Engineering Procedure

SAEP-3103 31 March 2014

Equipment and Spare Parts Data Requirements
for Proponent/MRO Originated Requisitions
Document Responsibility: Projects & Strategic Purchasing Department

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Applicable Documents.................................... 2
3 Purpose.......................................................... 2
4 Responsibilities -
Proponents/MRO Organizations.................... 2
5 Responsibilities - Materials & Services
Standardization Division (M&SSD)................. 5
6 Exemptions …………….................................. 5

Appendices.......................................................... 7

A. Glossary of Terms
B. Spare Parts Data Package Status
Report (SPDPSR) Required Format
C. Instructions to Suppliers for
Providing Spare Parts and Operating
Materials Data for New Equipment
Purchased for, or by Saudi Aramco
D. Spare Parts Data Package (SPDP) Checklists

Previous Issue: 19 November 2008 Next Planned Update: 31 March 2019

Revised paragraphs are indicated in the right margin Page 1 of 6
Primary contact: Al-Yami Mohammed Dawoud on +966-13-8740620
Al-Darwish Nedhal Ahmad on +966-13-8740586
Al-Mohammed Jamal Sadeq on +966-13-8740566

Copyright©Saudi Aramco 2014. All rights reserved.

Document Responsibility: Projects & Strategic Purchasing Department SAEP-3103
Issue Date: 31 March 2014 Equipment and Spare Parts Data Requirements
Next Planned Update: 31 March 2019 for Proponent/MRO Originated Requisitions

1 Scope

This procedure details the requirements for the acquisition of technical and catalog data
for equipment, spare parts and operating materials, commonly referred to as a Spare
Parts Data Package (SPDP), for all new equipment purchased by Proponents/MRO
Organizations in the execution of projects.

2 Applicable Documents

The requirements contained in the following documents apply to the extent specified in
this procedure:

 Saudi Aramco Engineering Procedure

SAEP-31 Corporate Equipment and Spare Parts Data
Requirements

 Saudi Aramco Forms

SA-1895 Transfer of Materials, Merchandise, Supplies

 Supply Chain Management Manual

CU 25.01 Authorities

3 Purpose

The purpose of this procedure is to outline the roles and responsibilities of all
organizations involved in the cataloging data acquisition process, and to provide
instructions for Proponents/MRO Organizations to ensure that complete and acceptable
SPDPs are submitted in accordance with stipulated submittal schedule so that spare
parts and operating materials are available when the new equipment is put into service.

4 Responsibilities - Proponents/MRO Organizations

4.1 Ensure that all Requests for Quotations (RFQs) and purchase orders, including
Supplier sub-orders, contain:

4.1.1 Instructions to Suppliers for Providing Spare Parts and Operating

Materials Data for New Equipment Purchased for or by Saudi
Aramco (see Appendix C).

4.1.2 SPDP checklists applicable to Mechanical, Electrical & Instrumentation

equipment that are being purchased (see Appendix D – Mechanical,
Electrical & Instrumentation).

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3103
Issue Date: 31 March 2014 Equipment and Spare Parts Data Requirements
Next Planned Update: 31 March 2019 for Proponent/MRO Originated Requisitions

4.2 Identify parent equipment that will require SPDP.

4.3 Indicate in SPDP the details of similar equipment previously supplied to Saudi
Aramco to help accelerating cataloging process.

4.4 Submit complete SPDPs in accordance with Appendices C & D to Materials &
Services Standardization Division (M&SSD) and ensure that all submittals:
 Include a transmittal letter with appropriate approval signatures in
accordance with Section 3 (Cataloging New Material Master Items) of
Supply Chain Management Manual, CU 25.01 “Authorities.”
 Include electronic in PDF format and hardcopy back-up documentation, to
verify the accuracy and completeness of submitted equipment information.

4.5 Additional responsibilities for BI-1900 projects are summarized below.

4.5.1 Designate a Spare Parts Coordinator (SPC) to coordinate with M&SSD

on all matters pertaining to spare parts, specifically dedicated to the spare
parts acquisition effort.

4.5.2 Prepare a Spare Parts Plan (SPP) and provide M&SSD with equipment
list. The SPC will prepare the SPP and it must include the following:

4.5.2.1 Scope

4.5.2.2 Key definitions

4.5.2.3 Responsibilities

4.5.2.4 Spare parts instructions to be issued to suppliers during bidding

and in PO's

4.5.2.5 Procurement of capital spares, start-up spares and operating

materials

4.5.2.6 Identification of equipment requiring SPDPs

4.5.2.7 A SPDP submittal forecast

4.5.2.8 A description of the project specific process for SPDP status

tracking, expediting, review, correction of deficiencies and
final approval

4.5.2.9 Procedures for progress and status reporting, including sample

reports

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3103
Issue Date: 31 March 2014 Equipment and Spare Parts Data Requirements
Next Planned Update: 31 March 2019 for Proponent/MRO Originated Requisitions

4.5.2.10 Presentation of spare parts requirements in supplier bid-

explanation and pre-award meetings

4.5.2.11 Technical review and approval of each Spare Parts Data Package
(SPDP) by the Contractor's associated engineering disciplines

4.5.2.12 Procedures for resolving SPDP deficiencies and

noncompliance by suppliers

4.5.3 Ensure pre-award meetings cover all spare parts requirements in detail,
emphasizing the importance of achieving SPDP submittal dates and
providing complete SPDP.

4.5.4 Produce a monthly Spare Parts Data Package Status Report (SPDPSR).
Refer to Appendix B for the required format.

4.5.5 Ensure that all submittals are in accordance with the planned SPDP
submittal schedule.

4.6 Coordinate with M&SSD to arrange for SPDP kickoff meetings with suppliers.
Obtain from M&SSD all necessary data, instructions how to assemble SPDP,
and other information needed to comply with this procedure.

4.7 Ensure that all requisition originators are trained on all pertinent aspects of the
Company's spare parts requirements.

4.8 Review the Supplier SPDP submittals for accuracy, format, and completeness.
Promptly resolve deficiencies prior to sending the SPDP to M&SSD.

4.9 Submit the SPDP to M&SSD with covering transmittal letter advising approval
of cataloging of the spare parts and operation materials.

4.10 Obtain all data requested by M&SSD to promptly resolve any deficiencies
within 30 calendar days after receipt of notice from M&SSD.

4.11 Review Supplier recommended capital and long lead-time spares and initiate
purchase order changes for any additional spares.

4.12 Contact Storehouse Operations, if equipment is selected from D/C Surplus, to

obtain existing equipment and spare parts information. Consult with Buyer, if
insufficient data exists, to initiate inquiries with the manufacturer.

4.13 Notify M&SSD immediately if an equipment PO is canceled.

4.14 Notify M&SSD if equipment is transferred to D/C Surplus, and ensure the SPDP
is provided to Storehouse Operations.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3103
Issue Date: 31 March 2014 Equipment and Spare Parts Data Requirements
Next Planned Update: 31 March 2019 for Proponent/MRO Originated Requisitions

4.15 Annotate the transfer form (SA-1895), if equipment is transferred between Saudi
Aramco Proponents/MRO organizations, with one of the following statements:
 “The Supplier has provided Saudi Aramco with the required SPDP,” or
 “The SPDP for this equipment has not yet been received. It is scheduled to
be submitted to M&SSD by (date).”

4.16 Initiate SAP MDM cataloging requests for M&SSD review and approval.

5 Responsibilities - Materials & Services Standardization Division (M&SSD)

The responsibilities of M&SSD are summarized but not limited to the following:

5.1 Conduct a detailed review of the SPDPs, within thirty (30) calendar days after
receipt, from Proponents/MRO organizations and forward the SPDP review
sheet comments to the Proponents/MRO organizations. The review sheet should
provide specific comments on SPDP deficiencies.

5.2 Review the Monthly SPDPSR (Appendix B), for completeness and accuracy.
Determine which items will require SPDPs. Send comments, if any, to the
Proponent/MRO organizations.

5.3 Catalog the spare parts and operating materials data and upload them in
SAP/R3.

5.4 Ensure that all items cataloged are extended to the appropriate Material Service
Center and the Customer Plant.

5.5 Review and approve SAP MDM cataloging requests originated from
proponents/MRO organizations.

6 Exemptions
Equipment already covered under an existing Maintenance Services Contract where
the Contractor is responsible for supplying spare parts.

Revision Summary
31 March 2014 Revised the Next Planned Update, reaffirmed the content of the document, and reissued as
major revision.

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Document Responsibility: Projects & Strategic Purchasing Department SAEP-3103
Issue Date: 31 March 2014 Equipment and Spare Parts Data Requirements
Next Planned Update: 31 March 2019 for Proponent/MRO Originated Requisitions

Appendices

A. Glossary of Terms

B. Spare Parts Data Package Status Report (SPDPSR) Required Format

C. Instructions to Suppliers for Providing Spare Parts and Operating Materials Data
for New Equipment Purchased for, or by Saudi Aramco

D. Spare Parts Data Package (SPDP) Checklists

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