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Operations Manual: December 2001
Operations Manual: December 2001
Operations
Manual
December 2001
December 2001
Introduction
Foreword
Since the beginning of the Process Industry Practices (PIP) initiative in early 1993,
major progress has been made by more than 300 volunteers working together to harmonize
a common set of written Practices for the process industry.
The PIP Operations Manual provides a single reference source for PIP policies,
plans, procedures, guidance materials and other documents needed by all PIP participants.
This December 2001, revision of the Manual is designed to provide an easily readable
document so that familiarity with PIP background and Practices may be established
quickly, especially for new team members.
Formerly available from the PIP office in paper format, the Manual is now available
on the PIP website for the convenience of PIP members. Users can print copies of the
Manual if the paper format is needed. The original notebook format has been continued so
that topics may be added or modified as the PIP initiative evolves.
The Manuals Table of Contents (TOC) and individual section Contents pages
are bookmarked, giving the user the option of navigating the Manual by using the mouse.
Clicking on section titles in the main TOC will lead to individual section
Contents pages. Clicking on the icon labeled Return to Main Table of
Contents on any sections Contents page will return the user to the main
TOC.
Other headings on each sections Contents page will lead directly to the page
in the section containing that topic. And, each page in the Manual has an icon
labeled Go To Section Contents that will return the user to that sections
Contents page.
Unless otherwise noted, See references and references to sections refer to
this Manual.
See references and key titles throughout the Manual that are bookmarked with
web addresses link directly to locations on the PIP website: www.pip.org
A link in this Manual to the Strategic Plan, will lead the user to the most current
PIP Strategic Plan that is posted on the PIP website, and that replaces earlier versions of
the Strategic Plan in previous versions of the Manual.
Please direct comments concerning this Manual, including suggestions for making it
more useful, to the PIP staff at: http://www.pip.org/members/staff .
December 2001 2
Table of Contents
December 2001
Contents
Organizational Information
Purpose of PIP 5
PIP Position Paper 5
Structural Organization of PIP 6
Strategic Plan 7
Organizational Chart 7
CII/PIP Relationship 8
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December 2001
Organizational Information
Organizational Information
Position Paper
The PIP Position Paper---PIP A Way to Achieve up to 6% Savings on Your
Capital Projects, providing an overview of the PIP initiative is posted on the PIP
website at:
www.pip.org/downloads/Position_Paper.pdf
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Organizational Information
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Organizational Information
Each Function Team is assigned a Sponsor who is a Steering Team member. The Sponsor
serves as an ex-officio member of the Function Team and provides linkage to the Steering
Team.
The Steering Team authorizes development of Practices by the Function Teams.
Function Teams establish Task Teams consisting of technical experts with specific content
knowledge to develop the recommended Practices. Task Team members may be selected
from the Function Team membership or may be other technical experts from Member
Companies assigned to work only on specified Practices. An identified Function Team
member serves as an ex-officio member of the Task Team and provides linkage to the
Function Team.
Roles and responsibilities of Teams may be found in the section titled: Guidelines
for Participants.
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Organizational Chart
A chart showing the organizational structure of PIP is located on the last page of the
PIP Strategic Plan (See above web address for Strategic Plan.)
December 2001 7
Organizational Information
The PIP initiative recognized early in its development the value of a linkage to
an established standards organization, an industrial trade organization, or an established
industrial/academic consortium, and consulted with several organizations with interests
similar to PIP.
In early 1993, the PIP Steering Team and the Construction Industry Institute
(CII) Board of Directors mutually agreed upon a relationship between PIP and CII at
The University of Texas at Austin.
CII is an officially designated, organized research unit of the College of
Engineering within the Bureau of Engineering Research at The University of Texas at
Austin. Its principal funding is derived from unrestricted grants by sustaining member
companies in the construction industry. PIP is an officially recognized and separately
funded sub-unit of CII.
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Contents
Member Information
Membership Guidelines 10
Obligations of Membership 10
Guidelines for Subsidiaries
and Affiliates 11
Owner Profile Form 13
Contractor Profile Form 14
Member Company List 15
PIP Roster 15
Website Information 15
Internal Electronic Forms 16
Obtaining Practices 16
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December 2001
Member Information
Member Information
Membership Guidelines
Membership in the PIP initiative is open to those companies with a vested interest
in the total quality and cost effectiveness of the process industries. Owner companies
qualified for Construction Industry Institute (CII) membership, and engineering design
and/or construction contractors serving those owners are eligible for membership in PIP.
The Initiative has one category of membership. Each Member Company is entitled
to one vote on any team or committee, and each company is entitled to designate one
principal and one alternate representative for each team. A quorum of at least half of the
eligible voting members is required for action by any team or committee. Actions shall be
approved by a vote of the membership.
Obligations of Membership
December 2001 10
Member Information
Where subsidiaries are granted rights to access PIP Practices from parent
companies that are PIP members, and if those subsidiaries are jointly owned by PIP
members and non-members, then access to PIP will not flow through the jointly-
owned subsidiary to non-member parent companies.
December 2001 11
Member Information
PIP Member Companies may not provide access to PIP documents to third
parties where there is no equity interest, other than on projects where either the
contractor or the owner is a PIP member.
PIPs are meant to be an integral tool in the members businesses, but may not
be sold or licensed to third parties as a separate stand-alone product, or as part
of a stand-alone set of standards.
Any eligible company can join as a Member or Subscriber at any time if they
elect to do so.
Where PIPs are integrated into members internal standard, the PIP Practices
format, look and feel, including the logo, must be retained.
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Member Information
COMPANY REPRESENTATIVE
Name: _____________________________________________________________________________________
Title: ______________________________________________________________________________________
Address:____________________________________________________________________________________
Phone: _____________________________________________________________________________________
Will the above person be your Steering Team member? [ Yes ] [ No ]
COMPANY INFORMATION
Approx. Annual Revenue Estimate: $__________________ Approx. Number of Employees: ________________
Location of Facilities: _________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Describe the process your company uses to 1) develop new Engineering Standards and 2) update existing standards:
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Annual Cost to Develop/Maintain Standards (incl. work hours, materials, expenses, overhead, etc.): ____________
MARKETS SERVED
Principal Products or Services: __________________________________________________________________
___________________________________________________________________________________________
Locations Served: ____________________________________________________________________________
___________________________________________________________________________________________
Customer/Client Types: _______________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
OPERATIONS
Average Annual Capital Program: $__________________
Industries Served: [ ] Refining [ ] Chemical [ ] Specialty Chemicals [ ] Pulp & Paper [ ] Other ______________
Number of Home Office Employees: __________________ S.I.C. Codes: ______________________________
PIP INTEREST
What benefit do you expect from PIP membership? _________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
How many participants in PIP do you anticipate? __________________
Other Major Industry Organization Participation: ___________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Rev. 2/01
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Member Information
COMPANY REPRESENTATIVE
Name: _________________________________________________________________________________________
Title: __________________________________________________________________________________________
Address:_______________________________________________________________________________________
Phone: ________________________________________________________________________________________
Will the above person be your Steering Team member? [ Yes ] [ No ]
COMPANY INFORMATION
Approx. Annual Revenue Estimate: $_________________ Total Installed Value of Projects: _______________
Location of Facilities: _________________________________________________________________________
___________________________________________________________________________________________
Approx. Number of Permanent Employees: _____________ S.I.C. Codes: ______________________________
Number of Home Office Employees: _____________________________________________________________
Describe the process your company uses to 1) develop new Engineering Standards and 2) update existing standards:
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Annual Cost to Develop/Maintain Standards (incl. work hours, materials, expenses, overhead, etc.): ____________
MARKETS SERVED
Principal Products or Services: __________________________________________________________________
___________________________________________________________________________________________
Locations Served:_____________________________________________________________________________
___________________________________________________________________________________________
Customer/Client Types: _______________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Industries Served: [ ] Refining [ ] Chemical [ ] Specialty Chemicals [ ] Pulp & Paper [ ] Other ________________
PIP INTEREST
What benefit do you expect from PIP membership? _________________________________________________
___________________________________________________________________________________________
How many participants in PIP do you anticipate? __________________
Other Major Industry Organization Participation: ___________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Rev. 2/01
December 2001 14
Member Information
A current list of PIP Member Companies is shown on the PIP website at:
www.pip.org/membercos/index.html
PIP Roster
The PIP Roster lists all PIP Team Members with mailing addresses, phone and FAX
numbers and e-mail addresses. A key on the cover page of the Roster lists the abbreviations
used to show information about each entry in relation to PIP participation.
The Roster is maintained by the PIP office and is available to PIP participants from the
PIP website at: www.pip.org/members/roster/index.html
The Roster is updated monthly by the Teams and committee leaders.
Website Information
The PIP website ( www.pip.org/ ) was established to keep industry informed about the
PIP initiative and to provide PIP information and electronic access to Practices for Member
Companies and Subscribers. (Print versions of Practices are available for sale to non-members.
(See: Obtaining Practices in this section and Subscription Program in the Business
Guidelines section.)
Any web user can access the PIP website for information about PIP and for a listing of
published Practices. Members have access to the Practices and to additional information about
PIP through the website section Members Area.
The PIP Members Area requires a login user-name, and a password that is changed
quarterly. Passwords are communicated to PIP Steering Team members and Function Team
Leaders by the PIP Office Manager. Team Leaders distribute passwords to their Team
members. Team members can also contact the Team Leader or their companys Steering Team
member to obtain the current password. The importance of maintaining security of the
Members-only area of the website should be emphasized when the PIP password is released
to users within Member Companies.
Access to the PIP Subscription Programs website area requires user-names, unique to
each Subscriber, and passwords that are changed quarterly. Passwords are communicated to a
designated company contact for each Subscriber company. The importance of maintaining the
security of each Subscribers password is emphasized when the PIP password is assigned to
each Subscriber Company.
PIP is utilizing the eRoom software program as the standard electronic file cabinet
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Member Information
Note: In 2000, PIPs website address (url) changed. PIP documents referred to in
earlier versions of the Manual may reflect the url for PIPs original website (pipdocs) which is
no longer a valid website for Process Industry Practices (PIP).
Obtaining Practices
PIP Practices are copyrighted and are available for purchase by any interested party.
The website listing of published Practices, with abstracts and prices, is open to any user at:
www.pip.org/practices/index.html.
PIP Member Companies have perpetual, royalty free, non-exclusive use of PIP
publications. All published Practices are available to PIP members in .pdf format through the
PIP website at: www.pip.org/practices/index.html.
PIP Members Area pages on the website are password protected. Information on
accessing the protected part of the PIP website, including obtaining Practices from the
Members Area of the PIP website can be found in the section Website Information.
PIP Member Companies also have access to the Practices in the native file format
through a separate password that is communicated to Steering Team members only. Practices
in native file format are provided only for convenience of the Member Companies. Steering
Team members can designate participants within the Member Company to receive the password
for the native files, as their company need arises. PIP policy does not authorize changes to
published PIP Practices and Member Companies who choose to change a native file document
for their internal use must re-designate such file as internal and not maintain the PIP identity of
the document.
December 2001 16
Contents
Business Guidelines
Conducting PIPs Internal Business 18
PIPs Business with Others 19
Subscription Program 19
Licensing Agreements 19
PIP and Standards Developing
Organizations (SDOs) 20
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December 2001
Business Guidelines
Business Guidelines
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Business Guidelines
Subscription Program
The PIP Subscription Program (PIP-SP) makes PIP Practices available to non-
member subscribers as an entire set of published Practices or in sets by engineering
discipline. Subscribers access Practices in .pdf format via the PIP website, and receive
notification from the PIP webmaster as the Practices are published. Subscribers also have
access to published PIP Electronic Entry Data Sheets (EEDS).
PIP membership is not included with the purchase of a subscription, and
membership is not a prerequisite to becoming a Subscriber. The Subscription Program does
not include PIP voting rights or participation on PIP teams/committees.
Subscribers have the opportunity to attend PIP functions by special invitation and
will receive acknowledgement from PIP for post-publication comments to Practice content.
Potential subscribers include suppliers and vendors serving the process industry,
who are not eligible for membership in PIP, and owners and contractors who have a use for
the Practices but do not choose to allocate resources for participation in the Practice
development process (i.e. PIP membership).
Information on the Subscription Program is available from the PIP office and on the
PIP website at: www.pip.org/subscribers/.
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Licensing Agreements
PIP has and continues to develop licensing agreements with other industry-related
organizations. PIP has cooperative agreements and/or contract agreements with Standards
Developing Organizations (SDOs) and with technical companies who are incorporating the
Practices in their products.
Information on the PIP Licensing program is available from the PIP Director and on
the website at: www.pip.org/licensees/licensprog/index.html.
December 2001 19
Business Guidelines
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December 2001 20
Contents
Meetings Arrangements
Meetings Locations 22
Conference Calling 23
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December 2001
Meetings Arrangements
Meetings Arrangements
Meetings Locations
Because several PIP Member Companies are located in the area, Houston, Texas,
has been designated a convenient site for meetings. Utilizing the hotels located in the Bush
Intercontinental Airport area makes car rental optional for members flying to Houston.
PIP pays for team meeting costs at hotels in the vicinity of the airport. PIP
negotiates for special overnight and meeting room rates; a fixed, person/day rate includes
meeting room, continental breakfast, refreshments, and lunch in the hotel.
Team meetings for an entire year are scheduled annually through the PIP office.
Notification for scheduling the next years meetings is sent to each Function Team Leader
in November of each year. The meetings schedule for the current year is posted on the PIP
website at: www.pip.org/members/meetings/schedules/index.html.
To make arrangements for special meetings or additional meetings during the year,
call the PIP office at 512-232-3041.
Teams exercising the option of meeting in the facilities of a Member Company
should make those arrangements through the host company. Notification and meeting
details should be sent to the PIP office so that meeting information made available to the
membership on the website can be kept current.
Occasionally a team may choose to meet at the PIP office in Austin, Texas. Teams
are welcome to meet at the PIP office. Arrangements for meetings in Austin must be made
in advance through the PIP Secretary at 512-232-3041. Rental cars are necessary for air
travelers to Austin.
Teams may consider conference calls as a meeting alternative Details on arranging
conference calls through the PIP office can be found in this section in Conference Calls.
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Meetings Arrangements
Conference Calling
Meet Me conference calling, a service available to PIP through The University of
Texas phone service, allows individuals to dial without the help of an operator into a pre-
set group call. Callers can be physically located anywhere. Each caller is billed separately
to the callers number as with any long distance phone call. There is no charge to PIP for
the service.
Meet Me calls must be scheduled in advance through the PIP office. Any group
leader can call the PIP office with the information* required to set up the call. *(See next
page.)
The PIP Secretary will schedule the Meet Me call and transmit via phone or e-
mail to the group leader setting up the call, the phone number to use for the call. The group
leader transmits the phone number to all other call participants. The phone number is
assigned for one conference call only.
Meet Me conference calls should be scheduled as early as possible to assure
availability of UT phone lines dedicated to this service. Last-minute calls can be arranged
if lines are available; however, a minimum of 24 hours prior to conference call time is
recommended.
The call originator is advised to check the Meet Me call line during the 15-minute
period prior to the call starting time. (UT telephone services sets-up the call 15 minutes
prior to call time). The call is set up properly if the caller checking the setup hears the
phone number ring. A problem is indicated if the caller hears: Were sorry your number
cannot be completed as dialed. Please check your number and dial again.
Please call the PIP office (512/232-3041) immediately to report any problem. The
PIP office will contact UT telephone services to clear the problem in time for the scheduled
conference call.
At the time of the conference call, each participating individual will dial the
designated phone number and will be automatically connected to the call. The first person
dialing the number will open the conference line but will continue to hear the phone ring
and should remain on the line until additional callers dial in. While the Meet Me call is
in session, participants can hang up, make other calls, and redial the conference call
number and be reconnected. Participants will hear a slight noise as callers are connected
and disconnected.
The call is completed when the last caller hangs up.
December 2001 23
Meetings Arrangements
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Contents
PIP Office
Introduction to the PIP Office 26
Director Guidelines 26
Roles and Responsibilities of
the PIP Director 27
Staff Guidelines and Responsibilities 28
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December 2001
PIP Office
PIP Office
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December 2001 26
PIP Office
December 2001 27
PIP Office
* For specific reports, see also the section Steering Team Guidelines.
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December 2001 28
Contents
December 2001
Guidelines for Participants
Team Guidelines
PIP Member Companies provide the technical experts who write PIP Practices.
Each Member Company can designate one principal and one alternate representative
to any team or committee; however, the company is entitled to only one vote on each Team
issue. A quorum of at least half of the eligible voting members is required for action by any
team or committee. Actions shall be approved by vote of the members present.
For more information on PIP Teams, see the PIP Strategic Plan at:
www.pip.org/members/downloads/StratPlan.pdf
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Guidelines for Participants
the Function Team Leaders, Sponsors, PIP Chair, Vice-Chair, and PIP Director. The
Steering Team member is responsible for keeping current the information shown on the PIP
roster to reflect company participation. The Steering Team member serves as default
recipient of a Function Team request for material and reviews of material if there is no
representative from the Member Company on the Function Team. In this capacity the ST
Member becomes the Discipline Contact for that company on that Function Team. The
Steering Team member assures that all Function Team members and other participants from
their companies understand expectations of their roles.
The Steering Team shall convene at least once per quarter. The Steering Team
Member or Alternate is committed to attend at least three of the quarterly meetings each
year.
An Action Register of items from previous Steering Team meetings is maintained in
the PIP office, with individual items on the list remaining active until the issue is resolved.
Prior to each quarterly Steering Team meeting, the PIP office e-mails to each
Steering Team member the following information (items shown with * are transmitted two
weeks prior to meeting):
Agenda for the Steering Team meeting *
Function Team Report (FTR) completed by the Function Team Leaders *
Practice Generation Proposals and Practice Revision Proposals received from
Function Teams *
Additional/background information on agenda items
For more information see Roles and Responsibilities of the Steering Team
Member and Role and Responsibilities of Steering Team Sponsor to Function Team on
the next pages.
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Guidelines for Participants
Sell to customer
December 2001 32
Guidelines for Participants
December 2001 33
Guidelines for Participants
December 2001 34
Guidelines for Participants
within the FT members company to serve as Task Team members. See more information
on Task Teams in this section.
A Sponsor, appointed by the Steering Team and responsible for linkage to and
communication with the Steering Team, serves as an ex-officio member of each Function
Team. The Sponsor is both a Steering Team member and a member of the Executive
Committee. For more information on the Sponsor, see Role and Responsibilities of the
Steering Team Sponsor to the Function Team in this section.
A Member Company may choose to appoint a Discipline Contact for a FT in lieu of
active participation on the FT. The Discipline Contacts is expected by communication
conduit between the company and the FT. The Discipline Contact will review the written
and online material generated in the Team meetings and provide input to the FT. Although
the Discipline Contact does not normally attend FT meetings, the Discipline Contact has
the option to attend.
A FT may appoint a liaison to another FT when the level of mutual interest or scope
of work in a Practice is high enough to suggest a relationship.
Each Member Company has one vote in the activities of the FT. Liaisons and
Discipline Contacts have input but no vote on FT issues. Alternates vote only in the
absence of the FT member.
Steering Team members have the right and obligation to provide FT members from
their companies. Steering Team members communicate complete Roster information for
each Team to the PIP office. The PIP office maintains the official Roster containing Team
members names, mailing addresses, telephone and FAX numbers, and Go To:
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www.pip.org/members/roster/index.html.
FT meeting schedules are determined by each team. Teams are encouraged to set
meeting dates as far in advance as possible to accommodate Team members work
schedules. FT members are expected to attend 75% of the Teams meetings (67% for those
members traveling from out of town). FT members commit to out-of-meeting work and
preparation.
Some FT work may lend itself more to teleconferencing, the use of eRoom, and
other electronic means of communication. A meetings schedule, maintained by the PIP
office, is posted on the website. Minutes of FT meetings are recorded and a copy sent to the
PIP office.
FTs prepare a Function Team Report (FTR) to be presented by the FTL, or his/her
designee, at the FTL meeting each quarter. For more information on the Function Team
Report, see FTL Guidelines in this section.
Visitors from prospective member companies may, at the discretion of the FTL and
Sponsor, attend a reasonable number of Team meetings. Visitors should obtain consent
December 2001 35
Guidelines for Participants
from the FTL or Sponsor before attending a FT meeting. Draft documents will not normally
be distributed to visitors.
December 2001 36
Guidelines for Participants
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Guidelines for Participants
TO:
DATE:
Thank you for joining us in developing the Process Industry Practices that we all need
to stay competitive.
The PIP Operations Manual, available on the PIP website at: www.pip.org contains
PIP background information and operating guidelines. I recommend that you read the
Manual and use it as a reference. Some of the information will be more helpful to you after
you have attended some Function Team meetings.
Information on the Task Teams working along with our Function Team will be given
to you at a Team meeting or in Team meeting minutes. Please consider joining or leading one
of our Task Teams.
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Guidelines for Participants
Note: The Function Team Report was formerly titled Common Reporting Form.
Function Team Co-Leaders are elected by their respective Function Teams (FT)s to
serve a two-year term to assist the Function Team Leader (FTL) in administrative tasks as
determined within each Team.
The FT Co-Leader assumes the role of Team Leader at the request of the FTL or
whenever the FTL is absent from a Team meeting.
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Guidelines for Participants
December 2001 40
Guidelines for Participants
Attend at least part of each Task Team meeting (at least by teleconference)
Communicate expectations of membership
Facilitate internal Task Team issues
Offer direction to Task Team
Ensure Team focuses on Team Charter
Be a process observer - facilitator in Team meetings
Motivate Task Team
Work with Task Team Leader to promote participation/attendance
Encourage Task Team members to communicate with their Function Team
members
Work with Function Team Leader to communicate roster information to PIP
office for recording Member Company participation
Be attentive to process rather than be a Subject Matter Expert
Observe through Function Team meetings other Task Teams for liaison
Resolve issues/provide liaison between Task Team and PIP office
Attend Function Team meetings
Report Task Team activities, and be an advocate for Task Team at Function
Team meetings
Interface with other FunctionTeam members to:
- encourage participation of Task Team members
- convey levels of Task Team member participation
Help obtain resources for Task Team through Function Team Leader
Communicate Function Team direction and administrative directives to Task
Team (e-mail, phone, fax, meetings)
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Guidelines for Participants
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Guidelines for Participants
The Liaison should be an experienced technical person, familiar with industry codes
and standards and internal standards in the area of appointment.
The scope of potential liaison activity within Practices topics is large. The limiting
factors are cost to the Liaisons company and the perceived benefit to PIP.
The Liaison is a non-voting member of a Function Team.
The WPT operates within Function Team guidelines. Team members are appointed
based on demonstrated expertise in the objectives of WPT and willingness and availability
to actively participate in PIP.
The WPT meets through quarterly face-to-face meetings and monthly
teleconferences. The WPT is accountable to the Steering Team and, through the Team
Leader and Sponsor, reports quarterly to the Steering Team. The Team Leader and Co-
leader are elected by the WPT membership.
The WPT Charter and membership definition follow.
Note:
The Work Processes Team (WPT) was created April 8, 1999 by PIP Steering Team
approval of the merger of the Document Management Team (DMT), the Work Process
Improvement Team (WPIT) and Information Technology.
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Guidelines for Participants
Develop and improve policies and work processes for authoring, editing,
formatting, publishing, and distributing Process Industry Practices (PIP).
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Guidelines for Participants
meeting issue. A quorum of at least half of the eligible voting members is required for
action. All actions shall be approved by a simple majority of voting members present.
The FTLs Team meets quarterly, at a minimum, on the day preceding the Steering
Team meeting. Participants other than Team members may be invited to attend by the
leader (moderator) of the meeting. FTLs attending the quarterly FTLs meeting will elect a
moderator and a recorder of the meeting minutes for the next quarterly meeting.
The FTLs Team may have scheduled time on the Steering Team agenda to present
items requiring Steering Team action and/or input.
Note: The FTLs Teams name was changed in April 1998 from Practices
Coordination Team.
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Guidelines for Participants
Administrative Guidelines
Chair Guidelines
The Chair of PIP is responsible to the PIP Steering Team for the general operation of
the Initiative. The Chair is responsible for assuring that all functions, activities, and products
are in accordance with the Strategic Plan.
To fulfill these responsibilities, the Chair will:
Chair all meetings of the Executive Committee and the Steering Team.
Interface with the Director in all PIP matters.
Oversee the activities of the Function Team Leaders, Function Teams and Committees.
Serve as an ex-officio member of all committees and teams, whether elected or appointed.
Appoint all Chairs not elected, approve membership appointments to operating elements of
PIP, and create ad hoc committees when it is deemed necessary.
The Chair shall continue to serve as a member of the Executive Committee for one year
following his/her term.
Vice-Chair Guidelines
The PIP Vice-Chair (Chair-elect) selected from Steering Team members, shall be
nominated and elected by the Steering Team for a two-year term. After serving one year as
Vice-Chair, the ST confirms election as Chair in the second year of the two-year term.
Selection of the Vice-Chair is based on:
Knowledge and interest in achieving the mission and the vision of PIP.
Demonstrated leadership in the activities of PIP.
Commitment of his/her Member Company to PIP.
The Vice-Chair of the Initiative will assume the responsibilities of the Chair in the
absence of the Chair or when so requested by the Chair, the Director or the Executive
Committee.
The Vice-Chair may be asked by the Chair to lead a PIP General Meeting, held at 18-
month intervals.
The Vice-Chair also will perform additional duties as delegated by the Chair.
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Guidelines for Participants
Note:
In the original PIP Strategic Plan, the Executive Committee consisted of approximately
nine members with a target ratio of two owners per contractor, the Steering Team Chair and
Vice-Chair, and the PIP Director. The Executive Committee makeup was changed by that
committee on Oct. 6, 1998.
December 2001 47
Guidelines for Participants
Note:
The SPT was originally titled the Long-Range Planning Committee.
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R o l e o f t h e S t r a t e g i c - P l a n n i n g Te a m
December 2001 48
Guidelines for Participants
Note:
In April 1998, the Steering Team approved the merger of the Membership Committees
activities with the responsibilities of the Marketing Team.
December 2001 49
Guidelines for Participants
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December 2001 50
Guidelines for Participants
Note:
See also General Meeting Committee Guidelines on the preceding pages.
D e s c r i p t i o n o f P I P Aw a r d s f o r G e n e r a l M e e t i n g
I M P L E M E N TATI O N AW AR D
Based on: Information submitted by companies, Awards and Recognition Committee
decision
Presented to: Companies who best satisfy the award criteria
Criteria: 1. Total number of PIP Practices currently implemented as-is
(available for use and replacing existing company Practices)
2. A documented strategy for implementing PIP Practices
3. A work process in place for implementing PIP procedures
4. An identified champion(s) responsible for the adoption/implementation
of PIP Practices
Implemen tation Aw ards are presented at the General Meeting by the PIP
Director.
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December 2001 51
Guidelines for Participants
P AR TI C I P ATI O N AW AR D
(Three (3) separate categories: Company *, Individual, Sponsor)
Participation Award: Category 1- Company Participation
Based on: Meeting statistics
Presented to: Top five (5) Member Companies
Criteria: Best attendance (person days) at PIP functions in previous year
Company Participation Aw ards are presented at the General Meeting by the PIP
Director.
P AR TI C I P ATI O N AW AR D
(Three (3) separate categories: Company, Individual, Sponsor)
Participation Award: Category 2- Individual Participation
Based on: Vote of Function Team
Presented to: Top 2 to 5 members of each Function Team
Criteria: Team members who participated and contributed significantly at the
Function Team meetings, with participation defined as active
involvement, not just attendance. The Awards Committee in January
1999 stated: active participation as a Participation Award criterion is
a judgment issue for the Function Team Leaders. If travel restrictions
permit participation only by telephone, the individual can be
considered active if he/she is significantly contributing to the Team
effort.
Indiv idual Part icipat ion Aw ards are presented at the General Meeting by
the PIP Director.
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P AR TI C I P ATI O N AW AR D SECTION
CONTENTS
(Three (3) separate categories: Company, Individual, Sponsor)
Participation Award: Category 3 - Sponsor Participation
Based on: Nomination by Function Team (with documentation)
Presented to: Top 3 Sponsors
Criteria: Awards and Recognition Committee decision
Function Teams nominate Sponsor and rate on a scale of 1-5, using
PIPs Role and Responsibilities (guidelines) for Team Sponsors
Sponsor Aw ards are presented at the General Meeting by the PIP Director.
December 2001 52
Guidelines for Participants
C H AI R M AN ' S AW AR D
Note: Support is defined as the role of those consistently active participants, who play
a role in promoting PIP and/or take a leadership role in PIP activities
S P E C I AL R E C O G N I TI O N AW AR D
Note: Nominations for Special Recognition can be made by any PIP participant at any
time by transmitting to the PIP Director a completed Nomination for Special
Recognition form. Web link to the Special Recognition form is:
www.pip.org/members/forms/index.html
Sp ecial Recognition Aw ards are presented at the General Meeting by the PIP
Vice-Chair.
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CONTENTS
O TH E R AW AR D S
C . R O N AL D S I M P K I N S AW AR D
December 2001 53
Guidelines for Participants
Note: Specific information on criteria for the C. Ronald Simpkins award is shown on the
following page.
PIPs highest award, T h e C. Ro nald Simpkins Aw ard is presented during the General
Meeting Recognition Dinner by the PIP Chair.
C . R O N AL D S I M P K I N S AW AR D
Selection Criteria
1. Demonstration of the highest degree of personal dedication to the goals of PIP.
a. Action commitment
b. Time commitment
c. Funding commitment - personal or corporate
d. Publications authored
e. Presentations made on behalf of PIP
2. Significant contributions to the cost-effectiveness of the Process industry.
a. Service in PIP leadership roles
b. Origination of new procedures
c. Prominence in the area of standards
d. Instigator and pioneer in new methods/processes
e. Innovator rather than implementer
3. A level of knowledge and breadth of experience that distinguishes the recipient as
an eminent authority on the value of widely accepted industry practices.
a. Extensive time in positions of senior responsibility
b. Variety of experience types
c. Recognition by other organizations
d. Personal achievements
e. Registration as a professional
4. A leadership position in the process industry that may influence others by example
and direction.
a. A champion of PIP within the process industry
b. Senior positions held
c. Communications ability and commitment
d. PIP leadership activity
e. Implementation leader and advocate
5. A record of accomplishment within the process industry that brings distinction to the
recipient, his/her career association/company, and to the industry at large.
a. Seniority and esteem within employing company
b. Honors and awards
c. Name recognition Go To:
d. Impeccable ethical and professional standards SECTION
CONTENTS
e. Peer recognition
f. Demonstrable project associated success
December 2001 54
Contents
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Main
TABLE OF
CONTENTS
December 2001
PIP Practices Procedure
CURRENT D E S IR E D
STATE STATE
S O C IE T Y S O C IE T Y
STANDARDS STANDARDS
Im p lem en tin g P IP
in to y o u r p ro jec t
sp ec ificatio n s is a n
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ex e rc ise in so rtin g SECTION
CONTENTS
}
th e u n im p o rta n t
d eta ils fro m th o se IN T E R N A L
P IP
th at c o n tain v a lu e to STANDARDS
y o u r co m p an y .
IN T R N L S T D S
S IT E S P E C IF IC
S IT E S P E C IF IC
December 2001 56
PIP Practices Procedure
DISCIPLINE
SECTION
CATEGORY GROUP
SEQUENCE
PC C TE 001
ST S 05 120
See the following pages for additional information on the PIP numbering system.
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CONTENTS
December 2001 57
PIP Practices Procedure
P r a c ti c e s Di s c i p l i n e Co d e
CV Civil
ST Structural
AR Architectural
CT Coatings
EL Electrical
IN Insulation
RE Machinery (Rotating Equipment)
PN Piping
PI Piping & Instrumentation Diagram
PC Process Control
RF Refractory
VE Vessel
Section Designator
G General
C Criteria
E Engineering Design
D* Documentation/Drafting
S Specification
F Fabrication Details
I Installation Details
T* Testing and Inspection
O Operation and Maintenance
Sections that might be found in each category are shown on the chart on the following
page.
Notes:
Criteria describe the shoulds for the application of the technology. Owner companies
can designate the PIP shoulds as shalls in internal company standards.
Engineering Guides describe the why some items are in the criteria document.
Specifications describe the shalls of the technology.
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CONTENTS
December 2001 58
PIP Practices Procedure
December 2001 59
PIP Practices Procedure
Proposed Practice title and number are listed on the online spreadsheet. All activity
related to Practice remains within the Function Team. Practices Generation
Proposal for this Practice has not been presented to the Steering Team for approval to
allocate resources.
Practices Generation Proposal (PGP) The period from the date the Function Team
presents a proposal to the Steering Team for approval to begin work on the Practice until
the first draft of the Practice is submitted to the PIP office.
In Process The period from the date of the first submission of the first draft to the PIP
office to the date of the official Member Company Review. During In Process the
working document posted on the website includes review/input of the draft by PIP editors.
Member Company Review (MCR) The period from the date the Practice is posted on the
website for Member Company review and comments until receipt and resolution of
comments by the authoring Function Team to produce the final draft the product of
Member Company Review. The targeted interval for MCR is no less than 5 weeks.
Final Edit The period from the date the Function Team transmits a copy of the product of
the Member Company Review to the PIP office until the Function Team approves
the final (Steering Team Ballot) version of the Practice. Further work by Function Team
and PIP editors is usually required before Steering Team approval.
Steering Team Ballot (STB) The period from the time the STB version draft of the
Practice is posted on the website for Steering Team approval until the votes
required to approve the Practice are received. The targeted interval for STB is 2 weeks.
Approved The period from the date the Practice is approved for publication by
Steering Team Ballot until the Practice is published on the PIP website and
released for sale in printed form. Minor final formatting changes are required during this
period to prepare for publication. Function Team Leader sign-off is required before
publishing.
Published The date that notice is transmitted to Member Companies that the
approved Practice is posted on the PIP website and is released for sale in printed
form.
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December 2001 60
Practice Generation Process 9-4-2001
CAD work
Out- No
Source Office arranges Prepare
? Yes for outside draft
services
Prepare/revise draft
Authorize issue
Issue and
Editor work
PIP Practices Procedure
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December 2001 62
PIP Practices Procedure
When the Task Team writing a Practice has completed its work, the draft Practice is
reviewed by the authoring Function Team. Upon Function Team agreement that the draft
Practice is essentially a finished document, the Practice is ready for review by all PIP
Member Companies. The Function Team Leader, or his/her designee, works with the PIP
office during the Member Company Review process described below.
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CONTENTS
Member Company Review (MCR)
The Function Team Leader (FTL) transmits the Practice to the PIP office with a
statement that the Practice is ready for MCR.
Following a final edit by the PIP editors, the MCR draft of the Practice and a
release form (to be signed by the FTL) stating that the Practice is ready for MCR are
transmitted to the FTL for signature.
When the FTL releases the MCR draft and transmits the signed release form, the
PIP office posts the Practice on the PIP website and notifies all Member Company contacts
that the Practice is available for review and comment. The Member Company Comment
Form (MCCF) for submitting MCR comments is available on the PIP website at:
www.pip.org/members/forms/index.html
Member Company representatives for MCR are Function Team members (including
Discipline Contacts) of the Team authoring the Practice that is being reviewed. In the
absence of a Member Company representative on the authoring Function Team, the
Companys Steering Team member is the designated representative.
December 2001 63
PIP Practices Procedure
Member Companies have the option of multiple internal reviewers; however, all
MCR comments from a company are to be received, compiled, and submitted to the
Function Team Leader by one designated representative from each Member Company.
Function Team Leaders are responsible for receiving Member Company Review
comments and working with the authoring Task Team to resolve comments received during
the review. Final technical resolution and vote to confirm shall be within the Function
Team. Resolution of the MCR comments consists of (1) incorporating the comment into the
Practice, (2) postponing the decision until the next review cycle, or (3) the decision to not
incorporate the comment in the Practice.
All MCR comments and the resolution shall be documented and the response
(MCCF) is posted in the MCR section of the website until publication of the Practice.
The Work Process Response chart on the following page shows the approved
minimum procedure for responding to MCR comments; however, a Team may choose to
respond to comments in a way other than those shown on the chart.
To complete the review process and begin the approval process for publication of a
Practice, a copy of the original comments and the resolutions of the comments must be
transmitted to the PIP office for inclusion in the Practices permanent file prior to balloting
for Steering Team approval.
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December 2001 64
PIP Practices Procedure
Comment No Company
Significant Actively Yes
Or Can't Participating No Response Required
Live With or In Review
Without
Yes
No
Comments
No Response Documents to
Required PIP Office Files
F.T. Responds
to Commentor
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December 2001 65
PIP Practices Procedure
When a Function Team vote affirms that a Practice is ready for MCR, the
Function Team Leader (FTL) transmits the Practice to the PIP office with a signed release
form requesting posting of the draft on the website and notification to those who will
review the Practice.
See Member Company Review in this section for additional information.
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CONTENTS
December 2001 66
PIP Practices Procedure
December 2001 67
Contents
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Main
TABLE OF
CONTENTS
December 2001
Guidelines for Writing Practices
Task Teams write the Practices; Task Teams should review this entire section.
The three major topics concerning Practice-writing are:
compiling material
harmonizing the material
writing the new Practice.
Guides for writing PIP Practices, Administrative General (ADGs) have been
published by the Work Processes Team (WPT). ADG guides explain the basic requirements
for getting started in Practice-writing. For more information on PIP guide documents see
Guide Documents in this section.
When a new Task Team is formed to write a Practice, the Task Team Leader should:
1. Request a copy of company standards relating to the Practice to be written from all
Member Company representatives on the Function Team.
The request should be written to include: (1) request for input on availability of
Company standards, (2) a copy of each Companys relevant standards, or (3) a response
(to be returned to the requestor) stating We have no input to provide.
Steering Team Members serve as the default Discipline Contact if a Member
Company has no active member or Discipline Contact on a Function Team.
2. Send one reminder to those not supplying input.
Send list of those not answering or supplying input to the Function Team Leader.
3. Evaluate and plan the work to be done.
Within the time allotted, survey the input to determine resources (people and time)
required to prepare the Practice for PIP review. Make the Function Team Leader aware
of resource needs.
4. If necessary, request additional Task Team Members from the Steering Team via the
Function Team Leader and Team Sponsor.
5. Non-member standards use is discouraged.
Use of non-member standards even with permission would require a special
document from PIPs Legal Committee.
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December 2001 69
Guidelines for Writing Practices
Work Pl an
( Har m oni z i ng t he M at er i al )
Harmonize the input to obtain the best practices of those revi ewed.
Content coverage of 80+ percent of material is reasonable rather than 100
percent. Work on the most worthwhile things.
PIP has no mandatory standards. Assume that on some proj ects the owner
may choose to do less than is recommended.
Indicate by a parenthetical reference any required standard or regulation
(OSHA, NEC, etc.): such as: T his ___ was designed to
meet ___.
Whenever possible, reference available standards do not duplicate.
Pr ac t i c e s a re wr i t t e n for t he U.S. f ir st, an d may b e mad e gl o b al later .
Gl obal standards that make sense are acceptable; however, PIP
is not required to research standards for other countries.
Quality design goal is PIP s common Best Practices for Life Cycle Cost .
Note, as available, reasonable options to reduce cost.
Maintain a list of common statements that mi ght be used to avoid
duplication in each separate category.
Forward the list to other Function T eam Leaders for inclusion in
t h e i r T e a ms wor k. Sugges t i o n s f o r t i t l e o f l i s t : Fo r ( e a c h ) Fu n c t i o n
T eams Consideration, or, list in General Considerations section.
Watch for interfaces/overlap with other PIP gr oups working with other
T ask T eam Leaders or Function T eam Leaders.
Avoid vendor specifics and direct involvement of vendors.
V endor help should be obtained through vendor associations. V endor
input can also be obtained through a contact from a PIP Member Company
rather than a contact as the PIP organization. (Use of vendor associations
for input may be authorized by the Steering T eam.)
Work by categories to cover a technology with a mi nimum of rework.
Depend on your confidence level to cover issues such as Criteria,
Ins t a l l a t i o n Det a i l s , a n d / o r Fab r i c a t i o n Det a i l s b e f o r e c o mpl e t i n g t h e
e n t i r e c a t e go r y.
Note:
The material contained in the section Practices Work Process was re-written from
information originally compiled for the first PIP Function Teams by members of the Process
Control Team.
December 2001 70
Guidelines for Writing Practices
Practices Format
Because of the diversity in computer technology in use by PIP Member Companies,
PIP maintains a current standardized technology that will, if required, translate and convert
to other standard computer programs. PIP will adapt procedure as technology advances.
PIPs word processing program is Word for Windows, selected in 1994 by the
original PIP Distribution Team as a word processing program that is readily available,
satisfies PIP requirements for the 80-20 rule, and interacts with other software programs.
December 2001 71
Guidelines for Writing Practices
For the PIP publication that describes the current approved word processing program for
formatting PIP Practices, Guideline for Adoption and Upgrade of Software for Use by PIP,
see: www.pip.org/members/practices/adg/index.html.
PIP uses a standard style, adopted in 1994, for formatting Practices. Teams writing
Practices submit drafts in a format that conforms to PIP numbering and arrangement of
material. PIP editors do the formatting for PIP style.
The following pages show examples conforming to the PIP format and standard
language the C/S/A Team developed for writing Practices. These clearly written examples
are intended only as guides for numbering, arrangement of material, and language.
More information on writing Practices can be found in the guides for authors in the
section Guide Documents.
P r a c ti c e s F o r m a t E x a m p l e
Table of Contents
1. Introduction
1.1 Purpose
1.2 Scope
1.3 optional
2. References
2.1 Process Industry Practices (PIP)
2.2 Industry Codes and Standards
2.3 Government Regulations
3. Definitions
4. General
4.1 Quality Control (if appropriate)
4.2 Submittals (if appropriate)
4.3 Performance Requirements (if appropriate)
4.4 optional
5. Products
5.1 Materials (if appropriate)
5.2 optional
6. Execution
6.1 optional
Appendix
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SECTION
CONTENTS
December 2001 72
Guidelines for Writing Practices
Following is an example of the flush-left format and standard language the C/S/A
Team developed for submitting the first draft of a Practice to the PIP office. Use of
standard language by Teams contributes to uniformity in the Practices across disciplines.
1.0 Introduction
1.1 Purpose
The purpose of this recommended Practice is to provide the _________ with a specification
that harmonizes the requirements of major process industry companies and
engineering/construction firms into a single document.
1.2 Scope
1.2.1 This specification describes the requirements for ____________.
1.2.2 Any conflicts or inconsistencies between this specification, the design drawings, or
other contract documents shall be brought to the attention of the Buyer for resolution.
2.0 References
When adopted in this specification or in the contract documents, the latest edition of the
following codes, standards, specifications, and references in effect on the date of contract
award shall be used, except as otherwise noted. Short titles will be used herein when
appropriate.
2.1 Process Industry Practices (PIP)
2.2 Industry Codes and Standards
2.3 Government Regulations
Federal Standards and Instructions of the Occupational Safety and Health Administration
(OSHA), including any additional requirements by state or local agencies that have
jurisdiction where _____________.
3.0 Definitions
(use only those needed and may add additional)
Buyer: the party who awards the contract to the ___________. The Buyer may be the
Owner or the Owners authorized agent.
Buyers Inspector: the authorized representative of the Buyer with authority to act in the
interest of, and on behalf of, the Buyer in all quality assurance matters
Contractor: the party responsible for furnishing and/or installing ___________.
Contractors Inspector: the authorized representative of the Contractor, responsible for the
quality control of all materials, installations, and workmanship furnished by the Contractor,
and any of the Contractors subcontractors or vendors
Structural Engineer of Record: the Buyers authorized representative with overall authority
and responsibility for the structural design
Contract Documents: any and all documents, including design drawings, which the Buyer
has transmitted or otherwise communicated, either by incorporation or by reference, and
made part of the legal contract agreement or purchase order agreement between the Buyer
and the _________
4.0 General
5.0 Products
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6.0 Execution SECTION
CONTENTS
December 2001 73
Guidelines for Writing Practices
Guide Documents
PIP guide documents (Administrative General or ADGs), used for developing PIP
Practices, are a product of the Work Processes Team (WPT). ADG guide documents are
associated with the administration of the Practices and are intended to be used by PIP
Member Companies for information only and are not intended to be used as contract
documents.
Conforming to the PIP Practice numbering system, guide documents are numbered
as an ADG series, indicating that the guides are Administrative and General. The guides are
numbered consecutively as they are produced and are organized by subject. The PIP ADG
series follows standard PIP procedure for development and formatting.
The WPT responsibilities include developing, maintaining, and revising the PIP
guide documents. PIP guides are reviewed periodically and may be revised as required. The
approval process for administrative documents authored and maintained by WPT is:
Following authoring and approval by WPT, the ADG documents Task Team Leader
sends the ADG document to the PIP office for formatting.
When the edited, formatted document is returned to the WPT by the PIP editors, the
WPT Leader sends the ADG document to the Function Team Leaders for review.
Deadline for Function Team Leader comments to the WPT Leader is five (5) weeks
from date of transmittal from the WPT.
The ADG documents Task Team resolves all comments and presents the revised
document to the WPT for approval.
The document is scrutinized for legal and commercial ramifications by the WPT,
with concerns brought to the Steering Team, Executive Committee or Legal
Committee, as appropriate.
The completed document is sent to the PIP office for transmittal to the Steering
Team for balloting. Balloting follows PIP standard approval procedure.
Published guide documents are valid until a revised guide is approved by the PIP
Steering Team and published. If conflicts are noted in guide documents, the guide with the
latest publication date takes precedent.
The WPT has also authored Guideline for Adoption and Upgrade of Software for
Use by PIP. Go To:
Titles of PIP guides referred to in this section include: SECTION
CONTENTS
PIP ADG001 - Guide for Authors Developing Process Industry Practices
PIP ADG002 - Guide for Technical Writers Developing Process Industry Practices
PIP ADG003 - Guide for Editors Formatting Process Industry Practices with Microsoft
Word for Windows
December 2001 74
Guidelines for Writing Practices
PIP ADG004 - Guide for Authors Producing CAD Graphics for Process Industry
Practices
PIP ADG005 - Specification for Authors Developing Data Forms for PIP
PIP ADG006 - Specification for the Revision of PIP Practices
PIP ADG008 - Guidelines for Processing Inquiries and Interpretations
Also - Guideline for Adoption and Upgrade of Software for Use by PIP.
PIP guide document: PIP ADG004 - Guide for Authors Producing CAD Graphics
for Process Industry Practices provides information for CAD content in PIP Practices. The
Work Processes Teams CAD Task Team can provide CAD information not found in
ADG004. The WPT Team Leader, shown on the PIP Roster, can supply names of the
WPTs CAD Task Team members.
Access the PIP guide documents on the PIP website at:
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December 2001 75
Common Glossary
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Common Glossary Main
TABLE OF
CONTENTS
Consensus
The judgment reached by most of those concerned (Webster Ninth Collegiate
Dictionary). Consensus does not require unanimity but does indicate a measure of effort
and/or compromise to reach agreement.
Critical Mass
The minimum Practices that are needed in each discipline to implement Process
Industry Practices (PIP) on a typical project, such that, PIP could provide the core of the
projects specifications with most of the project requirements met by PIP.
80/20
Term used in early PIP minutes and internal documents to refer to agreement. The
Steering Team stated in 1999 that the Adoption and Implementation Principles should
replace all references to 80/20 in (PIP) publications/presentations.
Essentially as is
Without change or additions. The Steering Team stated in 1999 that the Adoption
and Implementation Principles should replace all references to essentially as is in
(PIP) publications/presentations.
Participation
(Active) participation on a Function Team is a judgment issue for the Function
Team Leader. E.g., If travel restrictions permit participation only by telephone, this is
acceptable if the individual is significantly contributing. (Steering Team meeting minutes,
Nov. 1993)
December 2001 76
Common Glossary
Practice(s)
PIP publications recommending process industry procedure for voluntary use that
may include but not be limited to criteria, specifications, procedures, and drawings.
Standard(s)
Commonly used term to include all standardized written procedure/requirements
adopted by companies and organizations.
December 2001 77