Oman Oil Refineries and Petroleum

Design Change Procedure

Industries Company SAOC.
S-000-5138-302
Sohar Refinery Improvement Project
Rev.B
Sultanate of Oman
Contract No. 21297
Job No : 120476 / JI-02022

CONTENTS

1.0 PURPOSE .................................................................................................................................................. 3

2.0 DEFINITIONS ............................................................................................................................................. 3

3.0 RESPONSIBILITY & AUTHORITY ............................................................................................................ 3

4.0 DESCRIPTION OF ACTIVITIES ................................................................................................................ 3

4.1 Requirements for a DCN ...................................................................................................................... 3
4.2 Initiation/Origination of a DCN ............................................................................................................. 4
4.3 Submission and approval of a DCN .................................................................................................... 4
4.4 Serial Number Generation for DCNs ................................................................................................... 4
4.5 Mark-up of a DCN on Master Copy ...................................................................................................... 4
4.6 Distribution of a DCN ............................................................................................................................ 5
4.7 Follow-up and Tracking of DCNs ........................................................................................................ 5
4.8 Close-out of a DCN ............................................................................................................................... 5
4.9 Revision of DCN .................................................................................................................................. 6
4.10 DCN Reports ........................................................................................................................................ 6

5.0 FORMS (ATTACHMENTS) ........................................................................................................................ 6

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 Oman Oil Refineries and Petroleum
Design Change Procedure
Industries Company SAOC.
S-000-5138-302
Sohar Refinery Improvement Project
Rev.B
Sultanate of Oman
Contract No. 21297
Job No : 120476 / JI-02022

1.0 PURPOSE

This Design Change Notice (DCN) procedure provides guidance, and defines responsibilities
on the process to be followed, for changes to design documentation in between formal re-
issues.
The DCN shall be applied for the control of P&ID’s after IFC issue.

Changes and their consequences shall be documented and disseminated to ensure all
involved are fully aware of the change and its implications.

The objective of this document is to summarize the steps to be followed for the issue and
control of Design Change Notices (DCN).

2.0 DEFINITIONS

AM Area Manager
DCN Design Change Notice
I&C Instrument & Control
LE Lead Engineer
PD Project Director
PE Project Engineer
PEM Project Engineering Manager

3.0 RESPONSIBILITY & AUTHORITY

A dedicated PE/AM shall be responsible for the DCN process, and act as the single point of
contact for DCN tracking, progress reporting.

Whenever there is a change to the document after it has reached the respective stage given
in Section 6.1, the Originator of the document shall be responsible for initiating the DCN.

The LE shall be responsible for capturing the changes for their respective disciplines, and
then advising the impact to the PE/AM for further impact analysis.

The PD/PEM shall be responsible for reviewing and approving each DCN.

All other affected engineering document shall be properly updated based on the DCN
without exception by the affected discipline responsible LE.

4.0 DESCRIPTION OF ACTIVITIES

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 Oman Oil Refineries and Petroleum
Design Change Procedure
Industries Company SAOC.
S-000-5138-302
Sohar Refinery Improvement Project
Rev.B
Sultanate of Oman
Contract No. 21297
Job No : 120476 / JI-02022

4.1 Requirements for a DCN

DCNs shall be issued to cover all authorized design changes to Issued for Construction (IFC)
P&ID’s.

DCNs shall also be issued for the post interface change between the main Process IFC P&IDs
and the Seller P&IDs which were attached at the time of IFC P&IDs issue.

4.2 Initiation/Origination of a DCN

A Design Change Notice shall be initiated by the Process lead for P & IDs PE/AM or as
defined in the project.
The originating LE shall capture the changes and discuss with other disciplines to inform
PE/AM for further impact analysis .
A DCN shall be raised by the document’s originating discipline, even if the change is not
initiated by that discipline.
For example, Instrumentation & Control (I&C) developments which need to be captured
accurately on P&IDs (which are owned by Process) shall have DCNs raised by Process with
key mark ups/inputs from I&C. Piping and Equipment interfaces shall also be managed in
the same way.
The DCNs will fall under one of the following categories
Category 0 - A purely cosmetic change; no impact on hardware or plant operation safety
Category 1 - A minor engineering change; no impact on plant operability, maintainability,
and/or safety
Category 2 - A significant change; affects operability, maitainability, safety and/or design
basis of equipment (additional HAZOP is required)

4.3 Submission and approval of a DCN

Contractor will submit the DCN to Owner after Part I and Part II of Design Change Notice –
Form is completed.
Owner will approve the DCN based on the Part III of Design Change Notice – Form for
category 2 type changes only. Category 0 and 1 will be issued to Owners for information.

4.4 Serial Number Generation for DCNs

All DCNs shall be logged in the Document system.

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 Oman Oil Refineries and Petroleum
Design Change Procedure
Industries Company SAOC.
S-000-5138-302
Sohar Refinery Improvement Project
Rev.B
Sultanate of Oman
Contract No. 21297
Job No : 120476 / JI-02022

Serial Numbers shall be generated in a sequential order through the Document system for
each unit. Format shall be XXXX-DCN-YYYY where XXXX- denoted Unit no and YYYY denotes
serial no.

4.5 Mark-up of a DCN on Master Copy

Once the DCN has been approved including Owner approval as applicable on the DCN form,
the discipline master document shall be marked-up to indicate the change(s).
The marked up document shall indicate the DCN number adjacent to the change.
Further, the Master Copy of the deliverable(s) shall be issued periodically to the relevant
engineering discipline(s) through IDIT or document control at regular intervals as
determined by PEM.
Where required, changes may be CADDED for clarity and properly clouded.
A copy of latest master document(s) shall always be used for DCN mark-up.
Formal re-issue of documents will not contain the DCN numbers. Instead the DCN resister
shall be issued along with the formal document for tracking purposes.
4.6 Distribution of a DCN
Approved DCNs shall be distributed formally through a transmittal system to all affected
disciplines which shall include Owner, Contract Manager, Construction, Commissioning,
Engineering Team, Procurement, Project Engineers, Area Managers and Subcontractor by
Document Control.
All recipients to whom earlier revision of the document were distributed shall receive a
copy of the DCN for that specific document.
It is the responsibility of the PE/AM to ensure that all the affected disciplines receive a
copy of the issued DCN.

4.7 Follow-up and Tracking of DCNs

The DCN register shall be maintained for all DCNs and Holds together with their status.
The PE/AM shall be responsible for ensuring the accuracy of the register.
It is the responsibility of the PE/AM to track and monitor the status of the DCNs under the
supervision of the PEM.

4.8 Close-out of a DCN

A DCN can be considered CLOSED, only after the PE/AM confirms that the changes are
incorporated into the next issue of the affected documents and that the recommended

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 Oman Oil Refineries and Petroleum
Design Change Procedure
Industries Company SAOC.
S-000-5138-302
Sohar Refinery Improvement Project
Rev.B
Sultanate of Oman
Contract No. 21297
Job No : 120476 / JI-02022

study (HAZOP, SIL etc.) has been performed and other discipline deliverables have been
issued incorporating the change (if required).
For the affected documents, the LE shall be responsible for ensuring that all the necessary
changes are incorporated in the affected documents and reissued for further action.
The PE/AM shall be responsible for closing the actions.
The PE/AM shall indicate the close out of the DCN via coordination with the other
disciplines and remarks in the DCN index by updating the log.
Periodically the PE/AM/PEM or his designated person shall review all DCN forms in order to
confirm completion of the required actions and close out of the DCNs.
Any modification suggested by Seller at site shall be reviewed by the relevant design
engineer(s) and the requirement of Design Review & HAZOP study shall be analyzed in the
design office before approval. Thereafter, approved modification / changes shall be
captured in As-built drawings / documents issued by the design office. In case the changes
affect the deliverables issued by downstream discipline then originating discipline
(responsible for vendor document approval) shall raise a DCN in consultation with PEM.

4.9 Revision of DCN

A DCN shall not be revised once it is approved and related drawings are revised and issued
for implementation / construction. Therefore any modification / changes to the approved
and issued DCN shall be issued as a new and unique DCN.

Withdrawing an issued DCN shall be done via another DCN.

4.10 DCN Reports

The following reports shall be coordinated by PE/AM and shall be available on the project as
a minimum:

• Status and report of all DCNs – Approved, Pending, Closed and Rejected
• Report of all drawings/documents affected per DCN, covering all affected groups
• Any suggested technical review which has been conducted is to be reported
• DCN Dossier status including confirmation from Construction
• DCN Register

5.0 FORMS (ATTACHMENTS)

• Design Change Notice - Form
• Design Change Notice - Register

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