Inspection Procedure

00-SAIP-76 26 April 2018

Defect Notification Control and Tracking Program
Document Responsibility: Inspection Engineering Standards Committee

Contents
1 Scope ................................................................ 2
2 Applicable Documents ...................................... 2
3 Definitions ......................................................... 2
4 Responsibilities ................................................. 3
5 Instructions........................................................ 5
6 Reporting .......................................................... 7
7 Work Order Priorities ........................................ 8
Revision Summary................................................... 8

Attachment I - Flowchart of Defect

Notification Process .......................................... 9

Issue Date: 10 June 2009 Next Planned Update: TBD

Revised paragraphs are indicated in the right margin Page 1 of 10
Contact: Lodhi, Zeeshan F. (lodhizf) @ phone +966-13-8804518

© Saudi Aramco 2018. All rights reserved.

Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

1 Scope

This SAIP provides guidelines for inspection and other relevant plant personnel on their
specific involvement in the initiation, approval, and implementation tracking of defect
notifications issued by the Operation Inspection Unit (OIU).

2 Applicable Documents

The following reference documents have been used during the compilation of this
procedure. The latest edition should always be used.

Saudi Aramco General Instruction

GI-1000.500 Maintenance Work Order

Saudi Aramco Engineering Procedure

SAEP-325 Inspection of Pressurized Equipment

Saudi Aramco Inspection Procedure

00-SAIP-78 Inspection Records/Filing Procedure

Saudi Aramco Forms

Form SA-2643 Defect Notification
Form SA-4745 Records Retention Policy

3 Definitions

Deficiency: Non-conformance to an existing Saudi Aramco standard or other Saudi

Aramco reference document; or deterioration of Saudi Aramco assets and infrastructure;
or fault condition characterized by an inability to perform the required function.

Inspector: A Saudi Aramco (or contract employee) qualified, certified, and

experienced within an inspector job description discipline.

Logbook: A book used to document inspection findings or highlights for minor jobs,
equipment malfunction such as furnace burners firing. It is also used during emergency
to improve communication for basic preparation work. An effective electronic system
could be an acceptable alternative such as used in SAIF system.

Defect Notification (previously called Inspection Worksheet): A notification that an

item(s) is non-conforming to company specified standards, procedures, or other
reference or has deteriorated and requires further evaluation, repair or modification to

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

be suitable for use. All defect notifications (DNs) shall be submitted electronically
through SAIF system in accordance with the requirements of this SAIP.

SAIF: SAP Applications for Inspection of Facilities

4 Responsibilities

4.1 Plant Inspector

The plant inspector shall be responsible to:

4.1.1 Identify a deficiency that requires a defect notification (DN) to a

proponent.

4.1.2 Compile a draft defect notification using SAIF system ensuring all
required data fields are completed and any optional data fields specified
by the unit.

4.1.3 Provide references to applicable standards, attaches any construction or

isometric drawings, sketches, data, OSI drawings, etc., to the DN that
may help clarify the location, type, nature, and characteristics of the
deficiency such that it is accurately identified, described, and traceable in
the field.

4.1.4 Set a SAP Priority for each individual DN. If a priority-1 item per
GI-1000.500; then, an immediate site visit shall be made by the
Inspector, Foreman, and any other necessary discipline if deemed
necessary by the Foreman.

4.1.5 Submit the DN to a unit supervisor, or field supervisor (if approval

responsibility has been delegated) for review and approval.

4.1.6 Monitor the work progress until defect notification closure.

(The inspectors monitoring activities may consist of surveillance,
witness, record or data review, or hold point inspection points as
specified in the inspection and test plan for the individual item).

4.1.7 Verify defect notification closure in the field and update SAIF with the
changes.

4.1.8 Request priority change (increase/decrease) based on the actions taken in

the SAIF and trigger the workflow for unit head approval.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

4.2 Field Supervisor

The plant Field Supervisor shall be responsible to:

4.2.1 Review the defect notification for legitimacy, accuracy, identification,

and traceability.

4.2.2 Approve or cancel the defect notification (if responsibility is delegated

by unit supervisor).

4.2.3 Inform immediately the unit supervisor of any priority 1 defect notification.

4.2.4 Monitor the defect notification tracking system and track updates at
arbitrary intervals to identify and advise discrepancies to the inspector.

4.2.5 Conduct defect notification reviews with proponents at least once per
month.

4.2.6 Compile monthly defect notification status reports to proponent

management during the 1st working week of each month per local data
needs.

4.3 PIU Supervisor

The Plant Inspection Unit Supervisor shall be responsible to:

4.3.1 Monitor the defect notification tracking system updates performed by an

inspector and field supervisor at arbitrary intervals to identify and advise
discrepancies to the inspector and field supervisor.

4.3.2 Review all priority 1 defect notifications and take appropriate actions to
expedite the DN.

4.3.3 Review, approve, and issue electronic monthly defect notification status
reports to proponent management during the 1st working week of each
month per local OIU data needs.

4.3.4 Highlight the outstanding DNs (preferably high priority) to the higher
management for timely resolutions.

4.3.5 Conduct defect notification reviews with proponents at least once per
quarter.

4.3.6 Compile and issue year-end electronic monthly defect notification status
reports to proponent management within two weeks from the start of
each Gregorian year.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

4.3.7 Review and cancel issued defect notifications (may delegate responsibility
to cancel to Field Supervisor).

4.3.8 Has the authority to delete draft defect notifications (duplicates, mistakes,
etc.).
Commentary Note:

The Proponent Operations Foreman (or other nominated proponent representative)

assigns work priority of 1, 2, 3, 4, or 5 as per SAP priority criteria in GI-1000.500
Section 4 and as agreed with inspector.

5 Instructions

5.1 Organizational System

5.1.1 DNs shall be submitted electronically using the SAIF system.

5.1.2 Each inspection unit supervisor establishes a tracking system to control

and track DNs.

5.1.3 The plant inspection unit, as part of the internal self-assessment shall
review the system for compliance to this SAIP. This review shall occur
once per year to ensure that a system is established, meets the
requirements of this SAIP and is being regularly updated.

5.2 Defect Notification Issue

5.2.1 The inspector shall complete all mandatory data fields as required in the
SAIF system. If the discrepancy is a non-conforming item the reference
and relevant paragraph shall be quoted. If the discrepancy is
deterioration or functional abnormality then a preliminary failure code
from SAIF shall also be referenced for the item.

5.2.2 The inspection shall decide whether to issue a T&I or non-T&I DN, after
a thorough integrity, operational, and financial implications with Plant
Operations and Maintenance.

5.2.3 In the event that consensus cannot be reached on the necessity for
issuance of a defect notification between proponent representatives and
inspector, the matter will be highlighted to the immediate supervisory
roles for each of the parties for further direction.

5.2.4 A defect notification can still be issued by the inspection units to record a
discrepancy and the proponent division head must formally respond to
record and archive the reasons for the cancellation of the defect notification.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

5.2.5 The inspector proceeds with all his responsibilities as listed under
Section 4.1.

5.3 Defect Notification Tracking

5.3.1 The inspector shall appropriately monitor progress from initiation to

closure of the defect notification as outlined in Section 4.1 and the
progress shall be reviewed by the inspection field supervisor and unit
supervisor as outlined in sections 4.2 and 4.3.

5.3.2 The inspection unit shall select the right priority (as per GI-1000.500) of
the DNs based on discussion with Operations and Maintenance after
quick defect review.

5.3.3 A standardized table of defect notification status disposition shall be

utilized as follows:
a. Submitted
b. Awaiting Inspection Unit Approval
c. Awaiting Operation Action
d. Maintenance Notification Created
e. Maintenance Work Order Created
f. Awaiting Closure Approval
g. Completed
h. Cancelled
i. Deleted

5.3.4 A standardized table of outstanding defect notification status disposition

shall be utilized as follows:
a. Deferred to T&I
b. Deferred to Plant shutdown
c. Deferred to Unit shutdown
d. Deferred to Equipment shutdown
e. Temporary Repair
f. Work In Progress
g. On Hold
h. No Material
i. No Service Order
j. Awaiting CP Operation Action
k. Awaiting Contractor Action

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

l. No Job Request
m. Need Engineering Package
n. Awaiting Inspector Action

5.3.5 The updating interval of defect notification status is an ongoing activity

and the assigned facility inspector should maintain communication with
proponent operations foremen, planners, maintenance foremen, plant
engineers, and field location visits to ascertain the progress. It is the
responsibility of the proponent to advise the inspector of any change in
work progress or status in order that the inspector can verify and update
the defect notification system immediately upon his verification.

5.3.6 Only an inspection unit supervisor or field supervisor can change a

defect notification status (i.e., to cancel) when justified and documented.
No defect notification covering temporary work is allowed to be closed
without proper and documented review by all concerned parties.

5.3.7 The unit supervisor or his delegates can delete draft defect notification.
A reason for the deletion shall be included in the defect notification.

5.3.8 Any discrepancy shall be corrected in the earliest chance regardless of

the ETC.

6 Reporting

6.1 The SAIF system shall be utilized to report the defect notification reports.
The reports shall be issued by the inspection unit supervisor addressed to
Operation Superintendent copying Engineering Superintendent.

6.2 The inspection unit supervisor shall issue defect notification reports at periodic
intervals suitable for the local proponent and OIU management but not more
than at 3-months interval. Monthly is an appropriate reporting interval for
critical and long outstanding defect notifications and also an end of year
summary is recommended.

6.3 The format of the report shall be at the discretion of the inspection unit supervisor
and the data needs of the local proponent management. Management may specify
graphical representations of the data.

6.4 DNs Status Reports shall group the age of open DNs from date of issue.
These groupings can be dependent upon the SAP priority of a notification as
shown in the table below; the actual format is dependent upon PIU needs.
The only DNs not considered as open are those with a status of completed or
cancelled.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

6.5 DN should not be pending in system as DRAFT for more than 1 week.

PRIORITY None 1 2 3 4 5 Total

Age < 1 Month
Age >1 < 3 Months
Age >3 < 6 Months
Age >6 < 12 Months
Age >12 < 24 Months
Age ≥ 24 Months
Total

7 Work Order Priorities

It is essential to assign DNs with correct priorities as per GI-1000.500 as given below:

7.1 Priority 1 – Emergency Work

 Work, which must be done immediately in order to:
 Prevent Injury to personnel or damage to equipment.
 Correct safety and fire hazard or extreme service failure.
 Prevent significant loss of production or loss of products in storage or transit.
 Work classified as Priority “1” takes precedence over all other work,
scheduled or non-schedule.

Maintenance schedules and notifications shall at least start and be issued within
24 hours.

7.2 Priority 2 – Urgent Work

Work of an urgent nature, which must be completed as soon as possible,

maintenance schedules and notifications shall be issued at least within 48 hours
to start the work.

7.3 Priority 3/4/5 – Normal Work

Normal Maintenance Work is defined as work, which may be delayed for more
than 48 hours and is scheduled as maintenance resources permit. Most of the
Maintenance requests should fall in this category.

Revision Summary
26 April 2018 Revised the document and aligned with SAIF-SAP requirements for Defect Notifications and
clarified the responsibilities.

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

Attachment I – Flowchart of Defect Notification Process

Identify Discrepancy
NO END
(Inspector)

YES

Compile Draft YES Acceptable? Reject and Delete Draft

Notification in SAIF (Immediate NO Notification (Supervisor or
(Inspector) Supervisor) Immediate Supervisor)

YES

Shutdown Item? Proponent Acknowledge

Escalation for not response
System Updates the YES Notification & will assign
NO or Rejection to Supt.
Notification Status resources to complete?
(Ops Supt)
(System) (Operations Foreman)

Distribute the YES

Notification & Inform Agrees that
Inspector of Ops. Action YES job has to be
(System) done?

SAP Maintenance NO
Assign the Notification to Notification and Job
T&I Package Order Issued & Inform
(Inspector) Cancel the issued
Inspector using SAIF?
Notification (Supervisor or
(Operations Foreman)
Immediate Supervisor)

END

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Document Responsibility: Inspection Engineering Standards Committee 00-SAIP-76
Issue Date: 26 April 2018
Next Planned Update: TBD Defect Notification Control and Tracking Program

Attachment I – Flowchart of Defect Notification Process (continued)

Proponent Performs work & controls Advise Inspector about

all contractors ensuring all Saudi work activities & status Status
Aramco existing requirements are changes Change?
complied with in full (Operations Foreman)
(Operations Foreman)

YES

Performs Surveillance, Witness, Hold-

Updates Status to reflect Updates Notification Point and review points to ensure all
current Status work Activities in System Saudi Aramco existing requirements
(Inspector) (Inspector) are complied with in full.
(Inspector)

Proponent Performs rework &

controls all contractors ensuring all NO Job is in
Issue rework notification
Saudi Aramco existing requirements compliance and
(Inspector)
are complied with in full Completed?
(Operations Foreman)

YES

NO Updates Recommendations
Status and Submit the
notification for closure
(Inspector)

Review Work Completion

END YES Accepted? Activities (Supervisor or
Immediate Supervisor)

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