Engineering Procedure

SAEP-379 2 March 2016

Quality Issues Notification
Document Responsibility: Project Quality Standards Committee

Contents
1 Scope............................................................. 2
2 Purpose.......................................................... 2
3 Applicable Documents.................................... 2
4 Definitions and Acronyms............................... 3
5 Instructions..................................................... 4
6 Responsibilities………………………………… 4

Previous Issue: 3 July 2012 Next Planned Update: 3 July 2017

Revised paragraphs are indicated in the right margin Page 1 of 4
Contact: Al-Ghamdi, Khalid Salem (ghamks0k) on +966-13-8801775

Copyright©Saudi Aramco 2016. All rights reserved.

Document Responsibility: Project Quality Standards Committee SAEP-379
Issue Date: 2 March 2016
Next Planned Update: 3 July 2017 Quality Issues Notification

1 Scope

1.1 This Procedure establishes instructions for identification, documentation,

closeout and tracking of Logbook Entries (LBEs) in the Quality Management
Information System (QMIS) or Manual Logbook (Use of Manual Logbook shall
comply with SAEP-381 conditions), Non-Conformance Reports (NCRs),
Worksheets and Delinquent Worksheets issued by the Inspection Department
Representatives on non-conforming product, work or services.

1.2 Quality Issues Notification shall be issued by Inspection Department personnel

for violation against a Mandatory Saudi Aramco Engineering Requirements
(MSAERs) and contracts encountered during the execution of Saudi Aramco
Projects using either the QMIS, Manual Logbook or SAP QM depending on the
violation category as outlined in SAEP-381.

1.3 This SAEP does not include nonconformities identified by;

1.3.1 Operation Inspection Division (OID) during assessments of autonomous

Operation Inspection Units or deficiencies noted during internal
assessments by the Inspection Department.

1.3.2 Asset Performance Management (APM) Assessment.

1.3.3 Contractor Internal Non Conformities Reports (INCR) as in SAEP-381.

1.4 This SAEP supersedes 00-SAIP-10, “Non Conformance Reports.”

2 Purpose

The intent of this SAEP is to implement a consistent method for initiating and
processing LBEs, Non-Conformance Reports, Worksheets and Delinquent Worksheets.

The purpose of issuing quality notification is to report quality/technical deficiency,

determine the root cause of the problem, record the action taken to correct
nonconformity and to avoid recurrence.

3 Applicable Documents

The procedures covered by this document shall comply with the latest edition of the
references listed below, unless otherwise noted:

 Saudi Aramco Engineering Procedures

SAEP-301 Instructions for Establishing and Maintaining
Mandatory Saudi Aramco Engineering Requirements

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Document Responsibility: Project Quality Standards Committee SAEP-379
Issue Date: 2 March 2016
Next Planned Update: 3 July 2017 Quality Issues Notification

SAEP-381 Project Quality Issues Escalation Process

SAEP-1150 Inspection Coverage on Projects

 Saudi Aramco General Instruction

GI-0400.001 Quality Management Roles and Reponsibilities

4 Definitions and Acronyms

ACD: Agreed Completion Date
APM: Asset Performance Management
APMID: Asset Performance Management Integration Division.
CQP: Contractor Quality Personnel
CQR: Contractor Quality Representative
DWS: DELINQUENT WORKSHEET - Mechanism to escalate unresolved Worksheets
ID: Inspection Department
INCR: Internal Non Conformance Report (Issued by Contractor)
LBE: Logbook Entries (First level of reporting quality deficiency using Manual
Logbook or the Quality Management Information System, QMIS).
MSAER: Mandatory Saudi Aramco Engineering Requirements
NCR: Non Conformance Report (Issued by Saudi Aramco through SAP QM).
An NCR can be issued directly without going through the LBE stage.
NCR Originator: Individual who creates the NCR in SAP QM module.
Project Quality Manager (PQM): The Senior Inspection Representative responsible
for coordinating all inspection requirements on behalf of Inspection Department with
SAPMT throughout all project phases, from Project Proposal through Mechanical
completion.
QMIS: Quality Management Information System (also known as electronic Inspection
Logbook).
SAPMT: Saudi Aramco Project Management Team.
SAP QM: Systems, Applications and Products in Data Processing-Quality Module.
Worksheet (WS): Mechanism for reporting MAJOR violations or escalating pending

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Document Responsibility: Project Quality Standards Committee SAEP-379
Issue Date: 2 March 2016
Next Planned Update: 3 July 2017 Quality Issues Notification

NCRs as stipulated in this Procedure. It is also a mechanism for escalating NCRs

unapproved by PMT in the SAP system within working days of issuance per SAEP-381.

5 Instructions

5.1 Categorization of Non Conformities

All types of quality non conformities shall be categorized based on the guideline
stated in SAEP-381, Appendix C.
Commentary Note:

Violations not listed in SAEP-381, Appendix C will be decided by the PQM, using
Appendix E “Definition of Violation Categories” in SAEP-381.

5.2 Approval Authorities

Initiating, approving and receiving of quality issues notification shall be in

accordance with SAEP-381, Appendix D, “Table of Responsibilities for Quality
Issues Notification”.

5.3 Logbook Entries (LBEs) shall be recorded in QMIS or Manual Logbook.

5.4 Issuing and receiving of all quality issues notification including Delinquent
Notification (DWS) shall be in accordance with SAEP-381.

5.5 Issuance of manual NCR (outside SAP QM) is not allowed unless authorized in
writing by the concerned ID Division Head.

6 Responsibilities

6.1 NCR Originator shall collect all required information prior to creating NCR in
SAP QM.

6.2 PQMs or Unit heads shall review the NCR and if valid submit it to SAPMT
through SAP QM.

6.3 SAPMT shall process NCR issued by Inspection Department within working
days specified in SAEP-381 and GI-0400.001.

6.4 Worksheet shall be prepared and approved by PQM / Inspection Sr. Supervisor
or his designated representative in SAP QM.

Revision Summary
3 July 2012 New Saudi Aramco Engineering Procedure.
2 March 2016 Editorial revision to transfer document from Inspection Engineering to Project Quality
Standards Committee (PQSC).

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