QMIS-V4-Users Manual

QUALITY MANAGEMENT INFORMATION SYSTEM
QMIS-V4
HASBAH-TP
Saudi Aramco: Company General Use
Offshore Project Inspection Section -OPIS

TABLE OF CONTENTS
 SECTION 1: Purpose of QMIS
 SECTION 2: QMIS-V4 Roles
 SECTION 3: RFI Category
 SECTION 4: Surveillance Category
 SECTION 5: Request for Inspection (RFI) Process
 SECTION 6: Overview of Escalation Process
 SECTION 7: Contractor Quality Control (QC) Personnel Role Instruction Guidelines
 SECTION 7.1: Contractor Quality Control (QC) Manager Instruction Guidelines

 SECTION 7.2: Contractor Quality Control (QC) Inspector Instruction Guidelines
 SECTION 8: SAPMT Representative Role Instruction Guidelines
 SECTION 9: Project Inspection (PID) Role Instruction Guidelines
 SECTION 9.1: Project Inspection (PID) Inspector Instruction Guidelines

 SECTION 9.2: Project Inspection (PID) Field Supervisor Instruction Guidelines
 SECTION 9.3: Project Inspection (PID) PQM Roles Guidelines
 SECTION 10: RFI and Surveillance Status Module

SECTION 1: PURPOSE OF QMIS
QMIS is an electronic tool that supports the quality system of the project through:
 Tracking the quality development, inspection implementation and measures.
 Serving as primary resource of communication for inspection activities like RFI and
logbook between Inspection, SAPMT and Contractor.
 Archiving of quality measures such as RFI’s, surveillances and quality status.
 The main objective of the new QMIS V4 is to align it with SAEP-381 and enhance the
overall system.
SECTION 2: QMIS-V4 ROLES

QMIS consist of eight (8) different roles. These roles are based on the tasks a user performs on
projects. These roles in QMIS have two different processes namely RFI and Surveillance.
 Request for Inspection (RFI): Is a notification from contractor to Saudi Aramco
Projects Inspection (PID) and Saudi Aramco Project Management Team (PMT). It has
the point of inspection details, date and time.
 Surveillance / Logbook Entry: Is a notification from PID to contractor and PMT
regarding a violation / General Comment / Proactive Notification.
QMIS roles are as follows:

1) Project Quality Manager (PQM): Assigns other users to QMIS, approves SATIP and SAIC
and view RFI and surveillance / logbook entries. Assigns the standard cut-off date and
add at least one plant.
2) Initiator: Initiates RFI and notifies PID, PMT and Contractor QC.
3) Project Inspection (PID) Inspector Role: Responds and closes RFI’s issued by the
Contractor and to initiate and close surveillance / logbook entry.
4) SAPMT Representative Role: Responds to RFI’s issued by contractor and
surveillance/logbook entries issued by the Project Inspection (PID) Inspector.
5) Contractor QC: Responds to RFIs issued by initiator and records rebuttals to PID replies.
Replies to surveillance / logbook entries issued by PID.
6) Contractor QM: Uploads SATIP and SAIC applicable to projects. Can view RFI and
surveillance / logbook entries
7) Field Supervisor Role: Execute the escalation process of Violation Logbook Entry to
Company NCR.

8) SAIR Role: The assigned SAIR for the project shall be notified through RFI during
material receiving inspection. Notification is mandated by QMIS.
SECTION 3: RFI CATEGORY
RFI’s in QMIS has five (5) categories. The selection of the appropriate category by PID
Inspector is based on RFI inspection result of the issued RFI. These Categories are as follows:
1) Inspected and Accepted: PID Inspector shall select this category if the RFI was physically
inspected and accepted the inspection point. At this point the RFI is closed.
2) Job Not Ready: PID Inspector shall reject the issued RFI if the activity is not ready for
inspection. The RFI will be in closed status in QMIS and can be re-issued when the
activity is ready for inspection.
3) Violation: PID Inspector shall reject the issued RFI if inspection resulted in violation to
Saudi Aramco Standards, Procedures and International Code. The RFI will be in closed
status of QMIS and Surveillance LBE will be issued through create icon.
4) On Hold: PID Inspector may place the issued RFI “On Hold” status if there deficiency is
minor and can be rectified within few hours. System tracks how many hours per day the
RFI was on-hold.
5) Not Inspected and Accepted: PID Inspector shall select this category if he is not able to
attend the requested RFI due to urgent mandatory management matter but decided to
accept the RFI. The RFI is closed in this instance.
SECTION 4: SURVEILLANCE CATEGORY

Surveillance logbook entry in QMIS has three (3) categories. The selection of the appropriate
category by PID Inspector is based on inspection findings during the site visit. These Categories
are as follow.
1) Violation: PID Inspector shall initiate a violation logbook entry to any non-conformity
against Saudi Aramco Standard, Quality Plan/Procedures and contract schedule Q.
Violation can be closed only upon the satisfactory replies by Contractor & SAPMT.
2) Pro-active: PID Inspector shall initiate a Pro-active logbook entry if the activity is on way
to violation or a potential violation may occur.
3) General Comments: PID Inspector shall initiate General comments to his regular
inspection or visit at the project.

SECTION 5: REQUEST FOR INSPECTION (RFI) PROCESS

SECTION 6: OVERVIEW OF ESCALATION PROCESS
1. This segment is for reporting of LBE according to SAEP-381.

2. Another segment for reporting of LBE according to SAEP-381.

3. This element is showing the role of Field Supervisor for escalation process.

SECTION 7: Contractor Quality Control (QC) Personnel Role
Instruction Guidelines
 This user manual is for QC manager, Contractor QC Personnel and RFI initiator role in
QMIS It shows the process of functions like RFI, Surveillance and assigning SATIP/SAIC to
a project. In addition, this element is a contractor Quality Status record for their
respective project or BI/JO. This version of QMIS-v4 is available on Aramco Intranet
(Within Aramco Network only).
SECTION 7.1: Contractor Quality Control (QC) Manager Instruction

Guidelines
1. Open Saudi Aramco Homepage and type “ID” to access Inspection Department Website
and select the QMIS V4.

2. Contractor QC Manager shall enter his login AD and password to open the QMIS.
3. Select the Contractor QM Role

4. Select the “project main menu”
4. Select SATIP & SAIC and Notify the assign PQM
END OF CONTRACTOR QC MANAGER ROLE

SECTION 7.2: Contractor Quality Control (QC) Inspector Instruction
Guidelines
2. Log-in and Select the Initiator Role.
3. Select Initiate RFI Menu on the relevant project

4. For Issuance of RFI, Fill up the required fields as indicated in each numbers:
5. Make sure the assign SAIR shall be included in Material Receiving Inspection.
6. Click the save menu after filled up the required information and data’s.

7. View of complete information after the issuance of RFI.
Note:
 Rejected RFI for Violation and Job-Not Ready will be automatically closed in a
system. However, Job-Not Ready status of RFI in a closed section can be re-
issued by selecting the “Initiator” role and click the Job Not Ready Menu to
re-issue the RFI.
 SAIR is mandatory if PQM define in project that SAIR is available on site

(Through edit project data) and if the RFI is related to Material Receiving
Inspection
End for Contractor Initiator Role

This Role is For Contractor QC to Visit and the RFI Issued and to Reply
1. Log-in to QMIS V4 and Select Contractor QC.

2. Select The Project and the RFI Menu.
3. Click the RFI number to open

4. Write the response to RFI and click the submit menu
END OF RFI PROCESS FOR CONTRACTOR QC ROLE

This Role is for Surveillance under Contractor QC role to Check and Reply on the
Surveillance Logbook Entry (LBE) issued by SAPID.
1. Log-in to QMIS V4 and Select Contractor QC.

2. Select The Project and the Surveillance Menu.
3. Click the Surveillance Number to open the Log Book Entry

4. This is the sample of SAPID logbook entry after the contractor open in a
system.
5. Contractor to write the reply in comment section and click the submit
menu.
END OF CONTRACTOR QC INSPECTOR ROLE

SECTION 8: SAPMT Representative Role Instruction Guidelines
 This guideline is for SAPMT role to work in QMIS process to respond to the
RFI and the surveillance logbook entry issued by the Project Inspection (PID)
Inspector. This element will be the records of contractor Quality Status and
for SAPMT monitoring purposes of contractor quality in relation to RFI and
Logbook Entry records.
This Section is For SAPMT Guidelines of Surveillance Process

1. SAPMT will receive a notification from his inbox for the surveillances
initiated by SAPID.
3. Log-in and Select the SAPMT Role.
4. After the Log-in, Select the Project and click the Surveillance Menu
5. Click the Logbook Entry Number to open the Surveillance logbook entry.
6. This is the sample of SAPID Surveillance when SAPMT open the logbook entry
in a system.
7. SAPMT to write the reply in comment section and click the submit menu.

END OF SURVEILLANCE PROCESS FOR SAPMT ROLE

This Section is for SAPMT Guideline for RFI Process
1. SAPMT will receive a notification from his inbox for the RFI issued by the
contractor.
3. Log-in and Select the SAPMT Role.

4. Select the Project and Click on RFI Menu
5. Click the Selected RFI Number to Open

6. RFI Information, Details and Description Will Be Open Including the Users
Information.

7. In a reply section, Type the Response to RFI and click the Submit Menu.
8. After the response, the RFI will be transferred to the Replied Section of
QMIS.
END OF SAPMT ROLE

SECTION 9: Project Inspection (SAPID) Role Instruction
Guidelines
 This guideline is for Project Inspection (PID) Inspector role in QMIS process to respond
to the issued RFI by the Contractor and how to work in surveillance mode and escalation
of surveillance Logbook Entry per SAEP-381 in these electronic tools. This element will
be the records of contractor Quality Status and for Project Inspection monitoring
purposes of contractor quality status in relation to RFI and Logbook Entry records.
SECTION 9.1: Project Inspection (PID) Inspector Instruction Guidelines
This Section is a Surveillance Process for SAPID Role

2. Log-in and Select the SAPID Role.

3. After Log-in, Select the Project then the Surveillance Menu
4. Select Initiate Surveillance LBE

5. Select the Surveillance Category and provide the applicable references for
the surveillance LBE to be initiated. There are maximum three (3) references
to be filled-up. Then, Click the “Next” Menu after you selected the applicable
references.

3
6. Fill-up required field from “Plant ID – Degree of Violation – Project Phase –

Surveillance Type – Equipment ID – Discipline and the ACD”.
1
2
Write the
3 4
surveillance LBE
5
6
7 Write the
surveillance LBE
Write the Location

7. After writing the Surveillance LBE and the location, address the logbook entry
to Primary and Secondary QC Personnel and SAPMT. Include the assign PID
Field Supervisor for escalation role. Click the submit menu afterwards.
Note: Violation LBE classified as moderate or major shall be discussed first to

Supervisor before entering to QMIS.
8. To view or revisit the surveillance logbook entry. Go to surveillance menu

and click the section of within the ACD.

9. Log Book within the ACD period will be found in this section. Click the
surveillance number to open the LBE.
10. This is the sample of surveillance (Violation) Log Book Entry. All the
required information provided.

11. When the required corrective action completed within the ACD period,
LBE to be closed in a normal process.
Select the reply

and close menu if
the LBE is subject
for closure.
Select the reply only
menu if the LBE is not
yet ready for closure.
12. Closed Logbook Entries will be found in a Closed Section of Surveillance

Menu.

13. When the first ACD reached on the due date and the requested
extension of SAPMT and Contractor was granted, open the subject LBE to
extend the new ACD.
 To extend the ACD, click on Extend ACD – Select New ACD date – Write
the Comments – Click Save Changes.
14. When the extended ACD exceeded and failed to close in a target date,
the logbook entry will automatically transfer to “For Escalation” section. This
is the role of SAPID Field Supervisor to escalate the logbook entry.

As a Recap, LBE for SAPID Role will be at following scenarios:
 Minor logbook Entry meet the ACD will be closed in normal process.
 Minor logbook Entry requested the ACD extension and rectified within the
period will be closed in normal process.
 Minor LBE failed to meet the extended ACD will be escalated to NCR if
agreed by Field Supervisor.
 Moderate Logbook Entry will be automatically goes to “For Escalation
Section for SAPID Field Supervisor action to issue the Company NCR and
close the logbook entry.
 Major Logbook Entry will be automatically goes to “For Escalation Section
for SAPID Field Supervisor action to issue the Worksheet (WS) and close
the logbook entry.
 Field Supervisor shall always be included in all surveillance LBE for
escalation purposes.
 Violation LBE classified as moderate or major shall be discussed first to
Supervisor before entering to QMIS.
 Moderate violation + repeated will be escalated to Worksheet (WS)
 Major violation + repeated will be escalated to Delinquent Worksheet
(DWS)
END OF SURVEILLANCE FOR SAPID INSPECTOR ROLE

This Section is the RFI Process for SAPID Role
1. SAPID will receive a notification from his inbox for the RFI issued by the
contractor.
3. Log-in and Select the SAPID Role.

4. Select the Project and click RFI menu
5. Click The RFI to Open

6. Click the checklist (SAIC or SATR)
7. When the Inspection Completed and accepted, SAPID to reply the RFI by
Selecting the Accept & Close Menu – Enter the Closing Remarks – Then Click
the Submit Menu.

8. When the Inspection Completed and Violation Identified during Inspection,
SAPID to reply the RFI by Selecting the “Reject Standard Violation or Reject
Job Not Ready” – Enter the Violation – Then Click the Submit Menu.
9. After Rejecting the RFI due to violation, the RFI will be in closed Status but
the “create” icon has to be click to issue the surveillance violation logbook
entry.
When clicking the “Create” link, the system will be transferred to

Surveillance Menu.

10. Below the RFI Menu showing the status of the RFI’s issued.
11. For The RFI in Hydro-test, click the RFI No. to open.

12. A pop-out will appear asking the SAPID to a Reminder for the Lay-up.
13. Click the Reminder Icon to set.
As Recap, SAPID Role for RFI Process will be at the following scenarios:
 RFI that Inspected and accepted will be closed in normal process.

 RFI that Inspected but identified as “Reject-Job Not Ready” will goes to
closed status in QMIS. However, this RFI can be re-issued by the
contractor when the site is ready for inspection.
 RFI that Inspected but identified as “Reject-Violation” will be in closed
status. SAPID shall be click the “CREATE” icon to issue the violation
through Surveillance LBE.
 RFI for Hydro-test lay-up to set the reminder.
 You can remove the reminder from RFI which you can find in closed RFI’s.
END FOR SAPID INSPECTOR ROLE

SECTION 9.2: Project Inspection (PID) Field Supervisor Role Instruction
Guidelines
 This guideline is for Project Inspection (SAPID) Field Supervisor role in QMIS process to
escalate the violation logbook entry according to the process of SAEP-381. Escalation
factors are due to Repeated Violation within six (6) months due to negligence, Violation
classified as moderate or major and Overdue of Agreed Completion Date (ACD).
2. Log-in and Select the Field Supervisor Role.
3. Select the project and surveillance menu

4. Check surveillance menu such as Overdue Escalation, Repeated Violation and Moderate
or Major Violation to verify the logbook entries that due for escalation. LBE’s within this
section is subject for escalation.
Click to
open
the LBE
5. Field Supervisor to evaluate either the logbook will be escalated or not.

6. If Surveillance Logbook Entry Will be escalated, Field Supervisor to initiate the NCR in
SAP system. Select Yes for escalation - Write the NCR Number - Write the remarks in a
comments section – and Click the Submit Changes.
1 2
Note: Surveillance Logbook Entry that was escalated to NCR will be automatically closed in
a system
As Recap, Field Supervisor Role will be at the following scenarios:
 Field Supervisor to escalate the surveillance logbook entry.

 Can also extend the overdue ACD initiated by SAPID Inspector.
 Escalate the surveillance logbook entry that classified as moderate or major
violation.
 Overdue logbook entry, Moderate or Major which is subject for escalation cannot be
close by the initiator of LBE. Escalation to NCR shall be made in order to close the
logbook entry or Select “NO” for escalation to enable to close the LBE by the SAPID
initiator.
 Surveillance LBE under repeated violation shall be evaluated by the Field Supervisor
either the violation to be escalated to NCR or Not.
END FOR FIELD SUPERVISOR ROLE

SECTION 9.3: Project Inspection (PID) Field PQM Role Instruction Guidelines
 This guideline is for Project Inspection (SAPID) PQM role in QMIS process to assign the
other users to QMIS, approves SATIP and SAIC, provide supervisor rating to QMIS and
view surveillance logbook entries and RFI.
Go to Tracking List and select the QMIS V4.
2. Log-in and Select the PQM Role to open the PQM Menu.

3. For Viewing the Project, RFI, Surveillance Logbook Entry and PID Inspector Logbook
Entry Rating:
a. Click the Project List to view all the projects added under your account.
b. Select the Project and click the inbox to open the RFI’s and Surveillance LBE.

c. Select for RFI menu if the PQM want to view the RFI status or select Surveillance
menu if the PQM want to view the status of Surveillance LBE.
d. For Supervisor Logbook entry rating, select the Surveillance menu to open the
logbook entries.

e. Select the Rate Logbook Entries Menu to rate the surveillance LBE of SAPID
inspectors then click surveillance to open.
d. Select the rating and click the submit menu

4. For adding of QMIS users, editing, re-setting of passwords:
a. Go to PQM Menu and click the add users menu
b. Fill the required information of the QMIS users to be add
1 6
7
2
3 8
4 9
5
10
11

Following steps to be followed when adding QMIS users
1. Type the logon ID of QMIS users to be add
2. Type the Name of the user
3. The Department and Unit of the user
4. The Telephone Number
5. Type the logon ID of his Supervisor
6. Type the job title of the user
7. Select the Company of the user
8. Select the role either “SAPID, Field Supervisor, SAPMT, QC Personnel
9. Type his aramco email address
10. Select the Project to where the user will be added.
11. Then, Click save User’s info.
5. For editing and password re-setting of QMIS Users;
a. Go to PQM Menu and click “View/ Edit Users” to open the Project Data List and click the User’s list
to open the users data list.

b. Select the QMIS users that need to be edited their account or re-setting their
password and click the edit icon or reset password.
As a recap, PQM will be at the following Roles:

 PQM can view the RFI’s and logbook entries of all the QMIS users for the specific
project.
 PQM to approved the SATIP and SAIC for the project
 Only PQM role can rate the surveillance logbook entry of QMIS users.
 Only PQM roles can be added the QMIS users in a specific project
 PQM roles can be edited or reset the password of the users.
 PQM cannot close the surveillance logbook entry by the initiator of LBE.
 PQM can show or edit the project where PQM enter the cut-off date and SATIP
availability.
END FOR SAPID PQM ROLE
END FOR SAPID ROLES INSTRUCTIONS AND GUIDELINES

SECTION 10: RFI and Surveillance Status Module
 This segment is the guidelines, how the QMIS users including SAPMT and ID
Management will monitor the quality status of the projects in relations of the RFI’s and
Logbook Entry Records.
Go to Tracking List and select the QMIS V4.
2. Select the Guest Menu:

3. Select the Project:
4. When the specified project selected, click the “RFI Status Report” menu to see the
status of RFI’s in this project, or click the “Surveillance Status Report” menu for
surveillance logbook entry status:
RFI
Surv.

5. Sample of RFI status after the “RFI Status Report” menu selected:
6. Sample of Surveillance Logbook Entry (LBE) status after the “Surveillance Status Report”
menu selected:
Note:
In surveillance status report, the category of surveillances such as Minor, Moderate and
Major are grouped together.

7. When trying to view the status of RFI or surveillance within the specified period, click
the Download RFI item or Download Surveillance item
Surv.
RFI
8. For Surveillance, go for the following steps: Select the status – the category – click for
the date – select the discipline – click the Get Report menu.
3
4

9. For RFI, go for the following steps: Select the status – the category –The PID Replies-
click for the date – select the discipline – click the Get Report menu.
1
2
3
5 4
As a recap, GUEST users will be at the following Roles:
 Viewing the status of RFI’s and surveillance LBE of the projects

 Can download the Surveillance and RFI’s in excel format by selecting the
“Other Report” menu.
 SAPID role has a dashboard report for surveillance and RFI from his log-in.
END OF QMIS VERSION-4 USERS MANUAL
Prepared By: Gilbert G. Curva – IPIU-GL: Checked By; G. Velasco – Field Supervisor-IPIU
Approved By: M. A. Homayed – OPIS/IPIU/OPIU – Supervisor
NORTHERN AREA PROJECT INSPECTION DIVISION – OFFSSHORE PROJECT INSPECTION SECTION

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QUALITY MANAGEMENT INFORMATION SYSTEM

Saudi Aramco: Company General Use

Offshore Project Inspection Section -OPIS

 SECTION 2: QMIS-V4 Roles

 SECTION 3: RFI Category

 SECTION 4: Surveillance Category

 SECTION 5: Request for Inspection (RFI) Process

 SECTION 6: Overview of Escalation Process

 SECTION 7: Contractor Quality Control (QC) Personnel Role Instruction Guidelines

 SECTION 7.1: Contractor Quality Control (QC) Manager Instruction Guidelines

 SECTION 8: SAPMT Representative Role Instruction Guidelines

 SECTION 9: Project Inspection (PID) Role Instruction Guidelines

 SECTION 9.1: Project Inspection (PID) Inspector Instruction Guidelines

 SECTION 10: RFI and Surveillance Status Module

Saudi Aramco: Company General Use

SECTION 2: QMIS-V4 ROLES

QMIS roles are as follows:

Saudi Aramco: Company General Use

SECTION 4: SURVEILLANCE CATEGORY

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

1. This segment is for reporting of LBE according to SAEP-381.

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

SECTION 7.1: Contractor Quality Control (QC) Manager Instruction

Saudi Aramco: Company General Use

3. Select the Contractor QM Role

Saudi Aramco: Company General Use

4. Select SATIP & SAIC and Notify the assign PQM

END OF CONTRACTOR QC MANAGER ROLE

3. Select Initiate RFI Menu on the relevant project

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

 SAIR is mandatory if PQM define in project that SAIR is available on site

End for Contractor Initiator Role

1. Log-in to QMIS V4 and Select Contractor QC.

3. Click the RFI number to open

Saudi Aramco: Company General Use

END OF RFI PROCESS FOR CONTRACTOR QC ROLE

Saudi Aramco: Company General Use

1. Log-in to QMIS V4 and Select Contractor QC.

3. Click the Surveillance Number to open the Log Book Entry

Saudi Aramco: Company General Use

END OF CONTRACTOR QC INSPECTOR ROLE

Saudi Aramco: Company General Use

This Section is For SAPMT Guidelines of Surveillance Process

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

5. Click the Selected RFI Number to Open

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

END OF SAPMT ROLE

Saudi Aramco: Company General Use

SECTION 9.1: Project Inspection (PID) Inspector Instruction Guidelines

This Section is a Surveillance Process for SAPID Role

2. Log-in and Select the SAPID Role.

Saudi Aramco: Company General Use

4. Select Initiate Surveillance LBE

Saudi Aramco: Company General Use

Saudi Aramco: Company General Use

6. Fill-up required field from “Plant ID – Degree of Violation – Project Phase –

Write the Location