Subsea Operating System

Ver. Status Issue date Made by Checked by Approved by

FRØYSLAND, AASEN, WENCHE HENRIKSEN, JULIA

10 Re-issued Constr 2014.11.25
AUDUN HELENE MAZUROVA

Supplier Documentation Specification

Global DM Procedure

10000103689-PDC-000
TABLE OF CONTENTS

1. PURPOSE .......................................................................................................................................... 4

2. DEFINITIONS ..................................................................................................................................... 4

3. RESPONSIBILITY ............................................................................................................................. 4

4. DOCUMENT NUMBERING AND REVISION CONTROL ................................................................. 5

5. DOCUMENT TYPE DEFINITIONS .................................................................................................... 5

5.1. Administrative documentation ............................................................................................................ 5
5.2. Generic documentation ...................................................................................................................... 5
5.3. Verification documentation ................................................................................................................. 6

6. NAMING CONVENTION .................................................................................................................... 6

7. DOCUMENT LIST TYPES ................................................................................................................. 6

7.1. SMDL (Supplier Master Document List)............................................................................................. 6
7.2. MDRL (Material Documentation Requirement List) ........................................................................... 7

8. INFORMATION REQUIREMENTS .................................................................................................... 7

9. PREPARATION AND SUBMISSION OF DOCUMENTATION ......................................................... 8

NOTES REGARDING VALIDITY OF THIS DOCUMENT:

Paper copies are uncontrolled.
This copy is valid only at the time of printing.
The controlled version of this document is available from the Company Intranet.

This document contains Aker Solutions legal entity proprietary and confidential information that is legally privileged and is intended
only for the person or entity to which it is addressed and any unauthorised use is strictly prohibited. It is provided for limited purpose
and shall not be reproduced, stored electronically, transferred to other documents, disseminated or disclosed to any third parties
without the prior written consent of the relevant Aker Solutions legal entity. Any attachments are subject to the specific restrictions and
confidentiality regulations stated therein and shall be treated accordingly. The document is to be returned upon request and in all
events upon completion of use for which it was provided.
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TABLE OF CONTENTS (cont.)

9.1. Submission of documents .................................................................................................................. 8

9.2. Documentation formats ...................................................................................................................... 8
9.3. Bookmarks and table of contents ....................................................................................................... 9
9.4. Documentation packages / Manufacturing Record Books ................................................................. 9

10. REASON FOR ISSUE AND MARKING OF CHANGES ................................................................... 9

10.1. Reason for issue ................................................................................................................................ 9
10.1.1. Issued for acceptance ........................................................................................................................ 9
10.1.2. Issued for information ......................................................................................................................... 9
10.1.3. Issued As-built .................................................................................................................................... 9
10.1.4. Issued for void .................................................................................................................................. 10
10.2. Retained documents ........................................................................................................................ 10
10.3. Marking of changes .......................................................................................................................... 10

11. DOCUMENTATION ACCEPTANCE CODES ................................................................................. 11

12. REFERENCES ................................................................................................................................. 12

13. CHANGES ....................................................................................................................................... 12

APPENDIX 1 – COMPLETION OF THE SMDL .............................................................................................. 13

1. IDENTIFYING DOCUMENT REQUIREMENTS .............................................................................. 13

2. REVISION HANDLING .................................................................................................................... 13

3. FILLING THE SMDL TEMPLATE ................................................................................................... 13

3.1. Header information ........................................................................................................................... 13
3.2. Supplier section ................................................................................................................................ 14
3.3. Traceability section........................................................................................................................... 15
3.4. Aker Solutions section ...................................................................................................................... 15
3.5. Client section .................................................................................................................................... 16
3.6. Comments sheet .............................................................................................................................. 16

APPENDIX 2 – VERIFICATION OF THE MDRL ............................................................................................ 17

1. MDRL CONCEPT ............................................................................................................................ 17

2. ALTERATION OF THE MDRL ........................................................................................................ 17

2.1. New documents................................................................................................................................ 17
2.2. Merging requirements ...................................................................................................................... 17
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TABLE OF CONTENTS (cont.)

2.3. Removal of documents..................................................................................................................... 17

3. EXPLANATION OF COLUMNS ...................................................................................................... 17

APPENDIX 3 – COMPLETION OF THE COVER SHEET .............................................................................. 19

1. FILLING THE COVER SHEET ........................................................................................................ 19

1.1. Top section ....................................................................................................................................... 19
1.2. Middle section (traceability information) ........................................................................................... 19
1.3. Bottom section (document data) ...................................................................................................... 20

2. ADDITIONAL ATTACHMENTS....................................................................................................... 21
A1 Supplier Master Document List (SMDL).......................................................................................... 21
A2 Cover sheet ..................................................................................................................................... 21
A3 Manufacturing Record Book, Table of contents .............................................................................. 21
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1. PURPOSE
This global specification defines the administrative requirements for documentation submitted by
SELLER on the basis of a purchase order, frame agreement or contract placed by Aker Solutions
(hereby referred to as BUYER).

2. DEFINITIONS
Abbreviation Definition
BUYER The company stated as such in the Purchase Order Form or its successors or
permitted assigns, also called “Aker Solutions”
CLIENT A third party with whom BUYER has a contract to provide the WORK
DC Document Control
(used throughout this specification for BUYER’s Document Control)
FTP File Transfer Protocol
MDRL Material Documentation Requirements List
MIR Material Information Requirements
MRB Manufacturing Record Book
PO Purchase Order
SELLER The company or person stated as such in the PURCHASE ORDER Form or its
successors or permitted assigns, also referred to as “supplier”
SDRL Supplier Document Requirements List
SMDL Supplier Master Document List

3. RESPONSIBILITY
SELLER shall comply with the requirements given in this specification with regards to production
and submission of documentation.

SELLER is obliged to:

 Store all documentation and metadata related to the PO electronically for at least 10 years.
 Original paper copies are not needed as long as coloured scanned versions are
available.
 Store retained documents not submitted to BUYER for at least 30 years.
 Offer the documentation/information to BUYER:
 At the end of the retention period.
 If SELLER for any reason is to close down the company or is pronounced bankrupt.
 Submit the documentation to BUYER upon request. In such cases, the documentation
shall be made available to BUYER within 2 working days.

Note:
In case the SELLER does not comply with the instructions given in this specification, the
documents will be put on hold until the issues have been sorted out.
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4. DOCUMENT NUMBERING AND REVISION CONTROL

SELLER shall have a document numbering system and revision control for all relevant documents
and drawings ensuring a common, unique identifier for all produced/obtained documents. SELLER
shall include their own document number on the submitted documentation. BUYER’s document
number and revision shall not be added to the documentation.

5. DOCUMENT TYPE DEFINITIONS

5.1. Administrative documentation
Documents related to the execution of the purchase order are categorized as administrative. The
administrative documents are purchase order specific, but not necessarily directly related to the
materials or services in the purchase order. Typical administrative documents are the document list
(SMDL/MDRL), EPMS, List of suppliers, etc.

5.2. Generic documentation

SELLER’s standard documentation is categorized as generic documents. These are documents
that will remain the same across purchase orders and materials, as they describe processes,
routines and certification of such. Typical generic documents are procedures, specifications, design
drawings, etc. In certain cases, sub-suppliers documents can also be considered as generic and
should be handled the same way as supplier’s own generic documents.

Generic documents are to be submitted only once to BUYER (per revision), regardless of number
of purchase orders, sales orders or projects. This is to ensure a one-to-one relationship between
the SELLER’s document and the entry in BUYER’s document system. In cases where the generic
document is not suitable for a PO, a new document shall be issued to BUYER covering the scope
of the current PO.

If the generic document is not approved by BUYER (or CLIENT), SELLER will have to either:

1. Revise the generic document and resubmit it as a new version.

 The comments given are applicable for the generic document and it shall be revised
and resubmitted as any other document.

2. Create a brand new document.

 The comments do not affect the practicalities described in the generic document.
 A new document (including the changes based on the comments) shall be added to
the SMDL while the original generic document is highlighted for removal according
to chapter 10.1.4.
 The new document from SELLER shall be submitted with a new supplier document
number.

Generic documents shall not be submitted with BUYER specific cover sheet (attachment A2),
unless key information is not available in the document itself (see chapter 8 for more info).

New revisions of generic documents shall be submitted to BUYER for acceptance.

Note:
SELLER shall wait for approval of the generic document before commencing production or other
related activities for the current PO.
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5.3. Verification documentation

Documents which have been generated based on output from any kind of activity are categorized
as verification documents. Typical verification documents are logs, reports and other result based
documents.

6. NAMING CONVENTION
The SELLER shall use logical document names for the documents submitted. The title for
documents submitted to BUYER typically consists of 3 document title lines.

Description Content
Document title line 1 Describes the document type and content. Examples would be “FAT
procedure”, “Wiring diagram”, “Weight certificate”, etc.
Document title line 2 Describes which product the document is referring to (if applicable).
Examples would be “Hybrid penetrator”, “Subsea Control Module”,
“Expanding Gate Valve”, etc.
Document title line 3 Additional information about document or material.

7. DOCUMENT LIST TYPES

Responsibility for updating the document list during the contract period remains with SELLER. If
SELLER identifies changes to the number of documents in the current revision of the document list,
a new revision shall be submitted to BUYER for acceptance. In the new revision of the document
list, all changes shall be marked as described in chapter 10.3.

Note:
Due to an ongoing system upgrade, SELLER will receive either a requirement for an SMDL or an
MDRL. It will be specified in the PO which system to use. This is an interim solution and the end
goal would be to use the MDRL approach for all POs.

Chapter 7.1 will only be applicable for those orders with the SMDL requirement, while chapter 7.2
is only applicable for orders with an MDRL attached. For easy reference, the SMDL and MDRL will
only be referred to as “document list” throughout this specification.

7.1. SMDL (Supplier Master Document List)

SELLER will receive a template for the SMDL together with the PO. SELLER shall then complete
the SMDL, identifying the individual documents/drawings to be prepared based on the document
types listed in the SDRL/PO.

The SMDL shall be issued in accordance with the delivery requirements given in the SDRLs, but no
later than 10 working days after the issue date of the PO.

A guideline for how to complete the SMDL is found in appendix 1.

Note:
Purchase orders requiring only a single CoC do not need an SMDL. Information about this will be
available in the PO.
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7.2. MDRL (Material Documentation Requirement List)

SELLER will receive a pre-populated MDRL template together with the PO. SELLER shall then
verify the content of the MDRL and return it to BUYER for final acceptance.

The MDRL shall be issued in accordance with the delivery requirements given in the MDRL itself,
but no later than 10 working days after the issue date of the PO.

A guideline for how to read and complete the MDRL is found in appendix 2.

8. INFORMATION REQUIREMENTS
All documents delivered by SELLER to BUYER shall meet the minimum requirements for
information related to identification and registration of the documents.

The information shall be identified on the first page of the document provided by SELLER.
Documents not meeting this requirement will be returned to SELLER for correction.

Documents of administrative and generic character shall have the following information available:
 SELLER document number
 SELLER document revision
 Revision date
 Equivalents of “Made by”, “Checked by” and “Approved by”

Verification documents shall include (in addition to the above requirements):

 Full traceability for documents related to serialized or batched items (material number and
serial / batch number). The serial and batch numbers shall be the exact same as
stamped/marked on the actual goods. Reference is made to the “Traceability Specification
for Suppliers” (10000108841).

The SELLER shall only utilize the cover sheet (attachment A2) provided by BUYER for documents
not meeting the minimum requirements for information. Information on how to fill in the cover sheet
is found in appendix 3

Note:
Cover sheets shall not be used for document lists or drawings.

Drawings produced by SELLER are considered generic unless they are in status as-built. There
shall not be any BUYER specific information included on the drawing unless it is clearly mentioned
in the PO or any other attachment to the PO.

All drawings shall contain the following information:

 SELLER document number
 SELLER document revision
 Revision date
 Equivalents of “Made by”, “Checked by” and “Approved by”
 Sheet numbers for multiple sheet drawings
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9. PREPARATION AND SUBMISSION OF DOCUMENTATION

9.1. Submission of documents
SELLER shall identify the documentation submitted in the transfer medium (e-mail/FTP/…) by
stating SELLER’s document number and respective revision in addition to BUYER’s PO number.
Files submitted shall be easy to distinguish and named according to the SELLER’s internal
document number. Separate documents shall be submitted as single files.

Any submission of documents or correspondence by e-mail shall be marked with BUYER’s PO

number in the subject line of the e-mail.

Receipt acknowledgment of the documentation will be done by means of returning an e-mail with a
statement that the documentation was received by BUYER. If no such acknowledgement is
received within 2 working days, there is no guarantee that the document has been received
successfully. In such cases, please contact BUYER for verification.

Documentation which is not defined to be “Retained” shall be submitted to BUYER. In addition,

SELLER might need to include specific documentation for customs, logistics, legal or other reasons
together with the goods on delivery to BUYER. Only copies shall be sent together with the goods,
originals are to be retained with SELLER.

Documentation submitted through e-mail cannot exceed 25MB per e-mail. Documentation which is
larger than 25MB needs to be submitted through FTP. Access to BUYER’s FTP is granted by
contacting BUYER.

Note:
Paper copies will not be handled by BUYER. All official documentation shall always be submitted in
electronic format through the formal interface stated in BUYER’s “Administrative Requirements”
(10000109640/10000228239).

9.2. Documentation formats

Documentation shall be handed over in PDF format or in native format if required by BUYER. All
PDF files shall if possible be converted from original native format and shall not be locked or
restricted by any protection/security or file encryption. The PDF file shall be rotated correctly to
ensure easy readability.

The PDF format shall be in compliance with ISO 19005-1, ISO 19005-2 or ISO 19005-3 – the
PDF/A standard.

The document list shall be submitted in the original spreadsheet format.

SELLER is allowed to submit completed documents at any time, but no later than the agreed
timeframe according to the document list. SELLER does not need BUYER’s document number
prior to submitting the documentation.

All 3D modelling work performed by BUYER is based on SolidWorks CAD application.

This implies that all 3D models submitted by SELLERs shall be in SolidWorks format, preferably
2013 revision. Converting or importing other file formats to SolidWorks shall be avoided due to
reduced quality, additional time and extra cost.
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9.3. Bookmarks and table of contents

All generic text documents (according to chapter 5.2) and MRBs submitted in PDF format shall
have a table of contents included and shall be bookmarked according to all chapters and sections
in the table of contents. All other PDF files exceeding 10 pages shall be bookmarked according to
process steps or product levels (depending on content).

9.4. Documentation packages / Manufacturing Record Books

Documentation included in the MRB shall not be identified as separate documents on the
document list, unless the documents shall be submitted as single documents in addition to being a
part of the MRB. The MRB shall be issued as one document, under one main document number.

The content and bookmarks of the MRB shall be in accordance with the agreed MRB table of
contents. The MRB table of content is a separate document, which shall be included in the
document list and submitted to BUYER (if specified in the initial document requirements).

Note:
All MRBs shall include a table of contents, regardless of the requirement for a separate table of
contents to be submitted.

10. REASON FOR ISSUE AND MARKING OF CHANGES

10.1. Reason for issue
Reason for issue describes for what action the document is submitted for.

10.1.1. Issued for acceptance

SELLER shall not continue with operations related to documentation issued for acceptance until
the document has been returned from BUYER with an acceptance code 1, code 2 or code 5.

Subsequent issues shall be “Re-issued for Acceptance” until the documentation achieves
acceptance code 1. The content of the last accepted revision shall reflect the true status of the
components/delivery or process.

10.1.2. Issued for information

SELLER can continue with operations related to documentation issued for information immediately
after submission.

BUYER will not revert with an acceptance code on documents submitted for information unless
major discrepancies are found in documentation. BUYER has the right to revert with comments to
documents submitted for information at any time during PO execution.

10.1.3. Issued As-built

Certain documents are required to be issued in as-built status. These documents will be transferred
for information and will be handled the same way as documents submitted for information.
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10.1.4. Issued for void

Documents which are no longer applicable shall be voided by the SELLER. This is achieved by
revising the document list and setting the action/ review code for that document to “Void”. The
document shall be marked strikethrough with red when the document list is re-submitted for
acceptance. Upon acceptance of these changes BUYER will remove the documents from the
document list and return it to SELLER.

In certain cases BUYER will require a new version from SELLER when a document is voided. This
will however be communicated to SELLER at that point.

10.2. Retained documents

Documentation identified as “Retained” in the agreed document list, shall not be submitted to
BUYER during the contract period, but shall be produced by SELLER irrespectively of delivery
status.

SELLER shall notify BUYER on completion of the retained documentation. The PO is not
considered complete until this notification has been given and acknowledged by BUYER. Retained
documentation might also be a part of a Quality Surveillance inspection or requested by BUYER to
be submitted at any time after the document completion date.

10.3. Marking of changes

Drawing which are revised shall have all changes clouded/marked and identified with the revision
number inside a triangle. Subsequent revisions shall have all previous "clouds" removed.

Textual documents which are revised shall have all changes marked with a 1-mm wide vertical line
in the left-hand margin. A summary of the changes shall be added at the end of the document.

Changes in the document list shall be marked with a yellow cell background. In addition the
document list has a separate comment tab which shall be used to communicate changes to
BUYER.

When the document list is revised by SELLER, the latest returned revision from BUYER shall be
used by SELLER to update the document list. This is to ensure that information added to the
previous revision by BUYER is included in the new revision of the document list.
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11. DOCUMENTATION ACCEPTANCE CODES

BUYER will revert within 15 working days after receipt on documents submitted for acceptance.
Documents which are to be submitted to CLIENT for further acceptance will have the review time
extended. SELLER will initially be notified through the document list which documents that will be
forwarded to CLIENT. In addition, documents might be submitted to CLIENT without prior
notification.

BUYER will not return any documents signed or stamped after review. BUYER will only return a
transmittal stating the official acceptance. The transmittal and comments will only be returned to
the original sender at SELLER.

The following codes are applicable:

Acceptance code Description

Code 1 Document is accepted as-is by BUYER and there is no need to
Accepted resubmit the document.

If SELLER identifies later that changes are needed in the accepted

document, the SELLER shall revise it and resubmit it for
acceptance.

BUYER reserves the right to require that accepted (code 1)

documentation is corrected for errors and omissions at any time.
Code 2 Comments given shall be noted and implemented. Include changes
Accepted with comments in a new revision and resubmit within 5 working days.
incorporated. Revise and
resubmit Work related to the activity described in the document may
continue unless specified in the comments given by BUYER.
Code 3 Document is not accepted by BUYER. SELLER shall incorporate all
Not Accepted. Revise comments and resubmit document to BUYER for acceptance.
and resubmit Documents given code 3 shall be revised in a new revision and
resubmitted to BUYER within 5 working days.

All work related to the activity described in the document given

code 3 has to be put on hold until the document receives code 1 or
code 2.
Code 4 Document received, but no further acceptance given.
For information only
Code 5 Acceptance of the information required enabling BUYER to
Interface information complete the detailed engineering of all systems, connections,
frozen. Revise and foundations, which concern or depend upon the information given
resubmit in parts of the reviewed document.

SELLER shall continue with the development of the rest of the

document and resubmit it to BUYER.

Note:
BUYER’s acceptance of SELLER documents does not constitute approval in the sense that
BUYER assumes responsibility for the correctness of the content, conformance with stated
requirements, nor does it constitute permission to deviate from order requirements.
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12. REFERENCES
BUYER document Document title
number
10000109640 Administrative Requirements for Major Purchase Orders

10000228239 Administrative Requirements for Minor Purchase Orders

10000108841 Traceability Specification for Suppliers

13. CHANGES
Rev. Change
10 Requirement for cover sheet removed and requirement for information implemented

10 Requirements for bookmarking and table of contents clarified

10 Retention period clarified

09 Specification completely rewritten

09 Updated: SMDL template

09 Updated: Cover sheet template

09 Updated: Manufacturing Record Book, Table of contents template

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APPENDIX 1 – COMPLETION OF THE SMDL

1. IDENTIFYING DOCUMENT REQUIREMENTS
The “Material Documentation Package” (MDP) shall be received together with the PO. The MDP
contains specifications and drawings needed, and also the “Supplier Document Requirement List”
(SDRL). The SDRL gives an overview per material for what types of documents BUYER are
requiring to be created. Locate the SDRL in the MDP and identify which documents those are to be
included for the PO.

Note:
The SDRL is a document type list and is not necessarily identifying the specific number of
documents to be submitted for the PO.

2. REVISION HANDLING
Changes in submission dates and new revisions of documents already on the document list do not
trigger a new revision of the document list.

3. FILLING THE SMDL TEMPLATE

The SELLER shall not in any way alter the template as it is designed for electronic handling
internally at BUYER. The SELLER can however add new lines in the SMDL if the number of
documents exceeds the number of lines defined in the template. Ensure that the new documents
are added before the “:END” text found in column A.

3.1. Header information

Cell Name Description Example

C3 Purchase order Mandatory. The purchase order number given as a 4500012345

common reference for BUYER and the SELLER.

C4 Purchase order Mandatory. The current revision of the purchase 1, 2, 3 etc.

rev. order.

C5 Supplier Mandatory. SELLER’s 6 digit identification code and 101214 ACME Ltd.
company name.

F3 Supplier doc. no. Mandatory. SELLER’s own internal document number 14-DL08491
identifying the SMDL.

F4 Supplier doc. rev. Mandatory. The current revision of the SMDL. C

F5 Date Mandatory. Revision date for the current SMDL. 28.06.2014

F6 Made by Mandatory. The creator of the SMDL. Ema Nymton

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3.2. Supplier section

Column Name Description Example / Values

B Supplier document Mandatory. SELLER’s own internal document HT-14-22

number number for the document. Generic documents
shall be identified by the original SELLER
document number.

C Initial revision Where applicable. SELLER’s relevant revision for Whatever revision
the document listed. The field shall only be system used by
populated for generic documents. SELLER

D Document title, Mandatory. The title of the document describing Heat Treatment
line 1 what kind of document it is. Procedure

E Document title, Where applicable. Shall be used to describe the Lubricator Valve
line 2 product ordered for verification documents (refer
chapter 5).

F Document title, Optional. Additional information about the In accordance with …

line 3 document or material.

G Information type Mandatory. Reference to which information type(s) A07, A08, C05, W10
code the document covers. Multiple entries shall be
separated with comma.

H PO item number Mandatory. Reference to the actual purchase 10, 30, 50-80, 120-150
order item line(s) the document relates to. Multiple
entries shall be separated with comma, or add
them by using a “from-to” format and separate
them with a dash.

I Initial submission Mandatory. Initial submission date for the 23.08.2014

date document/drawing (the first time the document is
submitted/completed for the PO). Shall be a
specific date.

J Action code Mandatory. Defines if the document is to be  Acceptance

submitted to BUYER for acceptance or  Information
information, should be retained with SELLER,
 Retained
voided or handled as a generic document.
 Void
Possible entries:  Generic
• For Acceptance by BUYER  New revision
• Issued to BUYER for Information only
• Retained by SELLER - no submission to BUYER
• Voided by SELLER - document not to be used
on the current PO anymore.
• "Generic" defines if the document/drawing is
already present with BUYER.
• If a generic document has been revised since the
previous PO, select "New revision".

K Sub-supplier Where applicable. Supplier to provide sub- MPS-2012-K54

document number suppliers’ document number for typical generic
documents if such are used from sub-suppliers.
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Note:
In case of planned split deliveries of a PO item, verification documents for each delivery shall be
identified on the document list.

If the SELLER unexpectedly submits documents (same type as already defined on the document
list) for a partial order, BUYER’s Document Control will plan for the extra documents and no update
to the document list is needed. BUYER’s Document Control will inform SELLER about the added
documents by returning the latest document list including the new documents.

3.3. Traceability section

Column Name Description Example / Values

L Material number Where applicable. The relevant material number(s) 10191750,

for the PO items ordered. BB14-NT0360-17

M Material revision Where applicable. The material revision for the 03, 01
above referenced material(s).

N Sub-assembly Where applicable. Material number of a sub- 10084700,

material number component. Only to be included for documents BB14-NT0361-00
covering work related to sub-assembly materials.

3.4. Aker Solutions section

Column Name Description Example / Values

O Aker Solutions Common. Will be populated by BUYER for all 10000103689

document number documents. BUYER will use SELLER’s document
number and revision to identify the BUYER
document number in BUYER’s document handling
system.

P Responsible Internal. Populated by BUYER. Defines who  DQC

reviewer should review the individual documents on the  Engineering
SMDL.
 Procurement
 Product
responsible
 QS
 QA Engineer

Q Document entry Internal. Populated by BUYER. Defines if is ok to  Yes

accepted proceed with the individual document line on the  No
SMDL. BUYER’s document number will only be
allocated when the value is set to “Yes”.

R Project document Internal. Will be populated by BUYER if document 10002431553

number is applicable for CLIENT review.

S Client document Internal. Will be populated by BUYER if document C074-KOP-U-RA-2008

number is applicable for CLIENT review.

T Network/ activity Internal. Populated by BUYER. Defines project 5014649-0010

code relativity.
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Column Name Description Example / Values

U Notes from Aker Common. ...

Solutions

3.5. Client section

Column Name Description Example / Values

V Notes from client Optional. Given by CLIENT. ...

3.6. Comments sheet

The comment sheet is designed to contain all official comments from BUYER to the SELLER on
the content of the SMDL; and to cover the response from SELLER.

Column Name Description Example / Values

B Date Mandatory. The date the comment was added. 23.08.2014

C SMDL revision Mandatory. Revision of the SMDL at the time the A, B, C etc.
comment was made.

D Company Mandatory. Defines which company has made the  Aker Solutions
comment.  SELLER’s name

E Originator Mandatory. Name of the person who made the Ema Nymton
comment.

F Document title Optional. If the comment is about a specific FAT procedure

document, the title should be included.

G Supplier document Optional. If the document which is commented on 14-DL08442

number only has the supplier's internal document number
this should be included.

H Aker Solutions Optional. If the document which is commented has 10000103976

document number a BUYER document number this should be
included.

In case the SELLER will use BUYER’s documents

instead of internal procedures, the BUYER
document number shall be included here.

I Revision Optional. In case the SELLER will use BUYER’s 02

documents instead of internal procedures, the
BUYER document revision shall be included here.

J Information type Optional. If the comment is referring to a specific K03

code document, the information type shall be included
here.

K Comment Mandatory. The general SMDL comment or the ...

comment for the referenced document.
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APPENDIX 2 – VERIFICATION OF THE MDRL

1. MDRL CONCEPT
The MDRL (Material Document Requirement List) consist of documents Aker Solution has defined
as required for each material in the purchase order. The SELLER will receive a single MDRL from
BUYER upon order placement and with each new revision of the PO. SELLER shall then verify that
the number of documents and the document type is valid for the purchase order. SELLER shall
also add key information to the MDRL before it is returned to BUYER for ordinary acceptance.

2. ALTERATION OF THE MDRL

Changes to the MDRL are allowed and shall be done to identify the actual document scope for
each PO.

2.1. New documents

If the production of materials or services generates other important documents which are not
identified on the initial MDRL, the SELLER shall add a new line to the MDRL with all columns
populated as described in chapter 3 in this appendix.

2.2. Merging requirements

If SELLER will use the same document for several of the entries in the MDRL, the SELLER shall
merge the information from each line (PO items, PO item materials, Sub-assembly) and remove
the duplicated documents from the MDRL.

2.3. Removal of documents

If the documents on the MDRL are not applicable for the PO those documents shall be marked as
red and strikethrough before the MDRL is submitted to BUYER.

3. EXPLANATION OF COLUMNS
Column Name Description Action for SELLER

A Purchase Order BUYER purchase order number. For information only

B PO Revision Purchase order revision. For information only

C PO Items PO items which the documents relates to. For information only

D PO Items Material Material numbers the documents relate to. For information only
No.

E Sub-Assembly No. For information only

F Document Title The title of the document. Shall match the title Check and update
printed on the actual document. document title
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Column Name Description Action for SELLER

G Supplier SELLER’s internal document number. Fill in SELLER’s own

Document No. document number

H Revision Relevant revision of the SELLER document. Fill in SELLER’s

revision if the
document is generic

I Submission Date Planned date to submit the document. For information,

change if needed

J Review Code Defines if the document is to be submitted for For information,

acceptance, information or kept retained. change if needed

K Info Type Code for the specific document type. For information only

L Include In Defines which documents should be included in For information only

other documents for the same PO item line.

M LCI Specifies whether the document will be subject for For information only
BUYER’s client review.

N Reviewer Defines who should review the document at For information only
BUYER.

O SAP Number BUYER’s document number Will only be populated

for generic documents

P Revision BUYER’s revision of the document Will only be populated

for generic documents
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APPENDIX 3 – COMPLETION OF THE COVER SHEET

1. FILLING THE COVER SHEET
The cover sheet template provided by BUYER shall only be used in situations where the document
itself does not contain the right amount of information (refer to chapter 8 for details).

1.1. Top section

All fields are mandatory in the top section.

Field Description Example

Issue date Date for release of the document. 23.08.2014

Reason for issue Specifies for which action the document is released.  “Issued for
acceptance”
 “Issued for
information”
 “Issued for void”

Made by Originator of the document.

Checked by Name of the checker of the document.

Approved by Name of the approver of the document.

1.2. Middle section (traceability information)

The serial/batch number column shall only be populated if the document is a verification document
(see chapter 5.3 for more information).

Field Description

Material / part number Related materials for the document.

Rev. The revision for the material/part used.

Serial / Bach number
Either serial number or batch number according to the traceability code for the
specific material. Batch numbers are referring to the SELLER’s production
batch and not deliveries. This shall be the exact same numbers as
stamped on the goods. The serial/batch numbers shall be in accordance with
the instructions given in the “Traceability Specification for Suppliers”
(10000108841).
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1.3. Bottom section (document data)

All fields are mandatory in the bottom section except for the white space set aside for inspection.

Field Description

Document title Title of the document. Shall be identical with the title provided in the document
list and according to the naming convention as stated in chapter 6.

Document number SELLER’s own document number. Shall be in accordance with the information
given in the document list.

Revision SELLER’s revision of the document.

Logo / name Name or logo of the SELLER.

Open section left of Empty area set aside for BUYER’s QS inspectors or external inspection
SELLER’s name / logo field. companies.
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2. ADDITIONAL ATTACHMENTS
A1 Supplier Master Document List (SMDL)
A2 Cover sheet
A3 Manufacturing Record Book, Table of contents
 1 of 2
SUPPLIER MASTER DOCUMENT LIST
SMDL v1.5

Purchase order: Supplier doc. no.:

Purchase order rev.: Supplier doc. rev.:
Supplier: Date:
Made by:

Information to be verified/completed by supplier Traceability Information To be completed by Aker Solutions Reserved for client
Relevant Information type Action/ Sub-supplier document Material Sub-assembly material Aker Solutions Document entry Project document Client document Notes from Aker
Supplier document number Document title, line 1 Document title, line 2 Document title, line 3 PO item number Initial submission date Material number Responsible reviewer Network/ activity code Notes from client
revision code Reason for issue number revision number document number accepted number number Solutions

:END
 2 of 2
SUPPLIER MASTER DOCUMENT LIST
Comments
SMDL Supplier document Aker Solutions
Date Company Originator Document title Revision Information type code Comment
revision number document number
Issue date Reason for issue Made by Checked by Approved by

TRACEABILITY INFORMATION

Material / part number Rev. Serial / Batch number

DOCUMENT DATA

Document title:

[document name / type]

[product information]
[additional information]
Document number: Revision:

[supplier document number] [rev]

[logo / name]

This area is intended for inspection at supplier site

 Manufacturing Record Book
Table of Contents

Supplier:

Purchase Order: 45xxxxxxxxxx

MRB Table of Contents Applicable

1 Table of Contents X
2 Acceptance
2.1 Certificates of Conformance
2.1.1 Supplier Requests
2.2 Buyer Acceptance/ Release Notes (MCCR, Inspection Release Note)
3 Certificates
3.1 Third Party Certificates (Lifting Certificates, Weight Certificate, Hydraulic Cleanliness
Certificate etc.)
3.2 Material Certificate & Welding Consumables Certificates (Certificates of raw
materials/consumables used during production)
3.3 Other Certificates
4 Manufacturing Records
4.1 Welding/NDE Reports and Drawings (i.e. Weld Log, MPI Report, RT Report, NDT
Report)
4.2 Qualified Welders and NDE Technicians Certificates (i.e. list of welders/NDT Tech.)
4.3 Material Summary and Traceability Drawings/Documents (incl. traceability to all
materials for the assembly)
4.3.1 Assembly Report (where applicable)
4.3.2 As Built Drawings
4.4 Dimensional Reports/Drawings (i.e. Inspection Tolerance report, Dimensional
Control form)
4.5 Heat Treatment Reports/Drawings
4.6 Protective Coating Reports
4.7 Manufacturing Procedure Qualifications (i.e. WPQR/WPA)
4.8 Quality Plans / ITP (Inspection and Test Plans)
5 Test Records
5.1 Factory Acceptance Test Reports
5.2 Pressure / Leak Test Reports
5.3 Noise / Vibration / Balance Data
5.4 Flushing Report
6 References to other MRBs for fixed and associated equipment

This index shall be compiled according to the given SDRL in the Purchase Order. If certain
sections are not applicable they are required to be listed as N/A.