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REVISION RECORD SHEET

NO.

REV.

CONTENT OF REVISION
Issue for review and comment

DATE OF REVISION
9 Apr 2012

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TABLE OF CONTENTS
SECTION

DESCRIPTION

1.

PURPOSE

2.

SCOPE

3.

REFERENCE

4.

DEFINITION

5.

PROCEDURE

APPENDIX 1:

GUIDE TO POLICY AND PROCEDURE WRITING

APPENDIX 2:

SAMPLE OF DEFINITIONS

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PURPOSE
To establish the process and format for the systematic documenting of procedures issued by
PTSC-LP

2.1

SCOPE
This applies to the preparation and maintenance of all procedures for issue by PTSC-LP.

3.0

REFERENCES
None

4.0

DEFINITIONS
None

5.0

PROCEDURE
5.1

Procedure Format and Content

Each Procedure shall consist of a cover sheet, revision status sheet, a table of contents sheet and be
divided into five (5) sections as follows:
1.0 Purpose
2.0 Scope
3.0 References
4.0 Definitions
5.0 Procedure
Sub-sections to each of the five sections may be added as necessary.
Attachments to the procedure will form appendices and be sequentially numbered Appendix 1,
2, 3 etc.
The procedure header style and content shall be as represented by this procedure.
General text font shall be Times New Roman (12 point) and square bullets. The date should be
written with the month in letter form.
Each procedure will describe in detail the tasks (and, when applicable, include interface
expectations/requirements) to be undertaken in the context of who does what, when ,where and

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how , together with the forms, reports, checklists, registers etc. to be used, to successfully
accomplish the process outputs of the subject procedure.
Examples of standard forms (e.g. checklists, inspection records, reporting formats, registers etc.)
associated with the subject process will, where required, be contained within the Appendices to the
procedure.
Process flow charts and tables may be used to further clarify the process or procedural
requirements and may be appended to the procedure.
The purpose of a procedure is to give clear instruction for the implementation of a process or
activity. A brief guide to that aim is contained in Appendix 1.
5.2

Procedure Numbering

This is described in Project Document Numbering Procedure LP1-PTSC-XX-EN -G1-PRO-009

5.3

Procedure Review and Issue

Each procedure will be subject to review and signatory approval by the originating
department/function Manager and Project Manager.
Prior to issue of procedures, they will be subject to formal review by the Quality function who
shall ensure that the content complies with procedural requirements.
The author shall submit new or revised procedures to the relevant QA/QC Manager for review and
approval prior to issue for implementation.
Each department or function head is responsible for the generation, hard copy distribution, control
and current validity of the procedures governing their activities. Electronic copies will be provided
to the Document Control Manager who shall make the procedures available electronically via the
QA/QC internal server site. A set of authorised hard copies of their own procedures is held by
each department/function. The electronic versions available throughout PTSC-LP shall be in pdf
format and shall contain a macro which ensures any prints taken are endorsed as Reference
Only.
The electronic listing of procedures under each function shall serve as an index of the latest
procedures and their revisions.

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It is the responsibility of all employees to notify their department/ function head, of procedural
requirements that are:

Unclear;
No longer valid;
Inadequate in describing the process;
Impractical;
Inefficient;
Ineffective;
Conflicting with other specified Company requirements.

The department/function head shall in turn, implement the necessary corrective action and amend
the procedure accordingly.
APPENDIX 1
GUIDE TO POLICY AND PROCEDURE WRITING:
What is the difference between policy and procedure?
POLICY = RULES
PROCEDURE = ACTION
Policies:

Describe the rules that establish what will or will not be done.
Can range from a broad view to specific rules.
Are usually expressed in standard sentence and paragraph format.
Include:-

WHAT the rule is,

WHY it exists,
WHEN it applies and
WHO it covers.
Procedures:

Describe the critical steps undertaken to achieve policy intent.

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Are short, factual and to the point.

Are usually expressed using lists.
Include HOW to achieve the necessary results.

Chose a font and format and DO NOT CHANGE, be consistent, always check format and use
spellcheck, (make sure language is set to English UK)

Use short words (one or two syllables).

Avoid the use of jargon, unnecessary technical expressions and fancy vocabulary.

Use common words (eg. use instead of utilise).

Write as you would speak, edit out unnecessary words or phrases.

Avoid the use of acronyms. If acronyms are necessary, use the full title/term first before using
the acronym.

Be Consistent.
Use an approved policy and procedure template - documents written and presented in a
consistent manner aids readability.
Use definitions to ensure consistency of terms throughout policies and procedures.

Use short sentences (maximum of 20 words).

Use short paragraphs (maximum of 100 words for policies; maximum 40 words for
procedures).

Use lists it makes it easier to read, and encourages short sentences.

Remove words that dont add meaning.

For example, use Often instead of In many cases; Before instead of Prior to;
Because instead of Due to the fact that.

Be specific mean what you say and say what you mean

Rather than submit the appropriate form say Submit the Inspection Form.
If action is mandatory shall, must or will is used.
If the action is recommended or valid reasons to deviate from the requirement may exist in
particular circumstances, then should or may is used.
Avoid the use of information that is quickly out dated and needs regular amendment

Use department names, rather than position titles (if possible).

Avoid using specific names or contact details
Make a statement at the beginning of references saying the latest version shall apply
instead of a quoting a revision that may be superseded and require update of the procedure.
Procedures should:

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List steps to follow in order to comply with the policy.

List responsibility for each step.
Use one action per step steps that contain more than one action can confuse the reader.
Wherever possible, start with an action verb, ie. Submit completed form to PTSC rather
than The Engineer should complete the form and then submit it to PTSC.
Avoid too much detail - link to Policy rules if necessary.
Refer the reader to related documents, forms.
When naming a policy or procedure:
Bear in mind that the documents are listed alphabetically (as well as by category) The first
letter of the first word is therefore critical in the location of the policy or procedure.
Avoid using generic first words such as Policy or Procedure.
Ensure the title accurately reflects the policy or procedure content.
Ensure the title does not start with stop words such as the, that or a.
Ensure the title is clear and short

Ensure that related policies or procedures have similar titles

A successful procedure is one that:

Can be easily understood and followed.

Is as short as possible.
Only contains necessary information and guidance.
Always uses simple language.
If the content is unnecessarily long and complex then the procedures will not be read.
People will interpret it incorrectly or give up trying to understand.
Then they will do things as they always have which is not good.

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SAMPLE OF STANDARD DEFINITIONS

Accident - An incident, which has resulted in actual injury, illness and/or damage to personnel,
assets or the environment.
Authorised Person A person authorised by the company to carry out a specific duty
Competent person - A person who is qualified or has demonstrated sufficient knowledge and skill
to enable performance of a specified task.
Confined space: refers to an area, not designed or configured for continuous occupancy, whose
enclosed conditions and limited access make it dangerous.
EPC Contractor - Long Phu 1 Power Plant Project Management Board (PTSC-LP)
Field - Work undertaken in a site environment
Hazard Something with the potential to cause harm.
Hot work - Any works that involves burning, welding, using spark-producing tools, or that
produces a source of ignition
Incident - An unplanned event or chain of events, which has or could have caused injury, illness
or damage to personnel, assets or the environment.
ITP - Inspection and test Plan
Job Safety Analysis (JSA) - A study carried out to ensure that hazards are identified,
analyzed, and properly controlled to minimize, or, if practicable, to eliminate risks.
MSDS: Material Safety Data Sheet.
MTE Measuring and test equipment
NCR Non conformance Report
NDE Non destructive examination
Non conformance An item or condition that does not meet the requirements of the specification,
code, standard or approved drawing
Owner - Long Phu Song Hau Power Plant Projects Management Board (LPSHMB)
Permit to Work (PTW) a document issued by an Authorized Person to allow work to be carried
out in a designated area under stated conditions
PPE - Personal Protective Equipment.
PWHT Post weld heat treatment
QOR Quality Observation Report
QVD - Quality Verification Document/Inspection Form
Residual Risk A re-evaluation of the risks to confirm that both existing and additional controls
result in a low risk level.
Risk A combination of the severity of harm and the likelihood that harm will occur.
Risk assessment The overall process of estimating the magnitude of risk, to the population that
might be affected, and deciding whether or not the risk is tolerable.
Shop - Work undertaken in a shop environment

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Subcontractor - An organization providing services to the contractor

Supervisor: The person exercising direct supervision over a worker group.

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