Ref.

No: ESCL-SOP-017

EGBA SPLIT-CLAMPS LIMITED

Rev. No: 00
Issue Date:12th Nov, 2012

Procedure for Control of

Workshop/Project Operations

Page 1 of 8

PROCEDURE FOR CONTROL OF

WORKSHOP/PROJECT OPERATIONS

APPROVAL AND REVISION STATUS

Rev. No.
00

Issue Date

Revision

12/11/2012

Identification
First Issue

Prepared by

Reviewed

Approved by

QHSE
Manager

by
Production
Manager

Managing
Director

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-017

Procedure for Control of

Workshop/Project Operations

Rev. No: 00
Issue Date:12th Nov, 2012
Page 2 of 8

CHANGE (S)/AMENDMENT (S)

The change(s)/amendment(s) noted below have been made and approved by the
Managing Director for issue.
Change/Amendment No.

Date

Page

Description of Change/Amendment

EGBA SPLIT-CLAMPS LIMITED

Procedure for Control of
Workshop/Project Operations

Ref. No: ESCL-SOP-017

Rev. No: 00
Issue Date:12th Nov, 2012
Page 3 of 8

1.0 PURPOSE
This procedure is in place to ensure that client jobs are processed to customer
requirements and expectation from first contact to invoicing and future enquiries.
2.0 SCOPE
This procedure is applicable to the production of split-sleeve clamps and the provision
of pipeline clamping services by ESCL.
3.0

REFERENCES
NIS ISO 9001:2008, Quality Management Systems-Requirements.
NIS ISO 9000:2005, Quality Management Systems-Fundamentals and Vocabulary.
ESCL Quality Manual (ESCL-QM-001)
ESCL-QSP-004, Control of Nonconforming Product.
ESCL-SOP-009, Maintenance Procedure
ESCL-SOP-012, Procurement Control Procedure
ESCL-SOP-014, Materials/Store Control Procedure
ESCL-SOP-015, Procedure for Production of Egba Split-Sleeve Clamps
ESCL-SOP-016, Work Instruction for Workshop Operators
ESCL-SOP-018, Inspection and Test Procedure for Egba Split-Sleeve Clamps
Form 125, Job Card
Form 127, Client Feedback.

4.0 TERMS AND DEFINITIONS

The following terms and definitions and the ones given in ESCL Quality Manual and
NIS ISO 9000:2005 apply.
4.1

ESCL: Egba Split-Clamps Limited

4.2

ISO: International Organization for Standardization

4.3

NIS: Nigerian Industrial Standard.

4.4

Contract: Agreed requirements between ESCL and a client to perform or provide

specified services or products respectively transmitted in writing.

4.5

Project:

Unique process, consisting of a set of coordinated and controlled

activities with start and finish dates undertaken to achieve an objective conforming to
specific requirements including the constraints of time, cost and resources.
5.0

RESPONSIBILITIES AND AUTHORITY

5.1

Managing Director, Production Manager, QHSE Manager: Overall production/project

planning, execution and communication with the client in respective projects.

EGBA SPLIT-CLAMPS LIMITED

Procedure for Control of
Workshop/Project Operations
5.2

Ref. No: ESCL-SOP-017

Rev. No: 00
Issue Date:12th Nov, 2012
Page 4 of 8

Production Manager: Responsibility for the allocation of jobs to the Workshop

personnel.

5.3

Machinists, Welders, Fitters, Painters: Responsible for ensuring that assigned jobs
are undertaken in accordance with associated specification or instructions.

5.4

QHSE Manager: Overall responsibility for QHSE issues in project processes.

6.0

PROCEDURE

6.1

Receipt of Contract/Planning

6.1.1 On receipt of a contract or milestones thereof, the contract agreement draft is reviewed
against the submitted tender to determine changes, if any, in the two documents. Any
difference in tender and contract is resolved with the client in writing. Records of the
results of such review are maintained (See also Marketing/Sales Procedure - Ref. No
ESCL-SOP-010).
6.1.2 Upon the signing of the contract, the contract/project activities are planned in details on
the basis of contract requirements and internal resources. When required, an overall
project execution plan is prepared and approved by the client.
6.1.3 The project execution plan defines the sequence of activities involved in the execution
of the project including but not limited to responsibilities and authorities, material and
equipment, procedures, inspection and testing, safety and records.
6.1.4 A Job Card (Form 121) is raised for any incoming job in the Workshop. The Job Card
contains all the details concerning client requirements including:
a)

quantity requirements;

b)

description of customer order; and

c)

any additional specification or inspection requirements.

6.1.5 The job is entered in a Job Card Log maintained by the Production Manager and the
current number is entered as the Job Card number.
6.1.6 The Job Card number is written on relevant documentation related to the job for
identification and traceability purposes.
6.1.7 The QC Inspector cross checks the entry on the Job Card made by production for
accuracy and counter signs.
6.2

Mobilization

6.2.1 Subject to contractual requirements, prior to mobilization, client conducts facility

inspection or audit to ascertain

ESCL state of readiness to mobilize to site or carry

out the required service. Once satisfied, the client issues a certificate and/or call off
order, service order or purchase order as appropriate.

EGBA SPLIT-CLAMPS LIMITED

Procedure for Control of
Workshop/Project Operations

Ref. No: ESCL-SOP-017

Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 8

6.2.2 A kick-off meeting is held with the client before the actual start of the job as appropriate.
This is however, subject to contractual requirements.
6.3

Project Execution

6.3.1 Jobs are allocated to the machine/operator/Project team based on internal resource
planning, competence (training, experience, knowledge and skill) of personnel, machine
availability and suitability.
6.3.2

Required specification and instructions are made available as applicable (e.g. Job
Card).

6.3.3 The required tools and instruments to accomplish the job including monitoring and
measurement are made available as applicable.
6.3.4 Personnel must wear safely glasses, safely boot, overalls and other appropriate
Personnel Protective Equipment(PPE) when engaged in workshop or site operations.
6.3.5 For workshop operations, the operator (machinist, welder) and the QC Inspector sign
and date Job Card for each completed operation.
6.3.6 Every projects is executed in line with requirements (e.g. client, statutory, regulatory).
Records generated in each project are filed and maintained. Client is readily informed
on every aspect of the work done in order to avoid wrong perception.
6.4

Monitoring and Measurement

Inspection and test activities in the Workshop are carried out as contained in Standard
Operating Procedure-Ref. No. ESCL-SOP-018. Project-specific QA/QC plans or
instructions are also complied with as applicable.

6.5

Resolution of Nonconformities
Identified nonconformities in the project execution are resolved in accordance with
ESCL procedure - Ref. No. ESCL-QSP-004 or other project- specific procedures on
control of nonconformities.

6.6

Change/Deviation Control

6.6.1 During project execution, certain changes and/or modification to the contracting
agreements, scope of work, plan or service order might for particular reasons be
requested by the client or ESCL.
6.6.2 Any change requested by the client is officially communicated in writing.
6.6.3 Any change/deviation requested by ESCL is submitted for client approval duly signed
by top management.

EGBA SPLIT-CLAMPS LIMITED

Procedure for Control of
Workshop/Project Operations

Ref. No: ESCL-SOP-017

Rev. No: 00
Issue Date:12th Nov, 2012
Page 6 of 8

6.6.4 Every change request from the client is appropriately reviewed.

Any discrepancy

identified is notified to the client to ensure that changes in client requirements are
adequately defined and documented prior to carrying out the scope of work being
amended. The impact to the project in implementing the change in terms of time,
resources, and quality is also documented when practical.
6.6.5 Information regarding any change in project/contract execution is transmitted to the
concerned personnel under appropriate format.
6.6.6 Specific issues regarding changes/deviation/variation control in a project is covered
under the project documentation as appropriate.
6.7

Procurement and Preservation of Project Materials and Equipment

Project materials and equipment are procured, controlled and preserved in accordance
with documents - Ref. No. ESCL-SOP-012 and ESCL-SOP-014 or other project specific
procedures as appropriate.

6.8

Project Infrastructure

6.8.1 Project Infrastructure (process equipment) is maintained in accordance with document Ref. No. ESCL-SOP-009, Maintenance Procedure or other specific project procedure on
maintenance.
6.8.2 Equipment Certification: All relevant equipment are certified in compliance with
statutory functional requirements. All necessary measures are taken to prevent
operational risk due to equipment failure.
6.9

Inspection and Measuring Equipment

Inspection, measurement and test equipment are calibrated or verified in accordance
with document - Ref. No. ESCL-SOP-019, Procedure for Control of Inspection,
Measurement and Test Equipment.

6.10

Product Release and Service Delivery

6.10.1 On completion of Workshop Job, QC Inspector checks the job in accordance with
document Ref. No. ESCL-SOP-018 and any project-specific requirements and if
satisfied, signs the Job Card. The Certificate of Conformance(Form 126) is completed
as appropriate.
6.10.2 Product for delivery to clients (e.g. clamps) is accompanied by duly authorized waybill or
delivery note. The product is carefully packed and preserved during transportation in
order to remain in serviceable state(see also document - Ref. No. ESCL-SOP-014 on
material/storage control.

EGBA SPLIT-CLAMPS LIMITED

Procedure for Control of
Workshop/Project Operations

Ref. No: ESCL-SOP-017

Rev. No: 00
Issue Date:12th Nov, 2012
Page 7 of 8

6.11Progress Report
Daily, weekly or monthly progress reports as appropriate for the job are prepared as the
job progresses. These are submitted to the client as required.
6.12

Invoicing/Billing
The invoice is raised by the Admin Department in accordance with contract terms and
conditions, and sent to the client with supporting documents, such as Client Service
Order/order confirmation.

6.13

Customer Satisfaction
Client perception of the service delivery process is proactively obtained for each
project/contract e.g. during meetings and soliciting client completion of the Client
Feedback Form (Form 122).

6.14

HSE COMPLIANCE

a)

HSE issues during project execution are controlled as per ESCL HSE Manual and client
requirements as appropriate.

b)

Compliance with safety rules and regulations

is mandatory in ESCL and is achieved

through the following:

Job Safety Analysis(JHA);

Use of approved PPE;

Compliance with standard job and technical operating procedure;

HSE Audits and Inspections;

Adherence to equipment maintenance schedule;

Incident investigation and reporting;

Emergency contingency plan.

6.15

Environmental Management Integrity

a)

Impacts of ESCL operations on the environment are monitored and reduced to a level
as lowly as reasonably practicable (ALARP).

b)

Pollution of the environment is highly prohibited. ESCL complies with the relevant
environmental regulatory and statutory standards in the execution of its jobs, especially
the waste discharge limit standards as approved by DPR.

EGBA SPLIT-CLAMPS LIMITED

Procedure for Control of
Workshop/Project Operations
7.0

RECORDS

7.1

Work Order

7.2

Work Execution Plan/Job Card.

7.3

Service Delivery Reports

7.4

Certificate of Conformance(Form 126)

7.4

Client Feedback Records

7.5

Project Change/Deviation Record

7.6

Project HSE Records

Ref. No: ESCL-SOP-017

Rev. No: 00
Issue Date:12th Nov, 2012
Page 8 of 8