’s comments conflict with another discipline’s comments, it is the responsibility of the originating Lead Discipline Engineer to resolve the comments. Discussions of the conflicting comments should take place at a round table review. All decisions and actions must be recorded and distributed to all reviewers and concluded in the squad check records. The Engineering Manager arbitrates should the need arise.

1.2 Design Output

1.2.1 General

The Design Engineer ensures that the design output is well documented and consists of contract requirements including calculations, analyses, specifications, data sheets, reports, feasibility studies and drawings as appropriate. The Design Engineer ensures that the design output:

is numbered, dated, indexed, and revision controlled

complies with design input requirements including the current revision of any vendor data

contains or references acceptance criteria, where appropriate, by quoting relevant codes, design loads etc

conforms to appropriate design standards and regulatory requirements whether or not these have been stated in the design input

identifies those characteristics of the design that are crucial to the safe and proper functioning of the works.

Drawings are controlled in accordance with Section 1.4 of this procedure.

Each document is checked independently of the originator. When comments have been incorporated by the originator the document is approved by: a) the Senior Discipline Engineer in the project team or in the Company, or b) the Project or Company Engineering Manager, or c) the Project Manager. When conflict occurs the problems are discussed with and resolved by the Project Engineering Manager, or the Project Manager. Documents issued prior to "issued for construction" or "released" are generally stamped preliminary or noted in the revision description and are not necessarily approved.

1.2.2 Calculations

Each design calculation is documented behind a numbered calculation front sheet and is in logical sequence, clear and legible, and capable of being photocopied. Calculations include attachments such as computer printout, sketches etc. Calculations reference design input requirements, applicable standards and specifications. For all calculations, both the Design Engineer and the Checker initial and date each page of the calculation and the calculation is firmly bound by either stapler or bulldog clip. All calculations which affect other design documents (such as P&IDs) or which will affect the design work of the other disciplines are normally checked before releasing the results or issuing other related documents. For example, if a calculation to size a pressure vessel is to be made, and a data sheet for the vessel is to be prepared, the calculation is checked before the data sheet is issued to the Mechanical Engineer. A calculation as determined by the Project Engineering Manager may be issued unfinished as "preliminary" provided it is noted as such and subsequently developed related documents make note they are based on preliminary or unfinished calculations. The front sheet includes the calculation number as provided by Document Control. The revision box is completed. Only one revision of the calculation is valid at any time. Document Control stamps previous revisions "superseded" and files one copy. Before revising any calculation, Document Control makes a photocopy of the original calculation and files it in place of the original. Calculations include a table of contents and include, as a minimum, the following sections: Introduction A brief paragraph describing what the calculation is about

and why.

Assumptions List in point form any assumptions made as part of the calculation.

Input data List any relevant correspondence or other calculations or drawings etc that are used to support or as a basis of the calculation. Any computer software used should be identified here also.

Codes / Standards List any applicable codes and standards.

Calculations Calculations are set out with enough descriptions to allow other engineers to readily follow the calculation logic. Any equations or design techniques and their source are referenced.

Conclusions List out any conclusions reached by the calculation. (e.g. "A 3" dia pipe will be adequate for this service").

Appendix Append copies of any relevant documents that have a bearing on the calculation, e.g. P&IDs, Piping Isometric drawings, Correspondence.

The pages of the calculation are numbered with the total number of pages shown on the front sheet. The Design Engineer ensures that the calculation is accurate and complete as described above and does not submit it for checking until complete. All calculations are registered on the document control database and are not considered complete until checked and approved.

1.2.3 Computer Printouts and Disks

a) General Each printout which becomes a controllable document, e.g. each Instrument Index, has a document number assigned by Document Control prior to printout. The Design Engineer prepares a standard Company document front sheet to accompany the printout and this sheet carries the document and revision numbers, and all the review and approval signatures. The Engineer makes two copies of printouts:

i) one copy to stay with the design group initiating the task as a working copy

ii) one copy to Document Control for actioning, i.e. ensuring face sheet has been initiated or updated and signatures obtained. This printout is then

issued as a document. When printouts are back up to design calculations they are appended as part of the design calculation and carry the calculation number, revision and date of printout as a minimum. These can be marked up manually if a system generated header is not available.

b) Process Simulation Calculations All process simulation calculations are treated as calculations.

1.2.4 Computer Programmes and Spreadsheets

When computer programmes are regarded as industry standards there is no requirement to verify the programme. If however the programme is new or is of a proprietary nature then the Design Engineer verifies the correctness of the programme by representative manual calculations or other means. This is particularly applicable to spreadsheets developed by Design Engineers to assist in completion of design calculations. Such spreadsheets are checked in accordance with calculation checking procedures, and the Checker's name, signature, document revision number and date appear on the spreadsheet. The spreadsheet is to be checked for inadvertent modification of the contained formulas. A statement on computer programme verification is incorporated as part of the design report.

1.2.5 Reports

Where Design Engineers perform analysis or investigation into aspects of the design work (not calculation, specifications or drawings), their results or comments are recorded in report format, ie. with a standard Company document front sheet, a document number and signature as prepared. Internal reports need not be checked and approved. Reports for external issue are checked and approved by the Lead Design Engineer or the Project Engineering Manager prior to issue. The Document Controller retains and registers the originals of reports and controls the distribution of copies.

1.2.6 Design Review

Design output can be reviewed as part of internal meetings (refer 1.1.1), squad check (refer 1.1.3) or specially convened meetings. Records of such reviews consist of Minutes of Meeting, Memos or Squad Check prints. Design Reviews such as HAZOP studies are generally held and minuted or recorded separately.

Method and frequency together with types of documents for design review are stated in the design plan.

1.3 Verification

1.3.1 Critical Items

There are certain critical items that must be independently checked and verified irrespective of their category. It is mandatory that these items be separately identified by the Project Engineering Manager and be controlled independently of the remainder of the design. These items must undergo the following special procedure:- 1. Criticality Assessment At the commencement of the design a formal

criticality assessment is carried out to identify critical items.

2. Design Review The Project Engineering Manager participates in a

specific discussion session with the Design Engineer and the Lead Discipline Engineer at which the design of each critical item is reviewed and accepted. This takes place after design is completed but before checking is carried out.

3. Design Checking An engineer of equal or greater related experience

is selected to perform the check. The check is completely independent of the original design. Concepts and arrangements are initially verified and agreed with the Project Engineering Manager and the original designer prior to proceeding with the detailed check.

4. Verification Review After completion of the verification the Project

Engienering Manager participates in a further specific discussion section with the Design Engineer and the Lead Discipline Engineer at which the final verified design is discussed and accepted.

5. Documentation The above two discussion sessions are minuted

and the minutes included in the Critical Items Record (CIR) file. The CIR has it’s own unique document number and contain the following:

Criticality assessment (list)

Design calculations

Check calculations

Minutes of both discussions

Examples of Critical Items that are identified during the inital Criticality Assessment include:-

All lifting situations including lifted item, padeyes, slings, crane, lifting procedure and fabrication of lifting elements including weld procedure, NDT etc.

Pressure vessel design including weld design, weld procedure, NDT etc.

Pile driving situations including pile design, leader arrangement, dolly details, crane details etc.

1.3.2 General

The method of design verification required for each design output is determined by the Project Engineering Manager and documented in the Design Plan. The decision is based on consideration of the consequences of failure, safety considerations, Client requirements, time and cost implications. As a guide, verification of the following broad categories of Company design activity is identified below: Category Description Verification Level

A Complex Permanent Works Design Full verification (F) B Simple Permanent Works Design Spot verification (1) C Complex Temporary Works Design Spot verification (1) D Simple Temporary Works Design No verification (2) E Tender Design No verification (2)

NOTES: a) The Project Engineering Manager, in conjunction with the Design

Engineer, determines the areas requiring verification. If design anomalies are found, the level of spot verification will increase.

b) Verification may be required in some instances as determined by the

Project Engineering Manager.

The Project Engineering Manager ensures that only qualified personnel who are independent of the design are nominated for verification activities. Design output is verified as conforming to the design input requirements by any of the following means:

holding and recording design reviews, which may include hazard and operability studies (HAZOP)

Checking the design using staff independent of the document which has been produced

performing alternative calculations

comparing the design with a similar proven design where it exists

undertaking qualification tests or demonstrations with models or prototypes.

The method of verification may include checking of:

concept

assumptions

loads

strength

stability

safety

serviceability

dimensions

details

constructability

expandability. Any design faults or inadequacies revealed by the verification are revised by the relevant Design Engineer and resubmitted for verification. Design verification checks are documented by completion of the Design Verification Check List or by written reports. Check lists or reports are held by the Project Engineering Manager for the duration of the project. Upon completion of the project this documentation forms part of the Project Data Book. Design output is submitted to the Client for review if required by the contract. External review of design output may be required by insurers and government departments. The checking procedure for drawings is detailed in Section 1.4 of this procedure. The Project Engineering Manager prepares and maintains a list of specification signatures and initials of project staff designated to prepare, check and approve design output. The list is held by Document Control and updated regularly.

1.3.3 Calculations

After signing the completed calculation as "prepared” the Design Engineer stamps one copy with the Check Print Stamp and forwards it to the nominated checking Engineer for checking. Calculations are checked by an Engineer who is at least the peer of the originator. It is not acceptable for the Checker to be significantly the junior or less well qualified in the particular area of the design than the originator. The Checker is responsible for:

Confirming that the calculation is complete and that it has a fully completed front sheet and all sheets are present and numbered.

Performing a complete numerical check.

Checking that the logic of the calculation is correct.

Confirming that all equations used are appropriate. The Checker does not sign off any calculation that does not fully conform to the above. The Checker, after resolving any design questions with the originating Design Engineer, marks up the checked calculations in red and signs them off as checked. The checked calculations are then given to the originating Design Engineer for rectification. After rectification the Checker signs off the original calculations as checked once he is satisfied that his check comments have been incorporated. The check print calculations are forwarded to Document Control for filing. When conflict occurs the problems are discussed with and resolved by the Project Engineering Manager. Completed calculations are signed off as "approved" by the relevant Lead Design Engineer. The Design Engineer makes a copy and retains this in the discipline files as a working/master copy. The original calculation is forwarded to Document Control for filing.

1.4 Drawing Office Control

1.4.1 Drafting Initiation

At the commencement of a contract or tender, the drafting activities are designated in the design plan (refer Section Error! Reference source not found.).

1.4.2 Drawing Progress Measurement

At the commencement of a project a preliminary drawing list is developed by the Chief Draftsperson in conjunction with the various Lead Design Engineers and entered into the Drawing register or the document control database. Document Control maintains and amends the Register as the project progresses. If progress measurement is required for reporting purposes then a percentage complete is allotted for the various stages of drawing completion as determined on a project basis or as follows: Start 5% Issued for checking 40% Issued for squad check 60% Issued for client review 80% Issued for construction 95% As built 100%

As drawings are developed, progress is plotted on the Drawing Register and Control Chart or entered into the document control database. At the end of a reporting period the progress is determined by the Chief Draftsperson for each drawing group as "estimated percent completion by area and drawing classification", or as agreed for the project, to determine progress.

1.4.3 Drawing Numbers

Refer XXXXX, Procedure for Numbering Systems.

1.4.4 Drawing Register

Document Control maintains a manual drawing register (XXXXXX) or the document control database to list and monitor revisions of drawings. The preliminary drawing list, developed by the Chief Draftsperson in conjunction with the Design Engineers, is entered into the Register by the Chief Draftsperson or his designate at the beginning of the project and updated as the project progresses. If progress measurement is required on the manual drawing register, the Lead Draftsperson for each discipline fills in the completion date and progress columns according to progress.

If using the manual drawing register, a new register sheet is used for each area or series and for each discipline. The start date and initials of the Draftsperson are entered in the register by the Draftsperson or Document Controller. The date is entered for each revision issue of a drawing by the Document Controller.

1.4.5 Drawing Checking and Approval

Checkers check drawings after they are completed and before they are issued for construction. Detailed checking is necessary to ensure complete verification of design and detail, including features which are not shown but which must be added. When a drawing is ready for checking, it is issued through Document Control and a print goes to the drafting Checker with the Check Print. The drawing is checked by the drafting Checker and reviewed for engineering detail by the originating Design Engineer. When checking and back drafting are completed the drawing is signed by the originating Engineer and issued on squad check. Squad checks are issued for interdiscipline review as determined by the Project Engineering Manager and Chief Draftsperson. The squad checks are usually restricted to arrangement drawings, plot plans, equipment layouts and the like, and are circulated with a Squad Check Stamp to either the Lead Design Engineer and/or the lead discipline Draftspersons. Design check prints and squad check prints may be issued concurrently at the direction of the Project Engineering Manager. Each Lead Discipline Engineer and / or Lead Draftsperson places their initial on the routed print to indicate he is aware of the engineering progress and there are no conflicts with his group's requirements - except as he may note and initial on the print. The routed copy is returned via the originating Engineer to the Chief Draftsperson and all appropriate comments are incorporated on the drawing by the Draftsperson. Check prints are placed in the drawing files by Document Control or a designated Draftsperson. Where conflict occurs the problems are discussed and resolved at a specially convened engineering review meeting or a solution is determined by the Project Engineering Manager. The following procedure ensures uniformity and completeness in checking a drawing by a Checker (Draftsperson or Engineer). The Checker is furnished a check print upon which he: a) marks all correct detail in green b) marks changes, additions and deletions in red

c) notes differences between method of presentation and the job standards d) co-ordinates the sheet being checked with adjacent detail to ensure a fit and

eliminate omissions e) checks for uniformity with other types of drawings for agreement of dimensions

and interferences with other equipment, structures or materials f) verifies that all applicable calculation sheets have been checked and latest

vendor data has been used, noting in red any deviations g) initials and returns the marked print to the originating Engineer for agreement

and then to the Draftsperson designated by the Chief Draftsperson for corrections

h) the Checkers sign the drawing as checked after corrections have been made (a

drawing may be checked and signed without benefit of certified vendor prints if so noted as a "hold" on the drawing).

The Draftsperson making check changes (back drafting) on a drawing:

a) changes the drawing and verifies the changes indicated on the check print and

any disagreement is resolved with the checker. If consensus cannot be reached, the Chief Draftsperson resolves

b) notes differences to the Checker's detail, and marks the check print c) marks changes carried out on the drawing in blue (Hi lighter or similar) on the

check print.

Back checking marks are made in orange on the check print prior to signing off the back checking stamp.

1.4.6 Initial Drawing Check List - Guide for Draftsperson and Checker

The following items associated with the drawings are checked first by the Draftsperson and Drafting Checker prior to detailed engineering checking:

title

drawing number

project number

scale

Draftsperson's initials

dates drawing started and issued

north arrow

legend

notes or general notes

reference drawings

revision

view correctly called up and titled

check linework - new, existing, future, centre lines, match lines and dimension lines

symbols - grid lines and revisions

lettering size, spelling mistakes, legibility

units of measurement correctly called up

datums, levels and work points clearly shown

floor grating span direction indicated

member sizes all shown

piping sizes and details all shown

grout allowance

interface between drawings, and match line continuity checked

interface between disciplines

clearances and access

safety requirements

bill of materials

"Holds" noted

location plan

reference to vendor data

CAD identification

all components are correctly identified

all required size and capacity data is shown

all piping line numbers and specification are shown

valve designations are indicated. 1.4.7 Approvals and Timing of Signatures

As the drawings are developed the signatures and approvals in the title block are signed off together with the date (day, month, year) as follows: Drawn - by the Draftsperson doing the drawing together with the issue date Traced - by the Drafting Assistant/Tracer if drawing is traced at the date of

commencement Designed - by the Designer (Engineer) involved in the development of the

drawing, before the drawing is checked/issued Checked - by the Checker (Draftsperson or Engineer) after all back drafting is

completed Supervisor - by the Drawing Office Manager or designate after checking

drawing numbers, drawing status, issue status prior to issue for whatever purpose and to ensure that the drafting requirements of this procedure are met

Project Engineer - by the Design Engineer or Lead Design Engineer after reviewing for compliance with project requirements

Approved for Construction - by the Project Manager, Project Engineering Manager or Design

Engineer when the drawing is issued for construction after all reviews (internal, Client, statutory) have been completed

Client Approval - in some instances the Client is required to sign the original

drawings.

1.4.8 Drawing Review and Approvals by Client

The following list is typical of the design drawings which are submitted by the Project Engineering Manager to the Client (via Document Control) for review and approval if required in the contract: a) process flow diagrams b) P and ID's c) electrical single line diagrams d) emergency shut down logic diagrams e) instrument schematics f) operations panels configurations g) plot plans and equipment layout. Document Control transmits the above drawings to the Client for review in accordance with XXXXX, Procedure for Document Control. On the initial "For Client Approval" issue and subsequent major revisions, two copies of these drawings (or number and type of copies specified by the contract) are routed by Document Control to the Client for review. The Client returns one copy to the Company marked up with comments, notated "Approved as Noted" or "Approved" if there are no comments. Client comments are incorporated on the drawings only after review with Company engineering personnel affected. In some instances drawings are not returned and comments are communicated by fax or similar. The originating Engineer approves incorporation of Client comments by countersigning the marked up drawing (or other documents). If changes requested by the Client do not appear appropriate, the Client is contacted to resolve any differences of opinion. All drawings and sketches returned by the Client with comments or approval signatures or copies of other forms of approval comments (eg. fax) are kept in the drawing files by Document Control.

Document Control maintains a running list of all drawings and sketches issued for Client comments or approval with the date of issue and date of return shown. Drawings which require Client review are deemed as "frozen" once approval has been received. Before these drawings can be issued as "revised" the Client must have "Approved" the original drawing.

1.4.9 Drawing Approvals by Statutory Authorities

Drawing submittals to Government Authorities are made via Document Control as and when required by statutory requirements to gain the necessary permits. Stamped copies of such drawings and calculations are retained by Document Control as part of the design office records until the end of the contract. At the end of the contract, Document Control sends copies to the Client in bound volumes, i.e, project data books.

1.4.10 Drawing Revisions

Refer also XXXXX, Procedure for Document Control. Prior to reaching the "Issued for Construction" (IFC) stage, all drawings are designated as revisions A,B,C etc. Specific design basis drawings may be issued as “issued for design” (IFD) at alpha revisions. Changes made from one issue to the next require clouds and triangles to identify the changes and altered dimensions and these are described in the revision box on the drawing, commencing on the bottom line and working up. Draftspersons remove clouds from one revision to the next, but the triangles remain. The first IFC issue is always Revision 0 (zero) with all clouds and alpha code triangles removed. Therefore, there should never be any confusion regarding the status of a drawing. All revisions after the IFC stage follow a numeric code 1, 2, 3 etc. Changes from one issue to the next require clouds and triangles notating these changes. Clouds are removed from one revision to the next, but the triangles remain. Any changes during this period that significantly affect the engineering time for that drawing are noted by the Chief Draftsperson, or his designate. All drawings issued IFC are signed as noted in Section 1.4.7.

1.4.11 Record Copies of Superseded Revisions

For manual produced drawings, record copies are taken by the person about to revise the drawing prior to that revision. For electronically produced drawings, the original of the current revision becomes the record copy, i.e. the superseded original becomes the record copy. These record copies are stored in Document Control.

Record copies of manually produced drawings are stamped “record copy” by the revising Draftsperson or Document Control. They are also stamped “superseded” once the next revision is issued. Record copies of electronically produced drawings are stamped “record copy - superseded” by Document Control once the next revision is issued. The Document Controller initials and dates the “superseded” stamp and dates the “record copy” stamp once the actions have been completed.

1.4.12 Drawing Transmittals

Refer XXXXX, Procedure for Document Control.

1.4.13 Drawing Issues

Drawing issues are determined by the Project Engineering Manager and made by Document Control and may be issued at various stages of development, e.g.:

Issued for internal review - checking issue and squad check

Issued for internal review - squad check issue

Issued for tender purposes

Issued for Client review - copies to Client for review

Issued for bid

Issued for construction - copies distributed as per the distribution matrix ie, to fabricators, construction department, master stick files, Client etc.

Formal issues of drawings prior to "Issued for Construction" are stamped "Preliminary Not For Construction” and these issues may be for tender purposes or bidding, etc. Informal issues of pre "Issued for Construction" drawings are also stamped "Preliminary Not For Construction". When drawings are issued they are accompanied by a transmittal in accordance with XXXXX, Procedure for Document Control. Informal copies may also be stamped “flash print”.

1.4.14 Master Drawing Stickfiles

Document Control or nominated Draftspersons maintain sticks of current IFC prints on a rack within the drawing office and each print is stamped "Master Copy". Comments by all disciplines are added to the master copy, initialled and dated by the originator. Prior to revising a drawing, the Draftsperson examines the master set to determine if other comments have been made and these comments are incorporated if of a minor nature. Areas of conflict or major changes are discussed with the Project Engineering Manager, or designate, to resolve any discrepancies prior to the revisions being done. Once the drawing is revised, Document Control removes the old master copy, stamps it "Superseded", stores it separately and inserts a new master copy.

In the case of P&IDs, the relevant Lead Design Engineer maintains the stick file of master P&IDs. Any changes to the master P&IDs must be discussed and agreed with the responsible Design Engineer prior to marking up the master P&IDs.

1.4.15 Figures

Figures or illustrations may be prepared to form attachments to a document for the purposes of clarifying the document or, in the case of offshore installation procedure, helping to explain the procedure to be followed. Figures are prepared in A4 or A3 sheet size (using only a CAD plot file or other electronic package). Figures are not used in lieu of drawings and carry detailed dimensional or constructural information only in exceptional circumstances. Figures are not used for sole issue as a "stand alone" document. All figures within a document are regarded as an integral part of the document. Figures are not subject to the normal document control and issue procedures as for a stand alone drawing or document. It is the responsibility of the author of the document to ensure that the correct figure is used and it is correct in all detail. For the purpose of identification, figures, as a minimum, carry the document number of which they form a part and also a unique figure number. Figure numbers are allocated by the Engineer or document author based on the document referencing system. It is their responsibility to ensure that figure numbers are allocated correctly. The author of the figure includes a figure reference number(s) that is unique to the figure and the version. The number used includes a version/identifier (a) through to (z) to indicate the latest version. Where the figure number or the document number is changed albeit the contents of the figures are unaltered, this is regarded as changing the figure requiring a new reference number to be created.

1.5 Design Changes

1.5.1 Engineering Change Requests (ECRs)

Where determined by the Project Engineering Manager, critical design documents, such as Basis of Design, plot plan, P&IDs and electrical single line drawings are "frozen" (refer Section 1.4.8) and stamped "Frozen" when approved as the basis for subsequent detailed design. (ECR) forms are used to monitor all design changes which occur after approval and "freezing" of a design document by the Company. Details of the proposed change, its source, and the affected documents are recorded on the ECR.

ECRs may require internal or external approval. Where Client approval is required a copy of the ECR is transmitted to the Client for review and endorsement. The ECR form is initiated by any person requesting the design change. The ECR form is then forwarded to the Project Engineering Manager. The Project Engineering Manager issues the ECR with a number. Engineering Change Requests are numbered using the standard numbering format. Engineering change requests have alphabetic revisions until completed, when they are issued as revision 0. The Project Engineering Manager reviews the ECR and, if necessary, consults with the Lead Design Engineers and other personnel, as appropriate, to determine the impact the change will have; obtains estimates of manhours and costs then decides if the change is approved. If the proposed change is not acceptable it may be revised and reissued for comment or rejected in its entirety. The Project Engineering Manager signs the ECR as approved, designates who is to action the change and distributes the form to appropriate personnel. The Engineering Manager maintains a master file of ECRs. The original ECRs are maintained by Document Control.

1.5.2 Technical Queries

Technical Queries are addressed and coordinated in accordance with XXXX, Procedure for Technical Queries.

1.6 Design Records

1.6.1 General

The following design records are maintained by Document Control, for the duration of the project:

design input data

design review meetings action lists

minutes of Client meetings

design correspondence

approved design calculations

approved data sheets

design drawings and record prints of earlier revisions

specifications

vendor data

feasibility studies etc

other design output as required by the contract

technical queries

Engineering Change Requests. Design Engineers keep their calculations prior to submission to the Project Lead Design Engineer for approval. Once issued, the originals and record copies of revisions to calculations are stored for the project duration in Document Control (refer XXXXX, Procedure for Document Control). On completion of the project, calculations specified by the Engineering Manager as being relevant to other projects are retained in Document Control in the head office.

1.6.2 As Builts

As part of the design plan a list of documents is developed by the Project Engineering Manager or designate which will require "as builting" at the end of the project. This is normally dictated by the contract requirements. If not covered by the contract, documents to be "as built" include key documents such as P&IDs, plot plans, underground services SLDs, general arrangements, termination diagrams, loop diagrams, data sheets, etc.

1.6.3 Project Data Books

Design data to be included in the Project Data Books is normally listed in the contract.

1.6.4 Archives

Design data can be archived in one, or a combination of, the following media: a) hard copy b) electronically - either in disk format, e.g. specification, data sheets calculations,

or tape/CD ROM format, e.g. drawings. Archiving and retention times are covered in XXXXX, Procedure for Records.

1.7 Design Validation

Validation may be required for a number of reasons, including:

confirmation of strength capacity

confirmation of function

confirmation of performance. Design validation may or may not be required under the contract. Requirements for, and methods of, confirming design requirements are established by the Project Engineering Manager. In the case of performance driven contracts in which a process production guarantee is given and a plant performance test is necessary to finally validate the plant design and conformance with the contract production throughput is considered to be a sufficient validation of the final design. Where a production throughput is not required,

the issue of the Certificate of Practical Completion is deemed to be confirmation of the final design validation. Specific procedures are developed for each validation activity. These are approved by the Project Engineering Manager. Records of the final validation document are retained by the Project Engineering Manager.

1.8 Control of Subcontracted Design Services

Where design is subcontracted to consultants the following applies: a) Design in consultant’s offices

Prior to commencement of the design service the consultant is briefed by the Project Engineering Manager or delegate and provided with appropriate design documents including scope of work, design basis, project procedures, design schedule, design control procedure. The consultant prepares a design plan for approval by the Project Engineering Manager. During the course of design the consultant uses this procedure for design control unless the substitution of an equivalent procedure utilised by the consultant is deemed accepted by the Company. In the former case the consultant provides an amendment clearly explaining the different terminology, etc between his Company practice and the Company procedure.

b) Design Interfaces between consultant and Company The interface process between consultant and Company is dependent on the design activity undertaken. In general, simple interface and design review work flows are developed to ensure the consultant design is properly interfacing with concurrent Company and other consultant design activities.

c) Audit Apart from the consultant’s internal audit, the Company may audit his design activities from time to time.