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Project Title Seagreen Offshore Wind Farm

Document Reference Number LF000009-PJC-MA-INS-0001

Document Control Instructions to Supplier

This document contains proprietary information belonging to Seagreen Wind Energy Ltd /or affiliated companies and shall be used only for the
purpose for which it was supplied. It shall not be copied, reproduced, disclosed or otherwise used, nor shall such information be furnished in whole
or in part to third parties, except in accordance with the terms of any agreement under which it was supplied or with the prior consent of Seagreen
Wind Energy Ltd and shall be returned upon request. © Copyright of Seagreen Wind Energy Ltd 2018

Rev Date Reason for Issue Originator Checker Approver

01 26.09.18 Approved for Use Amanda Queen Sid Anverali Sid Anverali

Stephen Digitally signed by

Digitally signed by
Amanda Digitally signed by Amanda Queen
peter.mcgra peter.mcgrath@sse.com
02 28.01.19 Approved for Use Stephen McKeown
DN: cn=Amanda Queen, o=SSE,
email=amanda.queen@sse.com, DN:
Queen c=GB
Date: 2019.02.04 14:16:23 Z th@sse.com cn=peter.mcgrath@sse.com
Date: 2019.02.04 14:43:55 Z McKeown Date: 2019.02.04
14:19:53 Z

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Document Change Summary

Rev Date Detail of Change Changed by

01 03.09.18 First Issue AQ

02 28.01.19 Revised in Line with SDR AQ

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Table of Contents
1. Purpose ...................................................................................................................................................... 4
2. Scope.......................................................................................................................................................... 4
3. Definitions.................................................................................................................................................. 4
4. References ................................................................................................................................................. 5
5. Responsibilities .......................................................................................................................................... 5
6. Instructions ................................................................................................................................................ 6
6.1 Supplier Starter Pack ......................................................................................................................6
6.2 Supplier Document List (SDL) Coding .............................................................................................6
6.3 Submission of the Supplier Data Schedule (A01) ...........................................................................6
6.4 Document Review & Sign Off ...................................................................................................... 10
6.5 Manufacturing/Fabrication Data Dossier .................................................................................... 11

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1. Purpose
The purpose of this procedure is to provide detail instructions to Suppliers, for the submission of
documentation, data and services to Seagreen Offshore Wind Farm throughout all stages of the contract. It
also covers the control, registration, transmission, tracking and review process of all issued documentation.

2. Scope
This procedure is applicable to all Supplier documentation (including any Sub-Supplier or Sub-Contractor
documents) as specified in the relevant Purchase Order and includes the preparation and submission of
documentation to ensure that:
• A standardised approach is followed for the management of documented information
throughout the document life cycle, from identification, creation to handover.
• Documentation is effectively identified and easily retrieved.
• Methodology for document transmittals is standardised and clearly defined.

3. Definitions
The term “document” may refer to a document or drawing, however, it is important to note that there is a
numbering system for drawings and another for documents.

Project Document A document created with content, which is subject to a checking and
approval process and shall be subject to controlled changes through a
revision process.

Hard Copy Printed version of a document or drawing

Soft Copy Electronic version of a document or drawing

Native File The specific file format from which the document or drawing was originally
created

SWEL Seagreen Wind Energy Ltd maybe referred to as Seagreen or Seagreen

Offshore Wind Farm

Rendition A copy of a document created for stable viewing and printing purposes,
generally created from its native application. Rendition shall be in PDF
format

Abbreviations PDF – Portable Document Format

SDM – Supplier Distribution Matrix
SDS – Supplier Data Schedule

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4. References

Purchaser Seagreen Wind Energy Ltd maybe referred to as Seagreen or Seagreen

Offshore Wind Farm

Supplier Drawings & Data A standard listing and definition of all the document and data types from
Requirements (SDR) which the SDL is selected.

Supplier Data Requirements The SDL is created from the master Supplier Documentation & Data
List (SDL) Requirements (SDR), which is a full list with definitions of each document
and drawing type

Supplier Data Schedule (SDS) The full list detailing all documentation and data to be supplied by the
Supplier, with delivery dates, in accordance with the SDR. The SDS shall be
submitted (normally within 2 weeks) and agreed between the Purchaser
and Supplier

Supplier Starter Pack A listing of the pro-formas associated with the execution of this procedure

LF000009-PJC-MA-PRO-0002 Engineering Drawing Numbering and Control Procedure

5. Responsibilities

Seagreen Document Responsible for maintaining and ensuring compliance with all aspects of the
Controller Procedure. Responsible for the external expediting of the Supplier
documents to ensure the timely submission of documentation in
accordance with the listing and dates in the approved SDS. Responsible for
the control, distribution and QA of all documentation supplied and returned
to the Suppliers in accordance with the Seagreen procedure. Also
responsible for managing the documents within the EDMS, reporting the
status of the document and handover at project completion.

Suppliers Document Control Responsible for control, submission and expediting of documentation
(including that from Sub-Suppliers) in accordance with the SDR, SDS and this
procedure.

The Suppliers principal contact for the PO must ensure that a copy of this
procedure is passed to their Suppliers Document Control. Similarly, email
address and direct telephone line details of the Suppliers Document Control
point of contact must be forwarded to Seagreen Document Control.

Supply Chain Supply Chain is accountable to the Project for ensuring that the Supplier
Starter Pack is provided to the Supplier.

Requisitioning Engineer or Responsible for reviewing the Supplier documentation, seeking and
Package Manager collating comments from interfacing disciplines, allocating the appropriate
approval code and returning comments via Seagreen Document Control in
accordance with the agreed Project timescales.

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6. Instructions

6.1 Supplier Starter Pack

As part of the Purchaser’s notification of order award, the supplier will be provided all necessary forms and
templates within the Supplier Starter Pack.

6.2 Supplier Document List (SDL) Coding

The SDL is created from the master Supplier Documentation & Data Requirements (SDR), which is a full list
with definitions and coding for each document and drawing type. The SDL will be compiled by the Supplier
and Client at commencement of the works and remains dynamic until the works are complete.
Documents shall be submitted individually for Review or for Information. The Supplier is not authorised to
exclude or combine any documents out with the agreement on the SDL.

6.3 Submission of the Supplier Data Schedule (A01)

On receipt of the Purchasers notification of PO award, the supplier shall complete the Supplier Data
Schedule (SDS) to identify all the documents and drawings and the planned submission dates to meet the SDL
specific requirements.
The SDS shall be submitted for review/acceptance within 2 week of PO award unless otherwise agreed. An
Excel version of the Supplier Data Schedule is available in the starter pack supplied. This template is the only
acceptable format for the SDS document (SDR Code A01) and must be submitted as a PDF and in the native
excel format.
All documents and drawings that are identified in the SDL must appear in the SDS. Should the Supplier
believe that the SDS requirement is not applicable to the successful delivery of information to the project
then this should be identified by the Supplier as soon as possible. Any deviation from the SDL must be
agreed with the Requisitioning Engineer prior to its removal from the SDL or SDS. Any subsequent changes
to the SDS must be submitted for approval before implementing.
The SWEL Lead will review the SDS with regards to the document numbering, format, omissions etc and will
communicate any comments to the Supplier via Document Control. A non-conformance in document
submission will be communicated to the Supplier by Procurement.

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Documentation Format & Presentation

All documents and drawings are to be created and submitted using the templates provided. All
documents will have the Supplier Front Sheet as the first page and all fields should be completed.
The drawing template should be used for drawings. For full instructions on completing the drawing
information box refer to LF000009-PJC-MA-PRO-0002.

All documentation (drawings and documents) should be supplied in the English Language.
With the exception of some proformas (Excel based), all documentation shall be submitted in PDF
format, created from the original document’s native application (ie not scanned). Scanned
documents will only be accepted where there is no access to the electronic native file, or where a
signature has to be captured (eg signed certificates, signed front sheets). Specific PDF requirements
are as follows:
• Page creation sizes shall match the original drawing or document size – to enable full size
printing from PDF, particularly for scale drawings.
• All pages in the PDF shall be orientated to enable reading without having to rotate pages.
• PDF files shall have no security set.
• Clear book marking shall be used to aid navigation through the document.
• Where signatures are required – a scan of the signed page should be swapped with the
electronically produced page.
• All PDFs shall be saved with Adobe Reader compatibility.
• Opening options should be set to default to view ‘full page’ and ‘bookmarks’
• Project Front Sheets should be embedded into the associated document or drawing, thus
creating a single soft copy file for submission into the project.
• Where the Supplier is submitting a Sub-Suppliers project specific drawing or document to
Seagreen, this shall have been previously reviewed by the Supplier. It is Seagreen’s expectation
that the results of this review process will be evident by the presence of the Supplier’s own
decal or front sheet embedded within the Sub- Suppliers drawing or document.

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• As a minimum each document or drawing shall carry the following information:

a) Unique Seagreen Document or Drawing Number
b) Supplier Document Title and Document Number
c) Date of Issue
d) Revision
e) Reason for Issue
Note the title of each document or drawing shall be specific to that document and give detail of the
content. Generic titles, for example, “General Arrangement” or “Data Sheet” are not acceptable. The
documents must clearly identify what the subject is eg, “Glycol Regeneration Skid General
Arrangement” or “Control Valve XCVSD12121 Data Sheet”.
Any queries on document format, numbering or coding shall be raised at the earliest opportunity with
Seagreen Document Control.
NB: It is not acceptable to use the Supplies own name and own part number for items that have been
manufactured by a third party.

Numbering, Revision, Issue Status & Supplier Approval of Documentation

All Supplier documents must include the completed Supplier Cover Sheet and appended to all documents
before issuing to Seagreen Document Control.
The Seagreen Document Number area should be completed following the table below.

Seagreen Contract Number:

• Project Number LF000009-
• Supplier Acronym (Supplier by SWEL) LF000009-ABC-
• Contract Number (Supplier by SWEL) LF000009-ABC987-
• Document Type LF000009-ABC987-REP

SDR Code (as listed on the SDS) LF000009-ABC987-REP-C17-

Sequence Number
(this can be grouped to suit a series of LF000009-ABC987-REP-C17-001
documents)
Sheet Number
(this can be grouped to suit a series of LF000009-ABC987-REP-C17-001-01
documents)

• The first revision for the Seagreen document must be revision 01 and increasing sequential
thereafter 02, 03 etc. Suppliers can put their own internal number and revision on the
documents and these will be recorded in the EDMS.
• The Approval Code and the Responsible Engineer Fields will be completed by Seagreen.
• All document and drawings submitted shall have the relevant, originator, checker and approver
signature boxes completed before submission.
• Documentation submitted electronically must include the initials (software package generated)
of the originator, checker and approver signatories in the relevant boxes. Seagreen will deem

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that all documentation submitted in the way is back up by a master copy which has all the
applicable hand written signatures appended.
For Drawings, please refer to LF000009-PJC-MA-PRO-0002
All Supplier drawings, documents and data shall be submitted to Seagreen document control via email
or FTP. All documents are to be provided in PDF format, however all final documentation shall be
submitted in both PDF and native formats. If the Supplier has any queries on the submission
requirements or where there are any perceived ambiguities, they shall seek clarification at the earliest
opportunity.
The Supplier is responsible for submitting electronically the following:
• All documentation produced by the Supplier
• All documentation produced by the Suppliers representative, Sub-Suppliers
or Sub- Contractors.
• Completed pro-formas (provided to the Supplier by Seagreen) as identified in the SDL.

• If native versions of .dwg files are required, the SSE standards for layering should be used:

Layer Name Colour Line Type Line Thickness

Borders White Continuous 0.35
Main Detail White Continuous 0.25
Grids/Centre Lines Magenta Centre 0.25
Text Notes Red n/a 0.25
Cables Green Continuous 0.25
Dimensions Magenta n/a 0.25
Hatching Cyan n/a 0.25
Cable Routes Cyan Continuous 0.25
Pipework Blue n/a 0.25
Electrical Equipment Blue Continuous 0.25

Delivery Handover
Any paper documentation (dossiers) issued for final handover shall be delivered under cover of a
completed Transmittal.
Final handover will be progressively received. Where indicated in the SDL the Supplier shall “as built”
all relevant drawings and documents incorporating any mark-ups or changes made during
manufacture or commissioning. The revision status of the document shall reflect the as built status.

Supplier Checklist and Submission of Documents

Before submitting documentation as part of the PO, the Supplier shall ensure that the following key
points have been complied with:

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• The Supplier Document Front Sheets or drawing templates must be used for the submission of
all documents and drawings. Failure to comply with the requirement may result in
documentation being returned to the Supplier without review.
• Supplier Document Front Sheets or drawing templates have been completed with the
appropriate information and appended to the front of all other documents prior to submission.
• “Appropriate” information includes the document title, PO, SDR code, doc type, sequence and
sheet references, the Seagreen revision number (01 for the first submission in all cases). The
Supplier document and revision description of the issue date and the originator, checker and
approvers initials/signatures.
• A supplier Transmittal Document has been completed for all documents.
Any hard copy documentation or CD’s are to be sent to the Seagreen Document Control. Upon receipt
of Supplier documentation Seagreen Document Control shall check the transmittals, numbering and
image quality prior to processing.
All documents submitted by the supplier shall be under cover of a transmittal listing the documents
with a SDR code (as per the supplier drawings and data requirements listing).
All documents received from Suppliers shall be circulated to the agreed distribution matrix. Document
Control shall retain a file copy of all documents and drawings electronically in the EDMS.
The document will be added into the EDMS. On receipt of the signed decal this file will be replaced
with the coded file. This will ensure that at all times the most recent copy of the Supplier’s
documents are available in the EDMS.

6.4 Document Review & Sign Off

Seagreen shall distribute the document and sign the appropriate box on the Supplier Drawing Decal or
Supplier Document Front Sheet to indicate the applied approval code as described below:

Approval Comment Supplier Action

Code

1 Documents are considered The Supplier shall proceed

Acceptable

2 Accepted subject to Comments Signified general acceptance of both quality and content of the
document but with minor points to be amended by the Supplier.

3 Not Accepted
The quality and content are considered unsatisfactory. Any work
carried out to the documents with this status code will be a the
Suppliers own risk and may not be acceptable to Seagreen. Such
documents shall be reviewed by the Supplier to take note of the
reasons for unacceptability, be revised and resubmitted.

4 For Information Only Signifies acceptance as it is.

Individual documents may be required to be included in the data
manual, which will be subject to a collective review and subject to
full acceptance. No further action is required.

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Seagreen shall undertake to return a reviewed document to the Supplier within the time set within the
contract.
For documents returned with an Acceptance Code 2 or 3, the Supplier shall incorporate the Seagreen
comments and re-submit the document. If there is a disagreement, the Supplier shall state the objection (s)
in writing within 5 days of receipt of the comments. Documents and drawings amended for re-submission
shall be clearly marked to reflect all the changes made since the previous revision in accordance with the
conventional engineering practices.
They shall also revise and re-submit any documents returned as Code 1 as final submission.

6.5 Manufacturing/Fabrication Data Dossier

It is the Suppliers responsibility to be familiar with the requirements and intent of the various EU Directives,
Government Acts, Statutory Instruments and Guidance Notes. The Supplier shall provide sufficient
document to achieve ‘certifiable’ equipment; this same obligation shall be extended to any sub-suppliers.
The Certification and Manufacturing data required consists of original and type test certification, inspection
and test records together with the final release documentation generated during the approval,
manufacture and testing of the equipment or material.
The Supplier shall submit the Manufacturing/Fabrication Data Dossier Index to Seagreen for review and
acceptance prior to compilation of the Dossier itself.
All documentation required for inclusion in the final issue of the Data Dossier shall carry either Accepted
Code 1 or 4 (for Information only) as allocated by Seagreen.

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