QA/QC PLAN

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PT MEDCO E&P INDONESIA

PEKERJAAN JASA PENYEDIAAN, PENGOPERASIAN DAN
PERAWATAN FASILITAS PRODUKSI ARUNG NOWERA

DOCUMENT TITLE:
QA /QC PLAN

DOCUMENT NO: 004/RUI.GSC.RSS/11/2021

UNAUTHORIZED COPYING OF THIS

THIS DOCUMENT CONSISTS OF TOTAL : 35 PAGES
DOCUMENT IS NOT PERMITTED

ORIGINATOR PROJECT
REV DATE PURPOSE CHECKER CONTRACTOR COMPANY DATE
MANAGER

A 29-Nov-21 PNJ MA ATW MH

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RECORD OF REVISIONS

THE REVISIONS LISTED BELOW HAVE BEEN INCORPORATED IN THIS COPY OF THE DOCUMENT

REV. PAGE DESCRIPTION OF

No. SECTION NO. CHANGES by
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Contents

RECORD OF REVISION

Content

1.0 INTRODUCTION ........................................................................................ 5

2.0 PROJECT BACKGROUND............................................................................ 5

3.0 DEFINITIONS ............................................................................................ 5

4.0 QUALITY SYSTEM...................................................................................... 6

4.0.1. QUALITY ASSURANCE PROGRAM ........................................................... 6

4.0.2. QUALITY ASSURANCE DOCUMENT STRUCTURE ...................................... 8

4.0.3. GLOSSARY OF TERMS AND DEFINITIONS ............................................. 10

4.0.4. CONTROL OF QUALITY ASSURANCE MANUAL ....................................... 14

5.0 PLANNING .............................................................................................. 15

5.0.1. GENERAL ........................................................................................... 15

6.0 DOCUMENT CONTROL ............................................................................. 16

6.0.1. DOCUMENT CONTROL GENERAL PROSEDURES ..................................... 16

7.0 PROCUREMENT ....................................................................................... 19

7.0.1 MATERIAL LIST REQUISITION AND INQUIRIES ...................................... 19

7.0.2. BID EVALUATION AND OTHER ISSUE .................................................... 20

8.0 MEASURING AND TESTING EQUIPMENT ................................................ 21

8.0.1. MEASURING AND TESTING .................................................................. 21

9.0 PROCESS CONTROLS .............................................................................. 23

9.0.1. GENERAL ........................................................................................... 23

9.0.2. PROCEDURES AND INSTRUCTIONS ...................................................... 24

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9.0.3. SPECIAL PROCESSES .......................................................................... 24

9.0.4. QUALITY CONTROL............................................................................. 25

9.0.5. FINAL INSPECTION ............................................................................. 25

10.0 QUALITY RECORDS ................................................................................. 26

10.0.1. GENERAL ........................................................................................... 26

10.0.2. INSPECTON RECORDS ..........................................................................27

10.0.3. MONITORING INSPECTION RESULT ....................................................27

10.0.4. FINAL DATA BOOK...................................................................................28

11.0 CORRECTIVE ACTION ............................................................................. 28

12.0 AUDIT ..................................................................................................... 30

12.0.1. MANAGEMENT REVIEW....................................................................... 30

12.0.2. INTERNAL AND EXTERNAL PROJECT AUDIT ......................................... 32

12.0.3. AUDIT SCHEDULING........................................................................... 32

12.0.4. AUDIT PLANNING ............................................................................... 33

12.0.5. AUDIT PERSONNEL ............................................................................ 33

12.0.6. AUDIT REPORTING............................................................................. 34

12.0.7. AUDIT FOLLOW-UP ............................................................................ 34

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1.0 INTRODUCTION

Medco E&P Indonesia is Oil and Gas Company.

2.0 PROJECT BACKGROUND

Medco E&P Indonesia a oil and gas company, hereby invites potential contractors to

participate in the Tender for the Pekerjaan Jasa Penyediaan, Pengorasian dan Perawatan

Fasilitas Produksi Arung Nowera in South Sumatera.

3.0 DEFINITIONS

The following words shall have the meaning indicated when used herein :

COMPANY PT Medco E&P Indonesia

CONTRACTOR This shall mean the CONTRACTOR

The party that carries out all or part of the detailed design,
PURCHASER engineering, procurement, construction, installation &
commissioning
Is defined as the selected Party to supply the equipment &
service detailed in this specification. This is the entity having
VENDOR
unit responsibility as defined in the industry code and
standards.
MIGAS Indonesian Government Board responsible for issuing
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approvals and licenses of Oil and Gas facilities.

4.0 QUALITY SYSTEM

4.0.1. QUALITY ASSURANCE PROGRAM

The QA program for every project is to give confidence to and client that contract;

specification and such quality requirements are achieved. The QA program is designed to

meet requirement of Quality Assurance International standards any additional requirement

of contracts.

The QA program covers all project activities affecting quality together with relevant

documentation.

The activities that are covered by the QA program are carried out within a system where

Organizational flow chart, functional responsibilities, interface; reporting and

communications lines are clearly defined. Furthermore such activities are documented

through adequate procedures.

All personnel are responsible for the quality of the work that they carry out. For each

project the project Manager is responsible for implementation of the contractual QA

program.

The Quality Assurance Organization verifies the implementation of the QA program and

evaluated its adequacy to realize established quality objectives. Whenever necessary

corrective action are requested to prevent and correct non-conformances.

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The scope of Quality Assurance activities for construction project is mainly to:

 Ensure that the work is accurately planned and organized.

 Ensure that procedures and instructions are issued for the performance of all required

work.

 Ensure, by qualified inspection that the is carried out to required quality.

 Demonstrate by documented records that the work has been carried out and

inspected to required quality.

The Client’s Representatives have the right to verify all aspects of the QA System

established for the project. They shall have free access to documentation and facilities

relevant to the contractual work with assistance by QA Organization.

The training needs an provision for the training of all personnel, performing quality-

affecting activities, are identified by the Management and are part of the Quality Assurance

program.

In particular personnel performing special tasks shall be quality on title basis of appropriate

education and in compliance with the applicable standards and regulations. Records of

such qualification shall be maintained by.

4.0.2. QUALITY ASSURANCE DOCUMENT STRUCTURE

Level 1 : QUALITY ASSURANCE MANUAL

Level 2 : PROJECT QUALITY ASSURANCE PLAN

Level 3 : PROCEDUREDS AND INSTRUCTIONS

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LEVEL 1

The is the Divisional Quality Assurance Manual which describes the Quality Policy, the

Quality Assurances program, the hand office and project organization, the Quality

Assurance criteria applied to each phase of the works.

LEVEL 2

Scope of this plan is to identify all quality-related activities of the specific project. Such plan

shall describe the project organization; the sequence of planned activities, the list of

applicable procedures and instructions, the records to be produced.

The project QA plan is to be prepared by the appointed project QA/QC Specialist and

approved by the project Manager before issuing for Client approval.

LEVEL 3:

These procedures and instructions cover both administrative and technical/operational

activities. For project manager responsibility to decide whether dedicated procedure or to

utilize those already existing in Organization.

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Q.A. DOCUMENTATION FLOW CHART

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4.0.3. GLOSSARY OF TERMS AND DEFINITIONS

The following definitions are provided to assure a uniform understanding of selected term

as they are used in this Quality Assurance Manual.

 Approval

An act of endorse or adding positive authorization.

 Audit

An activity to determine through investigation, the adequacy of and adherence to

established procedures, instructions codes and standards or other applicable

contractual requirements and the effectiveness of implementation.

 Calibration

Comparison of two instruments, one of which gas a know standard of accuracy (or

having a relationship with a standard) with the purpose of knowing the accuracy of

the other one.

 Cross check

In a function of the quality control system carried out as an internal audit in the

Technical Department and in organization involved in preparation of technical

operation specifications.

It consists of a check performed by specialist directly involved in the project different

from one, who executed the specification or calculation or design drawing.

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 Design

Technical and management processes, which commence with identification of design

input, and which lead to and include the issuance of the design output documents.

 Documentation

Any written or pictorial information describing, defining, specifying, reporting or

certifying activities, requirements procedures or results.

 Hold Point

Step of manufacturing sequence beyond the work cannot proceed without preventive

authorization of the person who established it.

 Item

Any level of unit assembles, including structure system subsystem, subassembly,

component, part of material.

 Non-Conformity

A deficiency in characteristic, document or procedure renders the quality of an item

unacceptable to specification or indeterminate. Examples of non-conformance

include: physical defects, test failures, incorrect or inadequate documentation or

deviation from prescribed processing, inspection or test procedure.

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 Procedure

A document, which specifies or describes how an activity is to be perform. It may

include methods to be employed, equipment or materials to be used and sequence of

operations.

 Qualification (Personnel)

Characteristic or skill abstaining by training or experience measured against

prescribed standards or examination demonstrating the individual capability of

carrying out specific tasks.

 Quality Assurance

All those planned or systematic actions necessary to provide adequate confidence

that an item or a facility will perform satisfactorily in service and the actions are

perform in compliance with specifications.

 Quality Control

Those actions, which proved a means to control and measure the characteristic of an

item, process or facility to, established requirement.

 Repair

The process restore non-conforming characteristic to condition such that the capacity

of an item to function reliably and safety is unimpaired, and conforms to the original

requirement.
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 Rework

The process by which a non-conforming item is made to conform to a prior specified

requirement by completion, re-machining, reassembling or other means.

 Specification

A written of document to describe the general requirement material inspection and/or

process including acceptance standards.

 Standard

A document or physical specimen defining or given examples of parameters,

properties of a professional performance of work.

 Supplier

Any personnel or organization famished items or services to a Client on tile basis

purchase order documentation.

 Test

An activity performed on materials or items with the purpose of determining the

capability of a material or item to resist determined stresses.

 Verification

The act of review, inspection, test, check, audit or otherwise determine and

documentation whether items, processes services, or documents conform to specified

requirements.
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4.0.4 CONTROL OF QUALITY ASSURANCE MANUAL

The Division Quality Assurance Manager is responsible for the preparation, maintenance

and updating of the Quality Assurance Manual.

The Quality Assurance Manual is divided in deferent sections, each of them separately

revisable.

The index of the section with the latest revision applied is contained in the Quality

Assurance Manual. Each section shall carry a front page listing the following:

 Document No. and Title

 Section No.

 Revision index and description of revision made

 Date of revision

 No. of page

 Divisional Quality Assurance Manager Signature and Name (for preparation).

 Divisional Head of Technological Innovation and Quality Assurance signature (for

approval).

The original of the Quality Assurance Manual is filed within the Divisional Quality Assurance

Department, together with all other relevant Quality Assurance document.

The Divisional Quality Assurance Manual is subject to the Divisional Management approval

prior to its issue and distribution.

The Client shall approve the Quality Assurance for each specified project if required.
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Each copy of the Divisional Quality Assurance Manual is numbered and distributed as a

controlled copy, assigned to individuals.

A distribution register shall be kept update by the Quality Assurance Department of the

Division when changes occur.

Any revision or changes made to the Quality Assurance Manual sections for any reason

shall be notified to the assignees of each controlled copy. The obsolete sections shall be

promptly removed and substituted with the updated ones.

Controlled copies of the Division Quality Assurance Manual are also distributed to client for

information or review as applicable and kept updated for the duration of the project.

5.0 PLANNING

5.0.1. GENERAL

At the bidding stage, the Commercial Department shall evaluate the tender documents and

therefore prepare a master plan for the contract development. At the contract award the

project activities shall be planning in details on the basis of contract requirements and

internal resources. An overall project plan shall be issued to Client before commencement

under the responsibility of the Project Manager.

The project plan shall list the sequence of activities involved in the project development

such as :

 Engineering preparation
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 Purchasing and vendor inspection

 Material management

 Process and operator qualification

 Equipment calibration

 Control and subcontractor works

 Execution of operations

 Inspection and testing

 Collection and review of records

The QA/QC Coordinator shall interface with the Project Control and the Project Manager to

ensure that time and resources are foreseen for all quality- related activities.

6.0 DOCUMENT CONTROL

6.0.1. DOCUMENT CONTROL GENERAL PROSEDURES

All projects documentation both outgoing and incoming shall be maintained under control

throughout the contract development, as established in a dedicated project procedure. All

documents shall be duly numbered, checked, recorded, filed and distributed. Every

outgoing document shall be given a title explaining the content and a unique number. A

code reference to the specific project shall be identified before starting any project work.

Usually correspondence (letters, telexes, transmittals, minutes of meetings, progress

reports) is given a progressive number following a chronological sequence.

Every technical document shall carry a number identified by the numbering system

established for the project technical documents. All the documentation produced is logged
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on a Document Register. In the project office a Project Document Register is maintained

listing all projects correspondence.

Specific document registers are maintained by the project functions, as follows :

Engineering = Technical Document

Purchasing = Purchase Order

Contracts = Subcontracts

Materials = Manager & Q.A Procedures

Quality Assurance = General & Q.A Procedures

Quality Control = Inspection Documents etc

Above register may be incorporated in an overall Project Register listing all projects

documentation (correspondence and documents). The document register details following

data for each document such as :

 Title

 Number

 Revision index with relevant date

 Approval status

 Transmittal reference

The registers will be updated as soon as new issues and/or revisions are produced. All

documents shall be filed to ensure easy retrieval and preservation.

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PLANNING SCHEMATIC SEQUENCE

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7.0 PROCUREMENT

7.0.1 MATERIAL LIST REQUISITION AND INQUIRIES

A list of materials to be purchased and subcontracts shall be finalized at the beginning of

the work and included in the overall project planning.

According to the above, the Project Engineering Department shall produce the material

requisition with all the necessary data for procurement. At this stage, the Quality

Assurance Organization shall ensure that: applicable quality requirements are included,

taking particular care of inspection and certification requirements. The Procurement Officer

is responsible for issuing the inquiries. The inquiries shall be issued only to qualified

suppliers. The qualification shall be assessed by the procurement unit with the support of

Engineering and Quality Assurance, on the basis of audit/inspection reports, objective

evidence of ability to comply with specified requirement and previous experience in

supplying same standard items. The Procurement Unit is responsible for updating the list of

qualified suppliers and filing the documentation related to supplier’s qualification.

Inquiry documentation shall include:

 Correct description either of the item to be purchased or of the scope of work to be

subcontracted.

 Drawings/specifications establishing codes and standard to be fulfilled, including

inspection and testing.

 Quality Assurance system requirements.

 Certification by an accepted Inspection Entity, if applicable.

 List of required documentation and certificates.

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 Requirement for packing, handling, storage and transportation.

 The unit issuing the requisition is responsible to include all necessary

documentations.

The Project Quality Assurance Manager shall review the requisition for completeness and

compliance with contractual specifications before issuing the inquiry.

7.0.2. BID EVALUATION AND OTHER ISSUE

The different areas involved in bid evaluating and other issuing shall follow the step here

below to describe:

The Procurement Organization is responsible to distribute the bid and supplier

documentation to the different departments in charge of issuing tile requisition.

Inspection and testing requirements at Vendor works and relevant certification. The QA/QC

Coordinator shall review the Quality Control plans produced by Vendors, marking up the

intended inspection points. Such review shall be performed in connection with specialist

engineers for the different involved disciplines. Once completed and approved the Quality

Control plans will become the reference. Documents for performance of inspection at

Vendor works.

The assigned inspector is responsible to examine the specifications with all relevant

technical data and carry out the following activities according to the Quality Control plan:

 Witnessing specified stage of work

 Witnessing final tests

 Reviewing documentation and certification

 Checking material identification and packaging

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At completion of all required inspection, the inspector shall fill and sign an inspection note,

issue it to the Vendor and to the Procurement Unit, who shall transmit release notes to the

Quality Assurance Organization.

Where requested in contractual documents purchase items shall be inspected at source by

an accepted Inspection Entity or Certifying Authority and consequently certified.

Such certification will be part of the final documentation produced by Vendors before

material delivery.

The Certifying Authority shall inspect and certify all items on the basis of contractual rules

and regulations and shall be supplied by Purchase Order and relevant specifications.

8.0 MEASURING AND TESTING EQUIPMENT

8.0.1. MEASURING AND TESTING

Tools, gauges, instruments, and other inspection, measuring, and test equipment and

devices which are needed to perform activities affecting quality must first be of the proper

type, range, and accuracy to perform the required function.

The equipment must then be calibrated to assure that it produce accurate measurements.

The equipment should be physically identified by unique serial (or other) numbers,

calibrated ill accordance with appropriate procedures, and adjusted to accuracy sufficient
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for its intend use. Calibrations should be performing with reference standards, which are

traceable to the National Bureau of Standards.

Since the accuracy of equipment may change during use, equipment should be re-

calibrated at scheduled intervals. The calibration interval for each item should be based on

the type of equipment required accuracy, and its frequency of use. Special calibrations

should be required if it is suspected that the equipment was damaged or if questionable

results are obtained.

A calibration label should be placed on the equipment to permit the user to determine if

the equipment is within its calibration interval. The label should bear the calibration data,

the last data the equipment can be used. The serial number of the equipment, and the

name of the person or company, which performed the calibration.

The manufacturer may perform the calibrations or use the services of an independent

laboratory. The equipment supplier can usually perform the initial calibration of equipment

if this is stipulated in the purchase order. A certificate of calibration should also be

requested.

Since the reference standards used to calibrate the measuring and test equipment may

lose their accuracy, they should also be re-calibrated periodically.

The Project Q.A. Organisation is responsible to maintain a log of calibration with all

relevant attachments and certificates.

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Field equipment is calibrated against a recognized standard, which is certified by an

accepted facility, e.g. manufacturer or approved laboratory.

9.0 PROCESS CONTROLS

9.0.1. GENERAL

The construction activities shall be duly planned and organized before work starts.

Technological process to be adopted shall be neither evaluated nor only under production

performance aspect, but also under quality aspect.

Resources, facilities and materials shall be provided on time in order to avoid delays or

reworking.

The production personnel shall be qualified and trained for the operations they will carry

out.

Responsibility for the quality of the work is on those managing, supervising, planning the

work and on the personnel performing it, however, in process inspection during installation

and construction of items provides assurance that the required quality is being obtained ill

accordance with approved procedures. It also assures that deficient items or systems are

found and removed from further processing early in the construction of the project.
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Inspection of the work in progress should be performed to verify that items are being

installed, assembled, and constructed in compliance with the contract, and the latest

approved specifications, drawings installation procedures, codes, and standards.

9.0.2. PROCEDURES AND INSTRUCTIONS

The production activities shall be covered by adequate instruction, i.e. drawings, work

procedures, specifications.

The Site Manager at project shall timely issue above instruction to the work sites and

forward any subsequent revision ensuring that production personnel are provided with

updated construction/installation documents.

The QA/QC Coordinator shall verify recording, filing and distribution of procedures and

instruction to personnel concerned on field.

9.0.3. SPECIAL PROCESSES

The special processes shall be covered by detailed procedures and quality by tests before

work starts.

Not only the processes but also the assigned operator shall be quality by performance tests

before work starts.

The Project QA Manager shall ensure that qualification trials are carried out in compliance

with contract specifications and qualification documentation is complete and correct. He

shall maintain a log of all qualifications for both processes and operations.
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After contract award a list of planned qualification shall be finalized by the Project

Engineers and included in the overall project planning.

9.0.4. QUALITY CONTROLS

SCOPE: This section describes methods and requirements for Quality Control. The purpose

of QC is to check for complying of requirements, and to identify non-conformance and to

ensure quality is achieved as per specifications and requirements.

9.0.5. FINAL INSPECTION

Final inspections verify that the completed systems and items are in conformance with

specified requirements. These inspections also verity the operational readiness of systems

and items. Examples of things checked during final inspection are as follows :

 Installation has been made in accordance with specified requirement;

 Workmanship is satisfactory;

 Items have not sustained external physical damage;

 All non-conformances have been corrected as required;

 Safety features are being used and comply with applicable codes and

 Regulations

 Item identification has been preserved throughout the installed systems.

The inspection techniques selected should be determined by considering the characteristic

or parameter to be measured or the work operations being performed. The basic criteria

for the selection of inspection techniques and processes are the requirement of the

applicable specifications, codes, and standards.

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When the physical inspection of completed items is impossible or disadvantageous,

indirect control by monitoring of the processing methods, equipment, and personnel can

be performed. Inspection and process monitoring should be performed when control is

inadequate without both.

10.0 QUALITY RECORDS

10.0.1. GENERAL

The Quality Assurance programme ensures that objective evidence of the quality of the

work is provided to Client and any concerned Authority.

For this purpose a system of records shall documents the internal control on tile project

activities. Records shall be easily retrievable and traceable to the activities, which they

were produced for.

Therefore, they will be properly filed, preserved and provided with identification, date,

signature, and activity reference.

Each project function is responsible to produce and maintain records of his work. At the

beginning of the work an indexing system shall be establish for all records to be produced

on the project. Subsequently then the records shall be identified, according to the pre-

established index.
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10.0.2. INSPECTON RECORDS

Documentation of inspection result is important for evaluation purpose and to provide

evidence that the inspected items or system are acceptable. Checklists, which list each

inspection criteria, should be prepared to document the result of the inspection. At a

minimum, they should identify the data of the inspection, the inspector, and reference

appropriate drawings and specifications, and note the type of observation, the results, the

acceptability of the results, and the action taken in connection with any deficiencies noted.

10.0.3. MONITORING INSPECTION RESULTS

The inspection results for the various construction processes should be monitored to keep

a running track of those processes, which are producing deficiencies. This monitoring is

often called trend analysis. These trend analyses may be performed by complex methods

(e.g. statistical evaluation) or simple methods (e.g. plotting the percentage of rejects on

weekly basis). Whatever the method selected, it is important to perform these trend

analyses, since they provide a much more objective and systematic appraisal than that

achieved by simply relying upon the memory of the inspection or construction personnel.

When the analysis reveals that there are numerous problems, the first is to determine the

cause of the problem. When this is known, step should be taken to correct the cause. It is

not sufficient to simply increase inspection, since this will only separate the good from the

bad. Increased inspection will increase costs because the money spent on work, which was

rejected, cannot be retrieved and the increase volume of inspection work cost more

money. The greater amount of rework also affects the schedule, since less acceptable work

is completed.
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10.0.4. FINAL DATA BOOK

The project records shall be collected in the final data book, which documents the

complete history of the work, performed. The detailed list of the record to be included shall

be finalized after contract award under the responsibility of the Project Q.A. Organisation.

Typical records are:

Engineering documentation : as built drawings (last issue) computer outputs approved

procedures

Vendor data book : purchase order materials certificates

Inspection/testing reports release notes

Material traceability : material log as-but reports

Production records : processes qualification quality records (including

Subcontractors) operator’s qualification equipment

calibration certificates. Inspection/testing reports.

Commissioning reports Non-conformances and

concessions.

At the end of the works the final data book shall be collected, reviewed and issued to Client

under responsibility of the Q.A. Organisation and final approval of the Project Manager.

11.0 CORRECTIVE ACTION

The aim of a corrective action is to rectify non-conformances and prevent their recurrence.

The QA/QC Coordinator (or the Project Q.A. Manager) is responsible for initiating all
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corrective action.

An audit or an inspection as result of evidenced deficiency usually generates the corrective

action.

Example deficiencies are:

 Material defects

 Established procedure not implemented

 Not existing procedure to cover work being performed

 Lack of documentation

 Failure on a process

The head of production function concerned with the audited/inspected activity shall

propose and agree the corrective action together with the Project Q.A. Manager.

Should no agreement be reached between the Project QA/QC Coordinator and the head tile

projection function concerned, the Project QA/QC Coordinator shall report the findings to

the Q.A. Home Organization.

The corrective action request shall be explained in a report where the responsibility under

the supervision of the Q.A. Department.

The Q.A. Organization has the responsibility to verify the effectiveness of corrective

actions.

The QA/QC Coordinator uses corrective action report to check the performance of the

quality.
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12.0 AUDIT

12.0.1. MANAGEMENT REVIEW

In order to satisfy the requirements of the Quality Policy, a periodical evaluation and

review of the adopted Quality Assurance System is provided by the Management.

For this purpose, an internal Quality Audit program is establish and implemented as

follows: The Divisional Quality Assurance Manager has the responsibility to verify that the

Quality Assurance provision set out in this Manual and effective and improvement the

Management of the work within any specific project.

The Project Quality Assurance Manager shall develop and implement for each project a

specific audit program, as detailed in Section 10.2.

The results of such auditing activities are distributed by the Divisional Quality Assurance

Manager to the Head of Technological Innovation and Quality Assurance for his evaluation.

Depending on the findings reported by the auditing activities, corrective actions and

suggestion are proposed by the Head of Quality Assurance to the Resources and Systems

Direction, and consequently distributed to all other concerned levels of Management.

The Resources and Systems Direction shall then analyze both feedback information, and

return to the Head Quality Assurance of the Division with any corrective action or

modification to the Quality Assurance System.

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The QA/QC Coordinator of the Division shall be responsible for the implementation of tile

Management review provisions.

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12.0.2. INTERNAL AND EXTERNAL PROJECT AUDIT

The Q.A. Manager in co-operation with the Project QA/QC Coordinator should perform

audits to verify compliance with the Project Q.A. program and to measure the effectiveness

of tile program during all phases of the design process, procurement and construction

activities. The essential steps of the audit are as follows:

 Planning the audit by means of a planning document which defines the organization

and activities to be audited and the frequency of the audits;

 Providing audit personnel who are familiar with the types of activities to audited and

who do not have direct responsibilities in the areas being audited;

 Performing the audit in accordance with guidelines which identify those

 activities which affect quality;

 Preparing the audit report that summarizes the audit results and details and non-

conformances observed;

 Submitting the audit report to management responsible for they are audited for

review and corrective action for the non-conformances;

 Re-auditing of non-conforming areas when it is considered necessary to verify

implementation of the required corrective action.

12.0.3. AUDIT SCHEDULING

The audits should be regularly scheduled on the basis of the status and importance of work

activities. They are normally conducted at the beginning of a project, at three-month

intervals during peak periods, and near the completion of work. Regularly scheduled audits

should be supplemented by additional audits when any of the following conditions occur:
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 It is suspected that the quality of the item is in jeopardy due to deficiencies in the

quality management, program;

 Significant changes are made to the quality management program such extensive

reorganization or procedure revision;

 Independent assessment of program effectiveness is considered necessary;

 It is necessary to verify implementation of required corrective action.

12.0.4. AUDIT PLANNING

Audit is performed in accordance with checklists used by the auditor to enter all pertinent

areas in an orderly sequence and with a minimum of wasted time and effort. Without a

checklist, the auditor enter an area with only the requirements, and/or working procedures

at hand it is difficult to leaf through the requirement, documents, or procedures on the

sport and pick out the specific items that can be check at that point. It is all too easy to

leave the area only to find, often when it is entirely too late to remedy the oversight, that

one or more significant point have been overlooked. The audit checklist provides a useful

means of determining, at any time, what was actually done during the audit and what the

auditor found.

12.0.5. AUDIT PERSONNEL

To avoid conflicts of interest, audits are performed by personnel who do not have direct

responsibility in the areas being audited. Personnel performing audits should be competent

and have sufficient authority and organizational freedom to make the audit process

meaningful and effective. When specific the technical expertise is required.

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In the performance of an audit, it is desirable to select appropriately qualified technical

Personnel to participate in the audit.

12.0.6. AUDIT REPORTING

Audit result should be documented in an audit report which is transmitted to management

personnel having responsibility for the activity audited. An audit report includes the

following:

 Description of the audit scope;

 Identification of the auditors;

 Personnel contracted during the audit;

 Summary of audit results;

 Details of specific non-conformances observed;

 Recommendations for correcting quality program non-conformances or improving the

program.

 Date of required response by the organization.

The report should be distributed to management of both the audited and auditing

organization and issued within 30 days after the audit.

12.0.7. AUDIT FOLLOW-UP

Manager of the audited activity should review and investigate all audit non- conformances

stated in the audit report determine and schedule appropriate corrective action, along with

the action, to prevent recurrence (including, where necessary, changes to the quality

management program). They should respond as requested by the audit report,

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documenting the results of their review and investigation. The response should be made

within 30 days of the issuance of the report and should clearly state the corrective action

taken or planned and indicate prior to the issuance of the response, a scheduled date for

the implementation of the corrective action should be included.

The audited activity should provide a follow-up report stating the corrective action taken

and the date the corrective was completed. They should also take appropriate action to

assure that corrective action is accomplished as scheduled.

The audit team leader for the following reasons should take follow-up action:

 To obtain a written response to the audit report, when a response is required and it

has not been submitted.

 To evaluate the adequacy of the response;

 To assure that the corrective action and means of preventing recurrence are

identified and scheduled for each non-conformance;

 To verify that corrective action is accomplished as scheduled