IMS Process Models-DCTS

Doc. # PM-01 (R0, Date 01-Feb-20011

DUBAI CRANES AND TECHNICAL SERVICES LLC (DCTS)

Sequence and Interaction of IMS Processes

Product Realization

Project Planning & Execution

Monitoring, Measurement and Improvement

Processing of Product / Provision of Services

Fabrication Welding Surface Preparation & Painting

Engineering

Purchase/ Outsource Products/ Services

Sales and Estimation

Project Expediting

QHSE

Handling, Storage & Preservation of Customer Supplied, Purchased

& Outsourced Products

Erection/ Installation and Other Works

Management Processes

Customer

Establish Responsibility, Authority & Line of

Communication and Appoint MR

Interested Parties

DCTS Management

Establish Means of Internal/External

Communication regarding effectiveness of IMS

Control of Documents

Control of Records

Customer Satisfaction,

Feedback and Complaints

Employee Suggestions and

Feedback

Internal QHSE Auditing

Conduct Management

*Receiving, In-process & Final

Inspections

Plan for and Ensure Compliance to Legal and

Other Requirements

Resource Management

Determine Resource Requirements Related to Human Resources, Infrastructure & Work

Environment

Determine Training Needs & Provide

Carry out Maintenance of Infrastructure

Monitoring and Measurement of IMS

Processes

Control of Nonconformance

Monitoring & Measurement of HSE

Performance

Analysis of Data

Corrective/Preventive Action

Accidents, Incidents and Near-Misses

Customer

Evaluate & Select Suppliers/ Subcontractors

Emergency Preparedness and Response

1

1

Identification & Traceability of Customer Supplied, Purchased & Outsourced Products

Identify Processes needed for IMS, determine the

sequence & interaction and criteria to ensure

effectiveness of these processes

Establish/Review Management Policy, Customer Focus and

Statement of Commitment to fulfillment of QHSE

Requirements

Measure Effectiveness of

Training

*Verification of Customer Supplied,

Purchased & Outsourced

Products

Determine Products to be

Supplied by Customer

Continual Improvement

*Final Inspection

Identification & Traceability of In-process *In-Process Inspections

Determine Requirements of

Product Identification &

Traceability

Control Plan

Validate Special

Processes

Plan HSE Operational

Control

Assess HSE Risks/Impacts

Handling, Storage & Preservation of Finished Products

Production Planning

Control of Monitoring and Measuring Devices

Recruit Human Resources or arrange Competent Personnel

Evaluate Suitability of Existing Resources

Provide Suitable Infrastructure & Work

Environment

Determine requirement, provide and ensure

availability of resources for operation, monitoring,

measurement and continual improvement of IMS

Plan and Set/Update IMS and QHSE Objectives

Plan, Establish, Document, Implement, Maintain &

Continually Improve IMS

Resource Allocation

Job Loading

Evaluation of Compliance to Legal,

Statutory & other requirements

Process Owner : Management Representative, Department/Section Heads, All Employees

Objective : To set and achieve SMART Objectives related to Quality, Occupational Health & Safety and

PENINSULAR PETROTECH ENGINEERING W.L.L.

SETTING AND ACHIEVING IMS OBJECTIVES

Doc. # PM-02 Rev.# 0 Rev. Date: 01-Feb-11

Results as Planned & effective?

Concerned, individuals from various function(s)/section(s)/department(s) shall propose actions to improve the output of process(es) they own or otherwise have

control upon, and set relevant IMS Objectives identifying the targets, the means and the time frame of acheiving these objectives.

Review the Objectives in Management Review Meeting

Implement the Programe and record the outcome

Evaluate the effectiveness

Review the results in Management Review Meeting

Objectives SMART?

Update Programe and maintain Records

The above mentioned Inputs shall be discussed in the Management Review Meeting. The possibility of improving the results shall be discussed and responsibilities

delegated to the concerned.

Yes

No

No

Yes

* Corporate Goals per Management Policy, * Results of Hazard/Aspect Identification and Risk/ Impact Assessment, * Results of Evaluation of Compliance to Legal Requirements * Results of Statistical Analysis of various types of Monitoring Data data

Inputs

* Results of Investigation of HSE Incidents, * Results of Customer Satisfaction/Feedback Process, * Results of Employee Suggestion/Feedback Process, * Results of Internl/External Audits, * Results of Internal/External Communication Process

Records

Process Owner :

Objective :

INTERNAL COMMUNICATION EXTERNAL COMMUNICATION

Management Policy Management PolicyObjectives, IMSLegal, Statutory & regulatory requirements HSE related aspects

Management, Management Representative, Concerned Department Head & Immediate Superior

To communicate matters related to Integrated Management System with Employees

Customers & External Parties

PENINSULAR PETROTECH ENGINEERING W.L.L. (PPE)

INTERNAL AND EXTERNAL COMMUNICATION

Doc.# PM-03 Rev.# 0 Rev. Date: 1-Mar-11

Immediate Superior shall make the employee aware of the relevance and

importance of his/her activities, the OH&S Hazards/Risks & Significant

Environmental Aspects/Impact related to his/her activities and how he/she contributes to the achievement of

IMS Objectives of PPE

Input Input

GM decides to communicate?

MR to respond to external party accordingly

Records to be maintained in MR office

Receive inquiries related to IMS from external sources

Forward inquiries to MR

MR to review the correspondence and

discuss with the Management

MR or Delegate to Communicate as decided

NO

Employee Representative shall communicate to employees

the decisions taken in the meeting and laise between the

employees and the Management team on all HSE related matters

The requirements of HSE control measures shall be

communicated to employees through Memos, Signage,

Posters, Notices on Display Boards or any suitable means

The HSE Committee of PPE shall Convene Monthly Meetings to discuss various HSE aspects

Records of Communications to be maintained with concerned

departments.

YES

Conduct general awareness for all Employees joining PPE through HSE Induction & IMS Awarenes Training

Process Owner: Project Manager/Management Representative

Objective : To conduct Customer Satisfaction Survey, and Improve our performance


CUSTOMER SATISFACTION AND FEEDBACK

Doc.# PM-04a Rev.# 1 Rev. Date: 18-Jan-12

GM to delegate the responsibility of Evaluating the necessity and Feasibility of implementing the

identified improvements

Project Manager/Delegate shall present to the customer the JCR for acceptance/approval and CSS for the Feedback on PPE's performance

MR to present and discuss the Customer Feedback in the Management Review Meeting

Management Decision in Favor

of Implementation?

Decide the Actions required, update the Objectives & Programs and Implement the proposed improvement

Inform Client, if appropriate

Discuss the results of evaluation in the MRM

NO

YES

Keep record for future consideration

Any areas identified for Improvement?

YES

GM to delegate the responsibility of Evaluating and identifying opportunities

for improvement form the feedback

Any opportunity for Improvement?

YES

NO

Update and Maintain Records

Project Manaer to follow-up with the Customer, receive JCR and CSS with

their Feedback & foward it to MR

End

NO

Upon completion of project works the Project Manager/ Engineer shall fill in the Job Completion Report (JCR) format

alongwith the Customer Satisfaction Survey (CSS) format

Records Approved JCR

Completed CSS Carry out analysis

of data as per PM-27

Process Owner : Management Representative

Objective : To satisfy customer needs by appropriate handling of Customer Complaints andNegative feedback

Customer Complaint Report

Updated Customer Complaint Log

Customer Complaints/Negative Feedback

(Verbal or Written)


HANDLING OF CUSTOMER COMPLAINT

Doc.# PM-04b Rev.# 1 Rev. Date: 18-Jan-12

Inputs

Record the Customer Complaint in the Customer Complaint Report Format and Log it

Complaint Justified?

Appropriate Remedial Action per Management Decision

Inform Client, Close Out and Record

Output

Management Review Meeting

Investigate

Client

Remedial Action Satisfactory?

Any CAR Raised?

YES

NO

NO

CAR Process YES

Update the Customer Complaint Log

YES

NO

Carry out analysis of data as per PM-27

Process Owner: Management Representative

Objective:

Employee Suggestions and Feedback

Updated Employee Suggestion LogUpdated Records

To improve IMS by effectively implementing Employee Suggestions & Feedback Mechanism


EMPLOYEE SUGGESTION AND FEEDBACK (ESFB)

Doc.# PM-05 Rev. # 1 Rev. Date: 18-Jan-12

All emplyees are encouraged to forward their Suggestions & Feedbacks directly to the MR or through the Employee

Representative (ER), who shall forward the same to the MR

Is the suggestion clear and

appropriate?

Clarify with the employee who raised it.

Any Alternate Suggestion?

Intimate the employee. Plan for implementation and update objectectives if applicable

Does The Management

Approve?

Close it and keep as record for future consideration

Input

No

Yes

Yes

Output

No

MR shall review the suggestion for clarity and appropriateness

Implement as planned & check results

Results as Planned?

Modify the Plan

Update Objectives Program (if applicable) & inform the Employee

Yes

No

Yes

No

MR shall forward the suggestion with his comments and recommendations to the General Manager

for his review and decision/approval

MR shall discuss the status of ESFBs in MRM

Carry out analysis of data as per PM-27

Process Owner : Maintenance Supervisor

Objective : To maintain all equipment in good/working condition

Break-Down Maintenance Preventive Maintenance

Breakdown Reports

Maintenance Requests PM Schedule

Breakdown History Breakdown History

Conditioned Machinery

Maintenance Record

Updated Maintenance Schedule


MAINTENANCE OF PLANT AND EQUIPMENT

Doc.# PM-06 Rev.# 1 Rev. Date: 16-Jan-12

Manpower Allocation

Carryout Maintenance Process

Record potential problems & Maintenance History

Trouble Shoot the Break-Down

Identify Required Materials / Parts

Purchase Requisition for Required Materials / Parts

& Receipt of Materials

Fixing/Reparing

Input

Identify Root Cause

Plan Preventive Measures

Commissioning Normal Operations

Confirmed?

Input

Update / Modify PPM if required

Output

PM-14a or PM-14c

Study Breakdown

History

Yes

No

Process Owner : Custodian of Devices, QHSE Manager

Objective :

List of Monitoring and Measurement Devices

New Monitoring and Measurement Devices

Updated Calibration Records

Calibration Certificates

Results of calibration

To ensure that the Monitoring & Measurement Devices needed to provide evidence of conformity of

Products / HSE Charecteristics of Operations to Requirements are in a known state of calibration at

all times and are claibrated against National/International Standards prior to use


CONTROL OF MONITORING & MEASUREMENT DEVICES


Identification of New Devices needed for

Monitoring & Measurement

Register in Form PPE/QF/IMS/390.

Purchasing shall Send Inquiry & Receive Quotations from

Approved Agencies

Purchaisng and/or the concerned shall Review the quotations & identify/ select suitable supplier

Custodian to Send the Devices to approved Agency and wait

for calibration services

Custodian to receive the devices with the results of calibration

Custodian to check calibration certificate and stickers as

applicable for positive identification

Update Calibration Record(s)

Input

Output

Raise PR for Calibration

Forward the quotations for Approval of GM

Approved? No Yes Purchasing to Intimate the Custodian Purchase to negotiate with the agency and

take necessary action.

Agency to take necessary action.

Devices Regularly used or required for

current/upcoming use?

Yes

Identify Devices due for Calibration within the next two weeks to one month

Identify the status of Calibration on the device

in order to preclude unintended use

No

Stop

Results OK? Yes

Verify the conformity of results of previous

measurements carried out by the device in question

Results OK?

No

Yes

Custodian to intimate the concerned/client immediately, take necessary action in order to recall, repair or replace the affected product & ensure conformity to requirements

No

Ensure identification of the status of Calibration on the device in order to preclude

it's unintended use

Process Owner(s) : Sales & Marketing Manager and Senior Estimator

Objective :

Inquiry

Tender Specifications

Customer Drawings

Any Statutory/Regulatory Requirements

CIFContract SpecificationsCustomer DrawingsStatutory/Regulatory Requirements (if any)

To determine the requirements related to products and services including

applicable statutory & regulatory requirements.


DETERMINATION OF REQUIREMENTS RELATED TO PRODUCTS & SERVICES

(Marketing, Sales, Estimation & Proposals)


Any SC/OS Required?

Inputs

All Inquiries, received through any channel, shall be forwarded to Sales & Marketing Department (SMD). SMD shall log it in the register.

Marketing Manager (MM) & Senior Estimator (SE) shall coordinate and Review the Inquiry/Tender

Requirements & related information for clarity and relevance to Scope and Capability of PPE.

The received Order shall

be forwarded to MM

MM shall Compare the Order with the PPE Proposal

Order same as Proposal?

ES to Send Inquiries to Approved

Subcontractors/ Suppliers and

Receive Quotations MM shall assign the Job Number, Update the Log, complete the necessary information in CIF and

Append Relevant Attachments as required

MM shall conduct a Kick-Off meeting to briefly discuss the

project with concerned Departments/Sections for

Project Execution & Distribute CIF package.

SE to Prepare the Estimate & Proposal taking inputs from concerned, as required

and forward to SMD for further action

MM shall review the Proposal with the General Manager (GM) in coordination

with the concerned

Output

Information Clear & Explicit?

MM to Send Queries to

Customer & Receive

Clarifications

Yes

OK to proceed?

No

No

Yes

MM shall submit the Proposal & wait for

Customer to respond (MM shall Follow-up

as required)

Job Awarded?

Yes

No

Yes

MM shall forward the inquiry with all the related documents to Estimation Section (ES) for further

processing

SE shall Review the Inquiry in detail for Completeness and Clarity

Requirements Complete &

Clear?

SE shall Raise

Queries and forward

to SMD

Yes

No

No

1

1

MM shall highlight the differences between Order & Proposal and

forward to SE for necessary action

No

MM shall keep the

Record for Reference

SMD shall forward a copy of Final CIF Package to ES for Records

Inquiry within

PPE Scope/ Capability?

Yes

Management shall discuss with

concerned & plan to make Alternate Arrangements

[extra resources, process(es) or new

facilities etc.]

Management Decides to Decline?

Yes

Yes No

No MM shall forward the

decline letter and keep the

Record for Reference

Output Records

Output Records

SE shall check for any Subcontracting (SC) or Outsourcing (OS) requirements

GM to Sign the Contract

SE shall take

necessary action

GM shall sign his approval &

forward to MM for submittal

GM shall forward the

Project Information

and Summary of Estimate for the Review & Approval of

DCM

Is approval of Deputy

Chairman (DCM) Required?

Yes

No

Approved by DCM?

Yes

GM shall take necessary action in

coordination with MM & SE

No

MM shall inform the General Manager (GM)

MM shall analyse proposal

and find out the reason for failure.

Process Owner : Welding Engineer/Inspector

Objective :

Contract Specifications

Engineering Drawings

Approved PQR

Approved WPS

To establish a procedure for qualifying a welding procedure as per relevant standard(s)


QUALIFICATION OF WELDING PROCEDURE


Inputs

Identify Materials and Consumables and check if there are special requirements

of the relevant code

Evaluate need of Qualifying new WPS

Develop Preliminary Welding Procedure (pWPS)

Train Welders on pWPS

Is a new Welding Procedure required?

Carry out welding on test coupons, record actual welding variables and

arrange TPI to witness

Carry out RT

Is RT acceptable?

Investigate cause and accordingly perform Corrective action(s)

Use existing WPS

Arrange and carry out Destructive Testing, PPE and TPI

shall witness this test

Results of Destructive test acceptable?

Formally record PQR and WPS

No

Get WPS and PQR stamped by TPI and PPE

Output

Yes

Yes

No

STOP

STOP

Yes

No

START

Result Satisfactory?

Arrange TPI to Witness

Modification in pWPS required?

Modify

Yes

Yes

No

No

Process Owner : Store Keeper

Objective :

Delivery Notes(DN), Batch Certificates(BaC)

LPO/FPO

Work Order

MIR

SIV

WCs BAKING LOG

WCs ISSUE LOG

Etc.

To outline a procedure for control of welding consumables.


CONTROL OF WELDING CONSUMABLES


Outputs

Inputs

WCs shall be baked in Calibrated Baking Oven at a temperature &

duration specified by the Manufacterer or as per relevant

code/standard. This shall be recorded in Doc.No #:

PPE/QF/ST/650. QC Inspector shall witness & note this process.

QC to raise NCR on Supplier.

Supplier to take action.

Stores to receive Welding Consumables(WCs) and verify Quantity, Quality, Identification and condition

of packaging against DN, BaC, LPO/FCO.

Are the WCs hermitically sealed?

WCs acceptable?

As per project requirement(s) the Welding Foreman/Supervisor shall place requests for WCs

through Doc.No #: PPE/QF/ST/670, after verifying the type of WCs required with QC Inspector.

QC to distribute NCR to concerned.

Yes

Yes

After baking is complete transfer the WCs to Calibrated Holding Oven at a

temp. specified by Manufacterer or as per relevant codes/standards.

WCs shall be stored as per Manufacterer's recommendations.

The Store Keeper shall issue the WCs requested and log the same in Doc.No #: PPE/QF/ST/660.

Any WCs not consumed, partially/fully at the end of the shift shall be returned back to stores, indicating

the quantity returned in the Doc.No #: PPE/QF/ST/670, the Store Keeper shall verify and

record the same in Doc.No #: PPE/QF/ST/660.

-The welding Foreman/Supervisor shall ensure that Low Hydrogen WCs shall be stored in Quivers at 70°C at work place for the duration of the shift which shall not be more than 8 Hrs or a duration specified by the manufacterer or as per relevant code/standard, before returning WCs to stores. -Hermitically sealed WCs shall be used within 12Hrs or as per Manufacterer's recommendations or as per relevant code/standard. -All WCs shall be protected from moisture and splashes at all times.

Returned WCs to be re-baked shall be identified with yellow colour marking on the stub, WCs that

have already been re-baked once, shall be discarded. This shall be done jointly by Welding

Foreman/Supervisor and Store Keeper.

Is re-baking required?

START

STOP

Yes

No

Yes

No

Stores to raise request for QC Inspection vide MIR and QC Inspector shall carry out necessary Quality Checks,

against specifications, LPO/FPO, DN, BaC.

No

Are WCs Low Hydrogen Flux Coated?

No

Process Owner : QHSE Manager & Purchasing Superintendent

Objective

List of Existing Suppliers/Subcontractors

List of Prospective Suppliers/Subcontractors

List of Approved Suppliers

Records of Suppliers'/Subcontractors' Performance Monitoring

: To evaluate the Suppliers'/Subcontractors' capability to provide products and services in

compliance to specified requirements


EVALUATION/RE-EVALUATION OF SUPPLIER/SUBCONTRACTOR


Monitor Suppliers'/Subcontractors' for their Performance on compliance to

specified requirements, including product/ service quality, delivery schedules,

applicable regulatory/HSE requirements, quality of relevant documentation & pricing

Output

1. Conduct Supplier/Subcontractor Audit where practical 2. Send Evaluation Questionnaires to prospective Suppliers/Subcontractors

Select Supplier/Subcontractor for Procurement/Outsourcing requirements

based on their capabilities and place order

Raise Corrective/Preventive Action Request (CPAR) and

forward to the Supplier/ Subcontractor for Action

Action Satisfactory?

Input

Update and Maintain Records

YES

NO

Performance Satisfactory?

YES

NO

Audit Results/Supplier response to Evaluation

Questionnaire Satisfactory? NO

YES

Add Supplier/Subcontractor to Approved List

Rate the Suppliers/Subcontractors on the basis of their performance monitoring results

CPAR

Determine the need for Re-Evaluation

Re-Evaluation Required?

1

YES

NO

Follow-Up on CPAR

1

Re-Evaluate

Process Owner : HSE Officer, HSE Manager

Objective :

Accident Incident Near Misses

To ensure all incidents are reported and investigated in a timely and logically consistent manner, to capture

all information necessary to identify the causation factors and take necessary corrective actions to avoid its

recurrence.

Accident /

Incident /

NearMiss

Report(s)


ACCIDENTS, INCIDENTS, NEAR-MISS INVESTIGATION


Supervisor/Foreman to report this to Safety Department by filling relevant

format

HSE OFFICER TO INVESTIGATE 1. Inform HSE Manager & General Manager

2. By questioning the victim / witness about the details of event 3. Discuss with the Witnesses 4. Find out the Root Cause 5. To suggest the Corrective / Preventive Actions. 6. To report the Results of Investigation

HSE OFFICER TO: 1. Conduct Safety Meeting with Concerned people 2. Discuss the results of investigation where deemed necessary in Management Safety Meeting 3. Explain in Tool Box Meeting

HSE Officer to keep Records

Victim/Witness to report to their immediate Supervisor/Foreman

Inputs

Output

Process Owner : Engineering Superintendent (SE)

Objective : To satisfy customer requirements (expressed & intended) pertaining to design of products

CIF

Contract Sepcifications

Contract Drawings

Relevant Codes and Standards

Regulatory & Statutory Requirements

Design-

Calculations

Design-

Drawings


CONTROL OF ENGINEERING PROCESS (DESIGNING)


Inputs Clear & Complete to process

Inhouse Design Works

Receive Design Output and other Documents from Subcontractor

Note: This should include evidence of design & development, review

verification & validation as applicable.

Design Output meets Design Input

Requirements?

Client Approval Required?

Formalize Internal Approval and Distribute

Submit to Client through Projects

Department

Design Approved?

Inputs

Output

No

Any Queries from

Subcontractor?

Design Subcontracted?

Select Approved Sub-Contractor

NO

SE to Raise Query through Projects Department and

Receive Clarification

SE to Determine & Review Design Inputs

and Other Requirements

Provide Design Inputs and Other Requirements to Subcontractor

YES

YES NO

Carry Out Design Works

1

1

SE Plan Design Development Stages for Inhouse Designing, related Review, Verification & Validation requirements and Assign Tasks to Personnel

ES to Review and Verify

Design Output

Design Output meets Design Input

Requirements?

NO PM-13b Detailed Drafting YES

NO

YES

NO

YES

Subcontractor to Plan and Carry Out Design Development Activities

Results of Design Validation Satisfactory?

YES

Carry Out Design Validation

as Appropriate

NO NO

NO

Maintain Records of Design Inputs

YES

Subcontractor to review Design Inputs and other information

Subcontractor to Maintain Records of Design Inputs

NO

Maintain Records of Review & Verification

Subcontractor to maintain Records of

Review, Verification &

Validation

Maintain Records of Design Validation

YES

Process Owner : Engineering Superintendent (ES)

Objective : To provide complete and clear information related to enginnering drawings and Bills of Materials

to shop & site personnel for carrying out product processing as per contract requirements

CIF

Contract Sepcification

Contract Drawings

Regulatory & Statutory Requirements

Purchase Requisition

Detail Drawings


CONTROL OF ENGINEERING PROCESS (DETAILING)

Doc.# PM-13b Rev.# 1 Rev. Date: 16-Jan-12

ES to receive required information

Designer to take action

Review Design Documents for clarity and completeness

Carry Out Material Take-off.

Raise Purchase Requisition

Documents Complete, Clear

& Approved?

Carry Out Detailing Works

Check the Detailing Output

Detailing Output Complete & Clear?

Formalize Internal Approval

Client Approval Required?

Submit for Client Approval

Documents Approved?

Decide Remedial Action

Input

Output

MTO Complete?

PM-14b

NO

NO

YES NO

YES

NO

YES

NO

Output

YES

Update Drawing Register

Material Available in Store?

PM-15

YES

NO

ES to raise query to the Designer

BOM Authorize

BOM, release & distribute

YES

Apply Control Procedure and Distribute

Plan for Detailed Drafting Activities and Prepare Tentative Drawings Register

Process Owner : Purchasing Superintendent

Objective : To ensure that all the fixed assets (whether general purpose, routine work related or project specific) are purchased in

conformance to the requirements determined, reviewed and approved by designated authorities.


PURCHASING PROCESS

PROCUREMENT OF FIXED ASSETS

Doc. # PM-14a Rev.# 0 Rev. Date: 01-Feb-11

SS to enter the PR details in the OPMAN

System & forward it to Purchasing

Superintendent (PS)

Requisitioner to Evaluate the procurement requirements and raise a manually generated Purchase Requisition-PR

(Note: Do not raise PR through OPMAN System.)

Requisitioner Department Head (RDH) shall review the PR for accuracy and completeness

PR Accurate & Complete?

Start

GM to forward the PR for Review &

Approval of Vice Chairman

OK to process?

PS to raise query to requisitioner & report to GM Requisitioner to take necessary action and

resubmit the PR to RDH for review and approval

PS to compare each Quotation against requirements of PR. PS shall

consult the Requisitioner/DH for

technical inputs if required.

Quotations Received?

Quotations Accurate?

PS to prepare a comparison sheet and raise a Purchase Order (PO) in line with the most competitive quotation.

GM to review approve the PO

Stores/Requisitioner/RDH to receive Goods & verify for

Quality & Quantity of Products

PS to forward the PO to Supplier

Products Accepted?

End

PS to coordinate with

Supplier

OK to process?

PS to Follow-Up

with Supplier

Supplier to take action

PO Approved?

PS to Select (preferably 3 or more) Suppliers from the

Approved List & send Inquiries to them with complete information of

PR requirements

Stores to verify correctness and completeness of necessary documents

Documents OK?

Supplier shall take necessary action

Yes

No

Yes

No

No

Yes

No

Yes

No

No

Yes

No

Yes No

PS to Distribute

PR copies to concerned

PS to Distribute PO copies to concerned

Stores to issue/ handover the product

to Requisitioner, update the Inventory and distribute records

to concerned

RDH shall Approve & Forward the PR to

Stores Supervisor (SS)

PS to Log the PR & forward it for review and approval of GM

Requisitioner shall modify/

correct the PR as necessary

SS shall check the availability of PR items in Stock

In Stock?

SS shall offer the available items for the Requisitioner/

RDH to check

Yes

Stop

No

PS to take necessary action

Requisitioner/RDH to

check the suitability of these items for the intended use

Suitable?

No

Yes

SK to issue the items to requisitioner and

update the inventory

Records Generated PR, SIV, ISJ, ICN

(as applicable)

Records Generated PR, PO, DN, LSR/ISR,

MI, SIV, ISJ, ICN (as applicable)

Any Installation & Pre-Commissioning?

No

Pre-Commissioning OK?

Yes

Yes

Supplier/Representative shall carry out Installation & Pre-Commissioning

Supplier/Representative shall take necessary action

No

Yes

Yes


Objective

Approved Drawings

Material Take Off

Bill Of Materials

: To ensure that the raw material, semi-finished/finished products, services etc. are procured in conformance to the requirements

determined, reviewed and approved by designated authorities.


PURCHASING PROCESS

PROCUREMENT OF PROJECT RELATED MATERIALS/SERVICES

Doc. # PM-14b Rev.# 0 Rev. Date: 01-Feb-11

SS shall enter the PR details in the OPMAN System & forward it to

Purchasing Superintendent (PS)

Requisitioner to Evaluate the procurement requirements and raise a manually generated Purchase Requisition-PR and forward to Engineering Superintendent for Approval

(Note: Do not raise PR through OPMAN System)

Engineering Superintendent (EnS) shall review the PR for accuracy and completeness


PS to raise query to requisitioner & report to GM

Requisitioner to take necessary action and resubmit the PR to EnS for review and approval

PS shall compare each Quotation against requirements of PR. PS

shall consult the EnS for technical inputs where required.



PS to prepare a comparison sheet and raise a Purchase Order (PO) in line with the most competitive quotation.

GM to review & approve the PO

Stores/QC to receive Goods & verify for Quality & Quantity of

Products

PS to forward the PO to Supplier

Products/ Services

Accepted?

End

QC to Raise NCR on Supplier

OK to process?

PS to Follow-Up with Supplier


PO Approved?



PR requirements

Stores/QC to verify correctness and

completeness of necessary documents

Documents OK?


Yes

No

No

Yes

No

Yes

No

Yes

No

Yes

No

Yes No

PS to Distribute


PS to Distribute PO copies to concerned

Stores to issue the product to Requisitioner, update the Inventory and distribute records to concerned

EnS shall Approve & Forward the PR to

Store Supervisor (SS)

PS to Log the PR & forward it for review and approval of GM

Requisitioner shall modify/ correct the PR as necessary

SS shall check the availability of PR items in Stock

In Stock?

Yes

Stop

No


Suitable?

No

Yes

SK to issue the items to requisitioner and

update the inventory

Records Generated PR, MIR, MTC, SIV, ISJ, ICN

(as applicable)

Yes

QC to Distribute

NCR copies to concerned

SS shall offer the available items for QC Inspection

QC Inspector shall check the quality &

relevant documents for these items in line with the PR requirements

QC Inspector to release the material

and generate Material Inspection

Report (MIR)

Records Generated PR, PO, DN, LSR/ISR,

NCR, MIR, BC/MTC, MI, SIV, ISJ, ICN

(as applicable)

Inputs Start


Objective : To ensure that all stock goods are purchased in conformance to the requirements determined, reviewed and approved

by designated authorities.


PURCHASING PROCESS

PROCUREMENT OF GENERAL STOCK GOODS

Doc. # PM-14c Rev.# 0 Rev. Date: 01-Feb-11

Stores Supervisor (SS) to check the stock level, evaluate the need to procure the stock items and raise a Purchase

Requisition-PR through the OPMAN System & log it.

Purchasing Superintendent (PS) to review the PR for accuracy and completeness


Start

PS to instruct SS for necessary action

PS to compare each Quotation against

requirements of PR



PS to compare the Quotations, identify the most competitive one and raise Purchase Order (PO)

Review & Approval of PO by GM

Stores/QC to receive Goods & verify for Quality & Quantity

of Products

PS to forward the PO to the

Supplier

Products Accepted?

End

OK to process?

PS to Follow-Up with Supplier


PO Approved?



PR requirements

Stores/QC to verify correctness and completeness of necessary documents

Documents OK?


Yes

No

Yes

No

Yes

No

Yes

No

No

Yes

No

Yes No

PS to Distribute


PS to Distribute PO

copies to concerned

Stores/QC to Distribute

NCR copies to concerned

Stores to update the Inventory and distribute records to concerned

SS to modify/correct the Purchase Requisition as necessary

PS to sign & forward the PR for review and approval of GM


Records Generated PR, PO, DN, LSR/ISR, NCR, MIR, BC/MTC,

MI, SIV, ISJ, ICN (as applicable)

Yes

Stores/QC to Raise NCR on the Supplier

SS to take necessary action and resubmit the PR to PS

Process Owner : Concerned Department Head and Purchasing Superintendent

Objective

Process Requirements

List of Approved Suppliers/Subcontractors

NCR

Realized Services

Records of

Inspections/Monitoring and

Input to

Supplier/Subcontractor

Input to

Supplier/Subcontractor

Records of Take Over/Hand Over

(as applicable)

: To ensure that the Product(s) outsourced are in conformity to the requirements determined , reviewed and approved by

designated authorities.


PURCHASING PROCESS

OUTSOURCING OF SERVICES

Doc. # PM-14d Rev.# 1 Rev. Date: 22-Jan-12

Start Inputs

The concerned Department Head shall determine the requirements of a process to be outsourced

Department Head shall raise a Purchase Requisition (PR) specifying all the requirements related to the services to be

outsourced clearly, including but not limited to scope of works, approval of procedures, processes, quality plan, Inspection and

test program and equipment, qualifiction/competence of personnel, any Occupational Health and Safety requirements,

any statutory, regulatory, or other requirement.

Purchasing Department shall send enquiries to prospective subcontractors selected from List of Approved Suppliers/Subcontractors and follow-up for their quotation/response

Receive Quotations from the subcontractors and evaluate them in coordination with the concerned Department Head for completeness, compliance

to requirements, clarity and cost efficacy, and submit to General Manager for his approval

The subcontractor shall realize the services as per requirements

Results acceptable?

Inspector shall raise NCR and intimate the subcontractor for

necessary action

Supplier to take necessary action & re-offer the works for verification

No

Records

Yes

Outputs

Approved? Negotiate with the

Subcontractor

Subcontractor to take necessary action

No

To be referred to Tax Department?

Prepare Subcontract Document/

Order

Yes

Issue the Subcontract/ Order to the Subcontractor

No

Forward the Subcontract/ Order to the Tax Department

and receive their advice

Yes

Update the Subcontract/ Order as advised and sign the agreement with Subcontractor

The subcontractor shall raise Requests For Inspections (RFIs) at predefined stages

in accordance with the approved ITP

PPE QA/QC Department shall carry out Inspections as requested as well as any

surveillance /monitoring activities of in-process works at predefined stages in accordance with the approved ITP

Records

QA/QC shall Record the Acceptance of the services rendered and

intimate the concerned accordingly

Concerned Project Manager/Engineer shall complete the formalities of Take

Over/Hand Over as required

Process Owner : Storekeeper / Material Controller

Objective : To control the Received Materials and ensure of it's safe Storage

Purchase Requisition

Order Confirmation Letter

Delivery Note from Supplier

Delivery Notes

Inspection Reports

NCR's If any

MSDS

Site Issue Note

Material Issue Note

Consumable Issue Note

PENINSULAR PETROTECH ENGINEERING W.L.L. (PPE)STORAGE, HANDLING & ISSUE OF MATERIALS, INCLUDING CUSTOMER

PROPERTY


QC Check Materials

Input

Stores Incharge to receive

Stores to Mark Job No. & Material ID and Store Materials

Ensure Materials are stored in a suitable environment & safe

condition

Segregate Defective/Non-conforming Materials to prevent unintended use

Follow procedure for Control

Output

Raw Material, Buyout Items & Welding Electrodes

Consumables

Update the Inventory

Store at designated

Receive appropriate Material Request From

Issue Materials as required and log in the

IP-05

Prepare MIR

Receive Request for Materials

Issue Materials

YES

Stores Assistant to check the received material and Accept /

Reject accordingly

Update the Inventory System

NO

Process Owner : Workshop Supervisor

Objective :

Contract Information Form (CIF)



Bills of Materials (BOM)

Inspection and Test Plan (ITP)

Inspection Reports

Cleared RFIs

To establish a procedure for the pre-fabrication and fit-up of product in line with approved drawings and contract

specification in order to meet the customer requirements.


PRE-FABRICATION AND FIT-UP OF COMPONENTS


Inputs

Foreman to Raise Request for QC Inspection

Records

Welding

Release for Welding

Workshop Supervisor and if required, his team shall Study Drawings, Applicable WPSs and

other relevant documents

Fabrication Team to Carry Out Cutting & Fit-Up of Components as per Approved Drawings and

Approved Welding Procedure Specification (WPS)

Information Clear & Complete?

Shop Supervisor to check the Project Schedules and assign the job to Fabrication Team

Yes

Foreman to Carry Out In-Process Checks

Results OK?

QC Inspector to carry out necessary Inspections in accordance with Approved Drawings, Contract Specifications, Approved WPS and Approved ITP

No Workshop Supervisor to Raise Query to Engineering & Copy to Projects & QA/QC Dept.

Receive Clarifications

Results OK? Raise NCR and Follow the

Procedure for Control of Non-Conformance

Foreman to Re-Offer the Product after Completion

of Necessary Action

Yes

No

Yes

Query

Foreman to Carry Out Necessary Adjustments

No

NCR

Process Owner : Welding Supervisor

Objective :

Contract Information Form (CIF)



Bills of Materials (BOM)

Inspection and Test Plan (ITP)

Inspection Reports

Cleared RFIs

To establish a procedure for the welding of products in line with approved drawings and contract specification in

order to meet the customer requirements.


WELDING


Inputs

Foreman/Welder to Raise Request for QC Inspection

Records Welding

Welding Supervisor and if required, his team shall Study Drawings, Applicable WPSs, and

other relevant documents and Ensure that the Request for Inspection (RFI) of Fabrication

Stage is cleared from the QA/QC Dept.

Qualified Welders to Carry Out Welding in line with Approved Drawings and Approved WPS

Information Clear & Complete? Approved

WPS Available?

Welding Supervisor to check the Project Schedules and assign the job to Qualified Welders

Yes

Foreman/Welder to Ensure

Completion of Welding, Cleaning

and Necessary Identification

Results OK?

QC Inspector to carry out necessary Inspections in accordance with Approved Drawings, Contract Specifications, Approved WPS and Approved ITP

No Welding Supervisor to Raise Query to Concerned Dept. & Copy to Projects

Receive Clarifications

Results OK? Raise NCR and Follow the

Procedure for Control of Non-Conformance

Foreman to Re-Offer the Product after Completion

of Necessary Action

Yes

No

Yes

Query

Foreman/Welder to Complete the Required Operations

No

NCR

Release for Further Processing

Process Owner : Painting Superintendent / Painting Foreman

Objective :

CIF, Work Order, Contract Documents

Job Specifications

Painting Procedure/Method Statement

Mechanical Clearance if applicable

Painted Materials

Inspection Reports

To establish a Procedure for the Blasting / Painting works as per standards and customer

requirements.


PROTECTIVE COATING PROCESS


Input

Is Surface Preparation & weather condition acceptable?

As per requirment of contract/code/specification foreman to

plan and explain to operatives.

Apply Protective Coating

Request for QC Inspection after drying of applied coat

Is Protective Coating acceptable?

Output

Carry out Surface Preparation

Request for QC Inspection

Shipping / Further Processing

No

Yes

No

Yes

Intimate painting inspector on start of surface preparation activities

Acceptable?

Wait till weather condition is acceptable

QC/Foreman to check weather condition

QC to note substrate condition

Yes

No

QC to raise NCR Operations to take

necesary corrective action

DN, PQR


PROTECTIVE COATING PROCESS

16-Jan-12

Process Owner : Cathodic Protection Department Head/Cathodic Protection Engineer

Objective :

CIF, Codes & Standards as applicable

Job Specification, Approved Design if applicable

Approved Method Statement, Work Order

PTW if required

Job completion reports

Commisioning reports

Etc.

To outline a procedure of activities carried out to protect structures/tanks etc. with CP both

onshore & offshore.


INSTALLATION OF CATHODIC PROTECTION SYSTEM ON SITE


Inputs

Make arrangements/Perform excavation/boring to required

degree/depth as contract/specification.

Is excavation /boring required?

Make arrangements for installation of Sacrificial Anodes(SA) or Impressed Current Cathodic

Protection(ICCP) System and Earthing as required.

Output

Document and Record the Approval.

Install and connect SA/ICCP as required/specified with standard

clamps/thermit welding.

Backfill with coke/conductive medium around anodes as required, followed with

gravel and then finally with earth. Check for acceptable potential as per

design/specification between structure and soil/seawater/medium with standard reference

electrode as applicable. Client/End User shall witness the same.

Is the reading acceptable?

Trouble shoot and make corrective /preventive action(s) as required.

Commision the system and apply for End

User/Client approval.

Alternatively for ICCP systems For the first 10 days moniter the potential difference(PD)

and current between the structure and the medium, while slowly increasing the current to a predetermined value,

noting any increase over this value.

Are the readings within limit?

Trouble shoot and make corrective /preventive action(s) as required.

Apply for Final Approval.

Yes

No

Yes

Yes

No

No

for buried/UGI systems

for immersed systems

Process Owner :

Objective :

ITP (Inspection Test Plan)

QP (Quality Plan)

CIF


Fabrication Release Report (FRR)

Final Inspection ReportJob Dossier (when required)Delivery Note


PRESERVATION, PACKING & DELIVERY OF SHOP FABRICATED PRODUCTS


Workshop Manager (WSM) or Authorized Delegate

To establish a standard procedure to ensure preservation of shop fabricated products from damages or

deviations, pack, load and dispatch them maintaining conformity to requirements.

Inputs

Preserve completed product(s) from damages and any other non-conforming conditions

Is special preservation and packaging required?

Special preservation & packaging to be completed

as per contract requirements

Are Quality requirements Satisfied ?

WSM to follow up with QA/QC Department for necessary action

Prior to loading/dispatch, a final inspection request

shall be raised to QC

Inspection results acceptable?

QA/QC to raise NCR, required Remedial Action

shall be taken by WSM

NCR

Final Inspection Release Report shall be issued by QA/QC

Product to be re-offered for inspection

Final Inspection

Report

When Required, Shop Fabricated Products shall be photographed

after loading & just before dispatch

Record (Photos)

Outputs

Yes No

Yes

No

Yes No

WSM to ensure that stage wise inspection is complete and Fabrication

release report has been issued from QA/QC

QA/QC to perform required inspections / action

Process Owner :

Objective :

Materials/Tools Indent

Delivery Note

Contract Requirements

Project Manager

To establish a standard procedure for receiving, proper storage and controlled utilization of products at site.


RECEIVING, STORAGE AND UTILIZATION OF PRODUCTS AT SITE


Inputs

Upon arrival of product(s) on site the quantity and visual condition of the product shall be verified by Site Engineer

Quantity & visual condition acceptable?

Site Engineer/QC Inspector shall raise

NCR and intimate the concerned

Delivery Note to be signed off & product(s) to be off-loaded as per requirements

Special preservation & storage shall be performed as per specification and/or

contract requirements

The products shall be stored appropriately in a safe manner

such that it's conformity to requirements is not altered

Products shall be utilized on site as required, upon authorization from Project Manager/Engineer

Special preservation & storage required?

Outputs

Concerned to take necessary action

No

Yes

No

Yes

NCR

Process Owner : Project Manager, Project Coordinators, Site Supervisors

Objective :


Contract Drawings

QHSE Requirements

Project Completion Report

To Coordinate Projects inline with Customer & Other applicable requirements and matain a single point of

contact for customer communication


SITE OPERATIONS


Input

Output

Job involves Site work?

Prepare / revise Project Schedule

Submit Project Schedule for Client's approval (if required)

Approved?

Distribute to all concerned Depts. Heads

Receive Project ITP and relevant procedures for submission for approval

Submit to Client for approval

Receive Job Status

Update Project Schedule

Approved?

YES

Arrange Site working team

Mobilize workers, equipments & machineries as required

Follow Process PM-14 (if req.)

Follow Process PM-15(if req.)



Arrange necessary documents for submission

NO

NO

YES

NO

YES Follow Process

PM-18(if req.)

Process Owner : Project Management

Objective :

CIFSpecificationDrawings

Job Completion Report

To establish a formal procedure covering all installation / erection activities carried out


ERECTION AND INSTALLATION

Doc.# PM-22b Rev.# 0 Rev. Date: 1-Mar-11

Input

Site Supervisor to study drawings to prepare Erection Plan

Output

Determine the erection plan and provide clear instruction to Riggers / Erectors

Site Foreman to check received materials from Prodcution Dept. against Dispatch Notes for

Site Supervisor to study the Contractural requirements

Pass the appropriate records to concerned department

Are Anchor Bolts

required to be planted into concrete?

Civil Contractor/Section to Plant Anchor Bolts in the Concrete

Anchor Bolts levels are ok?

Site FM to carryout allignment checks and adjust it as required.

QC Check Ok?

Obtain Customer Representative Signature on Job Completion Certificate or Final Inspection Report

Site Supervisor to arrange Handover Checks with Customer Representative

No

Yes

No

Yes

Yes

No

Process Owner : Management Representative (MR)

Objective :

NCR Data Customer Complaints

CPAR Data Customer Satisfaction & Feedback

Internal Audit Results Supplier Performance Evaluation, Re-Evaluation

External Audit Results Employee Suggestion & Feedback

Report(s) of Data Analysis

CARS

Updated Suppliers ListUpdatd Objectives Program

To Analyse the data from various Monitoring & Measurement activities as well as any other sources


DATA ANALYSIS AND IMPROVEMENT


Analyse Data for Various Aspects and classify

(Type, Tasks, Sources, Causes etc.)

Input

Output

Human Plant & Equipment Work Environment Others (as relevant)

Update Records & Closeout

Results Ok?

Raise CAR,

Investigate Root Cause

Evaluate Competence

Competence Ok?

PM-28 or alternative

arrangements

NO

NO

YES

Update Objectives as applicable

Process/Method

Is CPAR required?

YES

YES

NO

Supplier

Decide and Take Corrective/Preventive

Action

Process Owner: Department Head, Magament Representative, Top Management

Objective: To identify training needs & provide training to the personnel on Quality & HSE requirements

Joining Report of New Employee

Contractual requirements for personnel competence

PPE Competence Requirements related to QHSE

Changed Circumstances

Updated Competence Requirements related to QHSE

Annual Performance Appraisal

Certificates

Training Records


IDENTIFICATION OF TRAINING NEEDS AND PROVISION THEREOF


Inputs

External or In-House?

The concerned Manager or QHSE Manager shall review the identified training needs and propose necessary Training to the General Manager

Arrange and provide In-House Training as required

Update and mainatian the Training Records

Arrange and provide External Training as required

Output

Immediate Superior shall make the employee aware of their roles & responsibilities, relevance & importance of their activities, the OH&S Hazards/Risks & Significant Environmental

Aspects/Impacts related to their activities/behaviour, the benefits of their compliance to IMS requirements & improved performance and potential Consequences of departure from specified

requirements and how they contribute to the achievement of IMS Objectives of PPE

Conduct general awareness for all Employees joining PPE through HSE Induction & IMS Awarenes Training

Immediate Superior shall evaluate the QHSE performance of his/her subordinates periodically on the basis of job requirements and results of daily output and identify any QHSE Training needs.

The HSE supervisor shall evaluate the HSE performance of the employees on regualr as well as eventual basis and identify any HSE Training Needs

Evaluate the effectiveness of training through post-training exam results, certifications

and results of annual performance appraisal

IMS Process Models-DCTS

Documents

Transcript of IMS Process Models-DCTS