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Control Engineering | How to write a good process operation description document
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How to write a good process operation description
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Back to Basics: Describe your process to preserve the process
engineer knowledge for the future. To program the process
controller, programmable logic controller (PLC), or distributed control
system (DCS), follow these steps and methodology, starting with
understanding the requirements and documenting in a requirements
document, also called a BPO, CFE, an FS, or URS. Online, see five
tables and detailed examples.
BY OREN YULEVITCH AUGUST 6, 2014
https://www.controleng.com/articles/how-to-write-a-good-process-operation-description-document/[25/09/2019 10:37:41]
Describe a process in such a way as to preserve the

process engineering knowledge for the future. To
program the process controller, programmable logic
controller (PLC), or distributed control system (DCS),
a few steps must always be followed. Sometimes these
steps are done orally, and in other cases, where a
controlled environment exists, these are done with
written documents following strict procedures.
Whatever methodology is used, the first step is always
"understand the requirements." When control systems’
programmers are asked to write/modify a program to
control the process, the first thing they should request
is a written document that describes the requirements.
Names vary for requirements documents
This requirements document has different names in various industries. Under good automated manufacturing practice
(GAMP), common in the FDA regulated industries, it is called user requirement specification (URS). In batch industries
it is called basic process operations (BPO), and in continuous plants it is usually called conceptual functional
specifications (CFS) or simply functional specifications (FS).
A BPO document is a first step in creating a control system for controlling the (production) process. The BPO document
is a generic document independent of the platform upon which it will be implemented. The BPO document should be
written with enough details so a (process) control engineer / programmer would be able to use it to write a detailed
functional specification (DFS) document. The DFS is a translation of the BPO document into a specific type/product of
control system. Reading the DFS enables the control engineer/programmer to write/build the control software/application
for controlling process operation. [subhead]
Two BPO answers
The BPO document should answer two basic questions: 1) How should the process behave under normal operations? and
2) What actions should be taken in case of unforeseen events?
The BPO document is a process state/operations description, and it is mostly implemented in the process controller and
not in the operator interface (HMI). One of the most important features is that it documents the process operation as
designed and seen through the eyes of the process engineer and maintains the process knowledge in it for future readers
and users of the operational unit.
ONLINE EXTRA
Definitions
A process operation is a detailed description of multiple transitions between states.
A state is a specific condition of the equipment, usually at rest or steady state condition, and a transition is a shift of the
equipment between two states.
For simplification, the following basic states of the equipment will be described:
IDLE (initial state)

RUN
HOLD
ABORT
For further details on the use of these states in the batch industry, the reader is referred to the S88 standard.
Each process operation has four operational stages: 1) IDLE, 2) Before the execution, 3) Execution, and 4) Termination.
The possible transition between these states is described in Drawing 1 and Table 1.
BPO Chapters
The BPO document should contain the following chapters:
1. The unit
1.1. P&ID / process sketch
1.2. List of main/relevant equipment and all instruments
2. The process
2.1. General process description (in words)
2.2. Process parameters
2.3. General interlocks and alarms
3. The operation
3.1. Preliminary conditions
3.2. Detailed process description
3.3. Hold execution
3.4. Abort execution ‎
1 The unit ‎
1.1 P&ID / Process sketch
The first thing that we need to do when defining a

process is to define its physical limits/boundaries. In
this example, refer to the simplified equipment units’

arrangement (Drawing 2). It contains a clean water
source tank (T-8), a pump (P-160), 1 circulation valve,
3 valves manifold, and 1 recipient tank (T-9). The
operation under control will be the transfer of water
from T-8 to T-9.
1.2 List of main/relevant equipment and all instruments
As it is our main goal to preserve our knowledge and

explain why we are asking for a specific action to be
performed, we must be as clear as possible. We need
to make sure that we identify all the relevant
equipment and instruments that are involved with our
process operation. Later in the document, we will be referring to items ONLY from this list.
If the process operation is generic, the tag names that will appear in the table will be generic and there will be a table to
convert between the generic name and specific name for each piece of equipment in the following format. See Table 2.
Table 3 lists the equipment for the current process operation.
‎2 The process ‎
2.1 General process description (in words)
Tank T-8 contains clean water main storage. To keep

the water clean, storage tanks are circulated constantly
through a filter F-8. Occasionally, as process operations
require, we need to transfer clean water to other
locations at the site. During a transfer we should not
circulate as we want the water to be sent at the shortest
time possible to the operational area. When transferring
water, only one of the manifold valves can be opened at
a time in order to prevent backflow and possible
contamination of the manifold and water in the main
tank T-8. During the transfer, water does not enter into
the clean water main tank T-8.
This BPO will deal with water transfer from T-8 to T-9.
‎2.2 Process parameters
All parameters that are relevant for the current process operations are listed in this chapter. There are three kinds of
parameters.
1. The first is an external parameter. It is related to the process operation’s functionality and serves as the interface
between the equipment and the entity that manages it, whether it is an operator or a higher-level automated process
operation. Each external parameter has two values that should be kept in historical records. The target value (SP) and the
current value (PV), which is dynamic and changes as the process operation is executed.
2. The second is an internal parameter that is related only to the process operation setup. It contains information about the
equipment itself.
3. The third parameter is an internal parameter that is used only during the process execution and is not saved or
monitored after the execution.
A parameter is not changeable after the process operation has started its execution.
The parameters for our process are detailed in Table 4.
2.3 General interlocks and alarms
This section lists the interlocks and alarms that are active all the time. An interlock/alarm is being activated after an issue
related to the core operation of the process operation had been identified. Every interlock that is being activated during
the execution of a specific phase/step indicates a process operation problem, and it will automatically cause the process
execution to switch to a HOLD state. Every alarm being generated indicates a possible problem developing, and
therefore, in each case, we must define if the alarm should automatically switch the process operation execution to a
HOLD state.
Each interlock/alarm must be defined using the following items:
1. Purpose of the interlock/alarm

2. How this state is identified
3. Corrective action.
The methodology of defining an interlock or alarm is as follows:
[Level ] Verbal interlock/alarm title
Alarm — corrective action by a person
[1] To prevent (Describe the situation that may happen), [2] which is identified by (describe the measurement),
(Tagname), in state (PV) (for a duration longer than xx seconds), [3] generate alarm at [level]. [4] Define operator action.
([5] Switch to a HOLD state.)
Interlock – corrective action by an automated control system
[1] To prevent (Describe the situation that may happen), [2] which is identified by (describe the measurement),
(Tagname), in state (PV) (for a duration longer than xx seconds), [3] set (description of equipment), (Tagname), to SP.
2.3.1 Interlocks
2.3.1.1[Level 2 – Medium] Empty water tank T-8
[1] To prevent a mechanical failure of the water transfer and circulation pump P-160, [2] when the water level in T-8 tank,
identified by LI-81, is below 10%, [3] Set the command to the Water Transfer and Circulation pump P-160 to STOP.
2.3.1.2 [Level 2 – Medium] Clogged clean water filter F-8
[1] To prevent a mechanical failure of the water transfer and circulation pump P-160, [2] when the pressure drop on F-8
filter, identified by PDI-85 is above 2.5Bar for more than 60 seconds, [3] Set the command to the water transfer and
circulation pump P-160 to STOP.
2.3.1.3 [Level 2 – Medium] All valves closed
[1] To prevent a mechanical failure of the water transfer and circulation pump P-160, [2] when all exit valves are closed,
identified by XV-800, XV-900, XV-901, and XV-902 states are all CLOSED for more than 60 seconds, [3] Set the
command to the water transfer and circulation pump P-160 to STOP.
2.3.1.4 [Level 3 – Low] Receipt tank, T-9, full
[1] To prevent an overfill of the receipt tank T-9, [2] when the tank level is high, identified by LI-91 is above 90%, for
more than 10 seconds, [3] Set the command to the water filling valve, XV-902, to CLOSE.
2.3.2 Alarms
2.3.2.1 [Level 2 – Medium] Clogged clean water filter F-8
[1] To prevent a dirt accumulation in the clean water main tank, T-8, [2] when the pressure drop on F-8 filter, identified
by PDI-85 is above 1.5Bar for more than 60 seconds, [3] generate an alarm level 2. [4] Operator action: The operator
should verify why the filter is clogging and monitor its operation in the next 3 hours to verify that there is no problem
with dirt arriving and accumulating in the T-8 tank.
2.3.2.1 [Level 2 – Medium] Receipt tank, T-9, is nearly empty
[1] To prevent the operation from being stuck without water, [2] when the water level in T-9, identified by LI-91 is below
50%, [3] Generate an alarm level 2. [4]Operator action: The operator should verify that there is enough water in the clean
water main tank, T-8, and that the process is ready to perform a transfer of the water to the clean water operational tank
T-9 within the next 30 minutes.
3 The operation
In the following BPO chapter the actual process operation is described. ‎
3.1 Preliminary conditions
This chapter defines the initial conditions that should exist to start the operation. The status of these conditions may, and
often do, change after the operation begins. The conditions must be met only before the operations starts. Table 5 shows
initial conditions.
All conditions must be met with AND logic.
If initial state logic conditions are more complex, then the logic should
be more clearly defined. An example of a more complex logic is shown
in Drawing 3.
3.2 Detailed process description
3.2.1 General Every process operation execution is built from three
parts:
1. Preparations
2. Execution
3. Termination
Each operation description is a set of

steps sequence-built from the pair (1)
"Action" (2) "Wait for." Each pair is
called a step. In cases where many
steps are involved, it is considered a
good practice to number them. This
eases tracking and tracing.
3.2.1.1 Action Each action in the

process description must contain a
detailed description of the action to be
done simultaneously in the following
format.
Set (Equipment functional

description), (Tagname1) to
(SP) state
Set (Equipment functional
description), (Tagname2) to
(SP) state
Set (Equipment functional description), (Tagname3) to (SP) state
3.2.1.2 Wait for
Each waiting contains any combination of the following wait conditions in the following formats.
Wait for (Equipment functional description), (Tagname1) to be in (PV) state

Wait (SP) seconds
Wait for Operator reply
In some cases we cannot wait for the process execution to pause for the specified condition. This might be due to an
equipment malfunction, process behavior, or any other reason. For each waiting we must define if this wait can be
bypassed by the operator/supervisor/engineer/… according to the levels defined by the organization. The following
format should be used:
Yes/No – Wait can be bypassed by Operator

Yes/No – Wait can be bypassed by Supervisor
Yes/No – Wait can be bypassed by Engineer
3.2.2 Preparations
3.2.2.1 General
In the preparations phase we prepare the process for the execution of the main task of the BPO. Until this phase is
complete, we have not yet started the main operation and we can still abort the process with minimal effect on the actual
production. As noted in Table 1, we need to specify for each phase its specific interlocks and alarms. This is why each
phase has three parts: (1) Actions, (2) Specific Interlocks, and (3) Specific Alarms.
1. Actions
1.1 Step 1
1.1.1 Step 1 Action
1.1.2 Step 1 Wait
1.2 Step 2
1.2.1 Step 2 Action
1.2.2 Step 2 Wait
1.3 Step 3 (Last step in the Preparations phase)
1.3.1 Step 3 Action
1.3.2 Step 3 wait (This wait finishes this phase and the execution moves to the second phase of the process operation
execution.)
2. Specific interlocks
Interlocks that are specific ONLY to this phase should be included in this section. The interlocks are to be described in the
same format as defined in section ‎2.3, General interlocks and alarms.
3. Specific alarms
Alarms that are specific ONLY to this phase should be included in this section. The alarms are to be described in the same
format as defined in section ‎2.3, General interlocks and alarms."
3.2.2.1 Actions
3.2.2.1.1 Step 1 – Close all valves.
3.2.2.1.1.1 Set all outlet valves, XV-800, XV-900, XV-901, XV-902, command to CLOSE.
3.2.2.1.1.2 Wait for all outlet valves, XV-800, XV-900, XV-901, XV-902, PV state to be CLOSED.
3.2.2.1.1.3 This step cannot be bypassed.
3.2.2.1.2 Step 2 – Start pump and build pressure.
3.2.2.1.2.1 Set the water transfer and circulation pump, P-160, command to RUN.
3.2.2.1.2.2 Wait for water transfer and circulation pump, P-160, PV state to be RUN, then wait for PUMP_START
seconds.
3.2.2.1.3 Step 3 – Start the water transfer.
3.2.2.1.3.1 Set the entry valve to T-9, XV-902, command to OPEN.
3.2.2.1.3.2 Wait for the entry valve to T-9, XV-902, PV state to be not CLOSED. (This wait finishes this phase and the
execution moves to the second phase of the process operation execution.)
3.2.2.2 Specific interlocks
There are no specific interlocks for this phase.
3.2.2.3 Specific alarms
3.2.2.3.1 [Level 1 – High] Fault in any equipment
[1] To prevent a situation where the program can no longer control the process
[2] When any of the following related devices is not in an "OK" status:
Outlet valves, XV-800, XV-900, XV-901, XV-902

Water Transfer and Circulation pump, P-160
T-8 water level, LI-81
[3] Generate an Alarm Level 1.
[4] Operator action: The operator should check the cause of the alarm and resolve the situation.
[5] Switch the process execution to HOLD.
3.2.3 Execution
This is the main execution phase of the process.
3.2.3.1 General
This phase first action is "wait for" as the last action/wait that was done in the preparation phase took us to this phase.
3.2.3.2 Actions
3.2.3.2.1 Step 1 – Wait for the amount to be transferred.
3.2.3.2.1.1 Wait for the clean water main tank T-*, water level, LI-81, PV will be less than TARGET-PCT. (When this
waiting finishes, this phase and the execution move to the third phase of the process operation execution.)
3.2.3.2.1.2 This step can be bypassed by the operator.
3.2.3.4.1 [Level 1 – High] Fault in any equipment
[1] To prevent a situation where the program can no longer control the process
[2] When any of the following related devices is not in an "OK" status:
Outlet valves, XV-800, XV-900, XV-901, XV-902

Water transfer and circulation pump, P-160
Differential pressure on transfer filter, PDI-85
[3] Generate an Alarm Level 1.
3.2.3.4.2 [Level 2 – Medium] Multiple valves not closed
[1] To prevent a situation where the water is being sent to more than one destination
[2] When any of the outlet valves, XV-800, XV-900, XV-901, is not in a "CLOSED" state
[3] Generate an alarm level 2.
3.2.3.4.3 [Level 3 – Low] Not enough water to transfer
[1] To prevent a situation where there may not be enough water in the clean water main tank, T-9
[2] When the T-8 water level, LI-81, PV is below 30%
[4] Operator action: The operator should verify that there is enough water in the tank to complete the operation.
3.2.3.4.4 [Level 3 – Low] Clogged clean water filter F-8
[1] To prevent a situation where the process may stop due to high dirt concentration in the water
[2] When the pressure drop on F-8 filter, identified by PDI-85 is above 1.0Bar for more than 30 seconds,
[4] Operator action: The operator should verify that there is no fast pressure buildup and the process operation will be able
to complete the execution. When the execution terminates, the operator must verify the reason for the increase in the
pressure in PDI-85.
3.2.4 Termination
3.2.4.1 General
3.2.4.2 Actions
3.2.4.2.1 Step 1 – Close transfer valve.
3.2.4.2.1.1 Set the entry valve to T-9, XV-902, command to CLOSE.
3.2.4.2.1.2 Wait for the entry valve to T-9, XV-902, PV state to be CLOSE.
3.2.4.2.2 Step 2 – Stop the water pump.
3.2.4.2.2.1 Set the water transfer and circulation pump, P-160, command to STOP
3.2.4.2.2.2 Wait for water transfer and circulation pump, P-160, PV state to be STOP.
There are no specific alarms for this phase. ‎
3.3 Hold execution
3.3.1 General
The Hold section has three parts.
1. Hold execution actions
2. Resume from HELD conditions
3. Resume from HELD actions
Steps and conditions in this chapter are written in the same way as defined above in the appropriate sections.
3.3.2 Hold execution actions
3.3.2.1 General
Hold execution phase always finishes in a temporary safe state of the process and in conditions that will allow the process
to resume its execution.
3.3.2.2 Hold actions
3.3.2.2.1 Step 1 – Close transfer valve.
3.3.2.2.1.1 Set the Entry valve to T-9, XV-902, command to CLOSE.
3.3.2.2.1.2 Wait for the Entry valve to T-9, XV-902, PV state to be CLOSE.
3.3.2.2.2 Step 2 – Stop the water pump.
3.3.2.2.2.1 Set the water transfer and circulation pump, P-160, command to STOP.
3.3.2.2.2.2 Wait for water transfer and circulation pump, P-160, PV state to be STOP.
3.3.3 Resume from HELD conditions.
The conditions are almost the same as the process initial conditions.
To be able to resume the operation, all conditions A thru H must exist. (AND)
3.3.4 Resume from HELD actions
3.3.4.1 General
If there is a specific sequence to be done before a process can resume, the steps are written in this section. In most cases
the resume actions are the same as the preparation phase excluding any calculations that were made based on initial
conditions.
When these actions are complete, the target phase/step where the process execution will resume from must be defined.
3.3.4.2 Resume actions
Resume actions are identical to preparations phase.
After resume actions, continue the process operation execution from phase execution step 1. ‎
3.4 Abort execution
There is no automatic switch to this phase. It is done solely by a direct order from the operator. The actions of the abort
phase are generally identical to those done at the last normal phase of the operation as defined in section ‎3.2.4
Termination above.
After an abort is executed, the process is not allowed to start automatically and an operator Reset would be required to
indicate that all conditions are back to normal.
– Oren Yulevitch is chief executive officer of Oren Yulevitch Consulting Services. Edited by Mark T. Hoske, content
manager, CFE Media, Control Engineering, mhoske@cfemedia.com .
ONLINE
This article online tutorial includes additional information: five tables, along with details on BPO chapters, process
description, interlock and alarms, operations, conditions, and conditions for logic.
Key concepts
Documenting process knowledge is an investment in the future.

Requirements documents have various names: URS, BPO, CFS, and FS.
Basic process operations documentation helps with programming.
Consider this
When undocumented process knowledge walks out the door or retires, what’s the cost?
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How to write a good process operation description document
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Control Engineering | How to write a good process operation description document

Renesas Electronics Corporation

Describe a process in such a way as to preserve the

Names vary for requirements documents

Two BPO answers

and users of the operational unit.

A process operation is a detailed description of multiple transitions between states.

IDLE (initial state)

The BPO document should contain the following chapters:

1.1 P&ID / Process sketch

The first thing that we need to do when defining a

this example, refer to the simplified equipment units’

1.2 List of main/relevant equipment and all instruments

As it is our main goal to preserve our knowledge and

Table 3 lists the equipment for the current process operation.

2.1 General process description (in words)

Tank T-8 contains clean water main storage. To keep

‎2.2 Process parameters

The parameters for our process are detailed in Table 4.

2.3 General interlocks and alarms

Each interlock/alarm must be defined using the following items:

1. Purpose of the interlock/alarm

The methodology of defining an interlock or alarm is as follows:

[Level ] Verbal interlock/alarm title

Alarm — corrective action by a person

Interlock – corrective action by an automated control system

2.3.1.1[Level 2 – Medium] Empty water tank T-8

2.3.1.2 [Level 2 – Medium] Clogged clean water filter F-8

2.3.1.3 [Level 2 – Medium] All valves closed

2.3.1.4 [Level 3 – Low] Receipt tank, T-9, full

2.3.2.1 [Level 2 – Medium] Clogged clean water filter F-8

2.3.2.1 [Level 2 – Medium] Receipt tank, T-9, is nearly empty

In the following BPO chapter the actual process operation is described. ‎

3.1 Preliminary conditions

All conditions must be met with AND logic.

3.2 Detailed process description

3.2.1 General Every process operation execution is built from three

Each operation description is a set of

3.2.1.1 Action Each action in the

Set (Equipment functional

3.2.1.2 Wait for

Wait for (Equipment functional description), (Tagname1) to be in (PV) state

Yes/No – Wait can be bypassed by Operator

1.1.1 Step 1 Action

1.1.2 Step 1 Wait

1.2.1 Step 2 Action

1.2.2 Step 2 Wait

1.3 Step 3 (Last step in the Preparations phase)

1.3.1 Step 3 Action

3.2.2.1.1 Step 1 – Close all valves.

3.2.2.1.1.3 This step cannot be bypassed.

3.2.2.1.2 Step 2 – Start pump and build pressure.

3.2.2.1.2.3 This step cannot be bypassed.

3.2.2.1.3 Step 3 – Start the water transfer.

3.2.2.1.3.1 Set the entry valve to T-9, XV-902, command to OPEN.

3.2.2.1.3.3 This step cannot be bypassed.

3.2.2.2 Specific interlocks

There are no specific interlocks for this phase.

3.2.2.3 Specific alarms

3.2.2.3.1 [Level 1 – High] Fault in any equipment

Outlet valves, XV-800, XV-900, XV-901, XV-902

[3] Generate an Alarm Level 1.

[5] Switch the process execution to HOLD.