Rolta Academy: EDA Technology Mumbai

CHAPTER 10

PROJECT PLANNING
10.1 Introduction
A project is something, which has start date and finish date with some task to
be performed with allotted resources and with financial implications.
Guidelines and suggestions are given here which outline the organization and
execution of an engineering project as it relates to instrumentation, ft lists
documents which are necessary for communication between owner and builder,
communication within the contractor organization during the engineering phase
and the necessary information for construction. Coordination requirements with
other groups are discussed, planning hints are given, and a checklist for project
control is suggested to ensure the successful completion of the project. The
principles outlined apply to projects whose capital investments range from a few
hundred thousand dollars to the largest of projects.
The viewpoint presented is most applicable to the person responsible for the
application, selection, purchasing and installation of instruments arid control
systems. The documentation necessary for a complete record of a project is
outlined. Even though the viewpoint is slanted toward the responsible project
instrument engineer, other owner and contractor personnel project managers,
process people and leaders of other disciplineswill profit by an understanding
of how the job is organized, developed and executed.
Many jobs appear complex until they are organized and broken down into
components or units easily understood and accomplished. This is certainly true
of instrument work.
Specific documents are required for the workfor installation and later for
maintenance Scheduling, purchasing, installation and calibration must be done.
The following paragraphs discuss what these functions are and how they are
carried out.

10.2 Documents To Be Produced

Most projects require the following engineering documents for a complete job.
When the job is small, some of the functions may be combined in the interest of
space, time and economy. On large jobs, additional documents may be needed.
Generally, however, requirements adhere quite closely to those mentioned below.

10.2.1 Process Flow Sheets

Piping

Rolta Academy: EDA Technology Mumbai

Process flow sheets consist of a pictorial representation of the major pieces of

equipment required with major lines of flow to and from each piece. Material
balances generally are shown. Additional information often given includes
operating conditions at various stages of the process (flows, pressures,
temperatures, viscosities, etc.), equipment size and configuration and, in some
cases, utility requirements. Instrumentation on process flow sheets may or may
not be essentially complete. In some instances, practically all of the
instrumentation is included; in others, only the major control systems are shown.
In most processes the primary control variables have been determined and
verified through laboratory and/or pilot-plant operations if the process is new. On
old processes, previous commercial operations have verified proper or improper
control techniques -The responsible instrument people may be consulted or may
offer suggestions to improve control. The extent of involvement depends primarily
on the experience backgrounds of the process and instrument people assigned
to the job

10.2.2 Mechanical Flow Sheets

Mechanical flow sheets or P&I (Process and Instrument) diagrams provide
much detailed, mechanical information not shown on process flow sheets, while
omitting much of the process information shown on the process flow sheets.
They repeat all the major equipment and piping lines as well as show:

All other equipment items with design temperatures and pressures

All interconnecting piping with size, material and fabrication specifications

indicated

Utility requirements including pipe sizes, materials and fabrication methods

All major instrument devices

In many situations, mechanical flow sheets show schematically every process

and utility line that appears on detailed drawings. They provide a valuable
reference for proper project installation. The instrument engineer uses it as a
source for many documents, which must be prepared.
Complete process and mechanical flow sheets are needed prior to the bulk of
the engineering effort on a job. Changes are often made as jobs progress,
however, particularly on mechanical flow sheets.

Piping

Rolta Academy: EDA Technology Mumbai

10.2.3 Instrument Index Sheets

The instrument index sheets provide a summary of all instruments required
for the job, listing each number-identified item of each loop . The list should be
made near the start of a job and used to check progress in specification writing,
purchasing, expediting, delivery and installation. As items are added, the list
increases; deletions should be lined out (not erased), thus serving as a record of
changes. Even though information is not complete, the list should be issued early
in the job so that project engineers and others concerned with the job may use it
to gauge the job requirements.
Instrument index sheets may serve strictly as an index of items required and
provide minimum information, or they may be expanded to provide a summary of
information about the loop itself, including service conditions of the line or vessel
with which it is associated.

10.2.4 Instrument Specification Sheets

To facilitate and speed up the specification and purchase of instrument items,
forms have been developed which list the main features available and desirable
in various categories of instruments. The Instrument Society of America has been
instrumental in this effort and has developed standard forms for 27 categories of
instrument items. A blank form is included in these standards which can be used
to hand-write specifications not already covered on the other 26 forms.
The ISA forms were revised in 1975 and republished in 1976 {reference
"Standard ISA-S20, Standards and Practices for Instrumentation, 5th Edition,
Instrument Society of America, 400 Stanwix Street, Pittsburgh, PA 15222). This
upgrading of content and format eliminated many of the deficiencies of earlier
forms, although the forms in their present state must still be modified to include
information such as electrical area classification and flow sheet numbers. Use of
the forms is encouraged by the ISA, and copies are available at nominal cost
through their headquarters. The forms may be modified (company headings, new
columns, etc.) and reproduced for internal use (not for commercial sale), so long
as permission is obtained from the ISA.
Specification sheets serve a fourfold purpose.
1. They contain information relating to the process and/or other instruments
which is necessary for complete systems engineering.
2. They provide the purchasing department and other interested people
information necessary for fulfilling their jobs efficientlya communications
channel.
3. They serve as permanent records for plant usefor installation, production
and maintenance groups.

Piping

Rolta Academy: EDA Technology Mumbai

4. They provide specifications to bidders, using a format familiar to both parties.

10.2.5 Loop Wiring Diagrams

Electronic loop wiring diagrams are electrical schematic drawings, which are
prepared for individual (or typical) electronic loops. The simplest loop is one that
contains only a transmitter and a receiver. Other loops may contain many items
transmitter, recorder, controller, alarm units, control valve, transducer,
integrator and perhaps other items.
The amount of documentation on the schematic varies. Some are relatively
simple, showing only the locations of the instruments, their identification numbers
and termination of the interconnecting wiring. Cable routing, wire size,
intermediate terminal points and other pertinent information are necessarily
shown on other drawings.
Other loop wiring diagrams are more comprehensive providing not only the
information previously described but also showing intermediate junction box
terminals properly identified, wire and cable information, complete terminal layout
of individual instruments and other useful information. Included may be the
transmitter range and calibration and pneumatic hookup information on the
transducer and the control valve.
Some loop diagrams are much more complex, especially if the loop contains
several components. Complete documentation, however, makes prestartup
checkout and maintenance much easier Since the loop information is well
documented, additional drawings are seldom needed for maintenance of the
instruments.

10.2.6 Panel Drawings and Specifications

Panel arrangement and layout philosophy are already determined and work
execution only is needed. Panel specifications and instrument specifications for
all panel instruments must be prepared.
Early in the job a decision should be made concerning the extent of
engineering to be done by the panel fabricator. This decision is based on four
primary factors.
1 Cost
2. Time
3. Available manpower
4. Capability

Piping

Rolta Academy: EDA Technology Mumbai

The factors are so interrelated that they need not be listed in a definite order
of importance. Fabrication cost is always important, but other factors such as
installation schedule, startup time, etc., can minimize initial fabrication cost.
Timing and cost, then, must be considered together.
If the timing or schedule is critical, panel fabrication may be started before
engineering is complete with a gain of several weeks in panel delivery. The
added cost of such an action may be small compared to the advantage of earlier
on-stream commitments or other factors.
Capability and availability of manpower are also closely related. In most
cases the buyer knows the panel fabricator well enough to judge his engineering
capabilities. The buyer also knows his own department's workload and
capabilities. From these factors, he then must determine the amount of
engineering to be done by each. In some cases the panel fabricator will do little
or none of it; in other cases, he may do all of it.
Having decided which route to take, the engineer must schedule the work
accordingly. If the detailed engineering is left to the panel fabricator, the contract
must be let at an earlier date to allow time for engineering by the fabricator. The
quality of the written panel specifications must be better for this option than for
one on which detailed engineering is complete, because the written
specifications must convey in word description what detailed drawings normal.
Show pictorially.

10.2.7 Plot Plans

Instrument location plans (plot plans) include all instrument items that
interconnect with other instruments. They usually do not show single items (such
as level or pressure gauges and in-line rotameters) that connect only to process
lines or vessels because those items normally appear on piping and/or
equipment drawings and on mechanical flow sheets.
Many instrument items are shown on two sets of plan drawings because their
installation involves two different craftspipe fitters and electricians. Electrical
plot plan normally show all items that have electrical connection Instrument plot
plans show items that have both electrical and piping connections. The drawing
scale normally used is or 3/8 inch per foot. An advantage of the 3/8-inch scale
that it duplicates the scale normally used by the piping department. Background
layouts may then be traced. Duplicated with little effort and cost. The location of
instrument items also is easy since many of them are shown in piping drawings.
Location of all instrument junction boxes should show on the instrument plans.
Instrument cable and tubing trays, if not shown on electrical drawings, may also
show on the instrument plans.

Piping

Rolta Academy: EDA Technology Mumbai

Underground cable and tubing runs must be carefully routed. Preliminary

locations and routing should be reviewed by piping, electrical and civil
engineering design disciplines to avoid conflicts during construction with new
design and also existing pipes, conduits, electrical grounding systems,
foundations, drains, and sewers.

10.2.8 Installation Details

Installation details or sketches are needed to show mounding and piping
methods and preferences. They show the size, pressure rating and type of
materials required for installation. Sufficient information is given to allow correct
installation even if the craftsman is not familiar with the instrument.
Typical connection details are also made for instrument electrical
connections. Normally these show the proper entry to the instrument, the size
and number of wires needed, the size and type of conduit used and the electrical
fittings required.
These sketches, properly drawn, save many hours of installation labor and
ensure proper installation and operation even when installed by inexperienced
craftsmen They also provide a good basis for material take-off and purchase and
material inventory control during the building phase.

10.3 Bid Documents

These documents are involved only on design and construction projects
on which bids have been made and accepted. They are important to both the
owner and the contractor. The responsible instrument engineers for both parties
should be familiar with the basis on which the work is proposed to be done.
In some instances specifications and standards may be clear enough that
no clarifications or exceptions have been necessary and where no alternatives
have been offered. In such cases the specifications and standards along with the
flow sheets and other drawings are the bid basis. These, however, are often
subject to interpretation. They must be studied and understood by the
contractor's engineer; presumably they are well understood by the owner's
representative.
If exceptions (to the specifications) or clarifications (where specifications
are not clear or may be misinterpreted) have been made or if alternatives have
been offered, both parties should be aware of them to make certain that they do
not affect the total instrument budget or the engineering man-hour estimate.

Piping

Rolta Academy: EDA Technology Mumbai

Prior to beginning work, whether from the owner or contractor viewpoint,

the involved instrument engineers should be familiar with the bid documents and
with the final contract which reflects the bid proposal. Apparent discrepancies in
the two documents should be brought to the attention of the project managers
involved.

10.4 Project Procedures

The lack of communication between individuals and groups is a major
obstacle in most endeavors. Engineering projects are not exceptions. Project
procedures are set up to assure good communication among all involved parties.
They
form:

should

include

the

following

information

in

some

Project organization chart

The function of key personnel assigned to the project, their responsibilities
and duties
Accounting proceduresa code of accounts for proper allocation of material
and labor costs
Distribution of all types of communication forms, including periodic progress
reports, special reports, job schedules, drawings, purchase requisitions and
orders and day-to-day memoranda (these are examples, not a complete list)
Approval procedures for the release of engineering drawings, specifications,
requisitions, purchase orders and other documents
The extent, frequency and complexity of planning, expediting and scheduling
activities
Equipment and material procurement methods and procedures
Engineering drawing sizes and numbering system
Identification systems for equipment and instrument items

This list is not intended to be complete, but it indicates the necessity for job
organization to assure quick and efficient flow of information. It assures orderly
progress and prevents costly mistakes due to lack of information. Primarily, it
saves the valuable time of many people. It includes the flow lines of
communication among the contractor, owner, vendors and subcontractors, as
well as within the contracting organization.

10.4.1 Project Schedule

Piping

Rolta Academy: EDA Technology Mumbai

At the beginning of a project, the responsible instrument engineer determines

from the project schedule the date's for purchasing equipment, for starting field
installation and for completion of various phases of the project. These factors are
interrelated, of course. The various facets of instrumentation (purchase, delivery,
installation, calibration and checkout) are seldom critical in the completion of a
Job, except the last phasecalibration and checkout. By its very nature,
instrument checkout is one of the last work items required prior to plant startup.
Other facets (such as delivery) may be critical if instrument design is delayed
or if special equipment is needed. On small "crash" projects, standard instrument
items may have longer delivery times than other equipment needed for the job. In
any case, the instrument engineer should determine the amount of work to be
done and correlate it with the project schedule.
Instrument items that need to be specified and purchased early are those
which are mounted in-line and whose dimensions need to be known by other
disciplines. For example, the piping people need the dimensions of control
valves, meter runs and other in-line devices to complete their work.
Some other examples of scheduling problems include

Purchase of panel instruments early enough to meet panel fabricator's

requirements.
Purchase of relief valves to meet piping erection schedules.
The requirement of starting up one or more phases of a project ahead of
others. All items required for that phase must be purchased early.

One good approach in scheduling a job is to work from the completion date
backwards to determine logical dates for the completion of various stages of the
job. Allow plenty of time for custom fabricated items, delivery of equipment after
shipment and communication delays that normally affect a job.
After the instrument schedule is temporarily worked out, review the items
again, checking with equipment vendors to verify their probable delivery
commitments.

10.4.2 Equipment Information

Equipment size, nozzle size and orientation (on vessels and other
equipment), materials of construction and pressure ratings of equipment and
flanges must be known prior to the purchase of instrument items related to that
equipment. Most of this information is usually available prior to equipment
purchase, and it must be assembled for reference when purchasing related
instrument items.
Piping

Rolta Academy: EDA Technology Mumbai

Even after equipment specification and purchase is complete, a final check of

vendor's drawings of the purchased items should be made to verify compliance
with purchase specifications. A final check of this nature often avoids costly field
changes.

10.4.3 Vendor Drawings

Vendor drawings of purchased instruments must be checked thoroughly to
determine that they comply with purchase orders and their specifications and
drawings. The assumption should not be that no mistakes will be made by the
many people who handle purchase orders from their origination to the delivery of
the finished items. It can be assumed that some will be made. A thorough check
of vendor drawings will likely catch some errors in time to prevent costly delays
and exchanges.

10.4.4 Work Coordination

Coordination among those responsible for the various phases of engineering
is necessary for an efficient, well run job. The project instrument engineer must
cooperate and work with the following people or groups. He must be aware of
their duties and functions in order to coordinate the work effectively.

10.4.5 Project Manager

Among the many functions of the project manager, those listed below have
the greatest effect on the work in the instrument department.
1. Project procedures
2. Schedules
3. Manpower allocation
4. Job progress
5. Cost control

10.4.6 Manpower Allocation

Manpower requirements to meet job schedules are usually discussed among
the project manager, the instrument project leader and other interested people.
Job requirements and personnel capabilities arc usually known well enough that
assignments can be made to satisfy completion schedules with a fair degree of
accuracy. When additional manpower is needed to meet a commitment or if too
much. Manpower is being used, the project instrument leader should advise the
project manager and other management people who are responsible for
reallocating manpower.

Piping

Rolta Academy: EDA Technology Mumbai

10.4.7 Progress Reports

Periodic progress reports, usually on a monthly basis, are made to the project
manager. it is the most reliable source that he or other interested parties have for
gauging the project status. Proper communication through this channel of
information highlights difficulties, achievements and schedule changes Reports
from each discipline are completed and issued to designated personnel. The
report is used to avoid misunderstandings between owner and builder and within
the contractor organization by keeping everyone posted on the job completion
picture. The owner needs this information for meshing new plant activities with
those existing to reduce overall operating expenses.
The positive psychological effects of just having a monthly status report are
enormous. It stands to reason that the absence of such an indicator will only
cause doubts in the minds of the project manager and the customer. Conversely,
the mere presence of a status report leads interested companies to the
conclusion that the report writer understands the project situation An overall
confidence develops in the managerial skills of the engineer, a confidence which
builds first in the engineer, and which often noticed by the person who can
recommend a salary increment for that engineer.

10.4.8 Cost Control

Factors that cause significant changes in the cost of instrumentation for a
project must be brought to the attention of the project manager Many different
situations arise, alter the original estimate Escalation of material and lab prices,
greater-than-anticipated complexity of COP systems oversight of alloy material
requirements, premium payments to meet schedules for fabricated items, loss of
manpower, misinterpretation of quotationsany these things may occur to
increase the cost. Seldom is -confronted with cost decreases.
Since the project manager is the one ultimately responsible for project cost,
the final decision usually rests with him. The project instrument leader should
make his views know and should advise to the best of his knowledge the proper
action.

10.4.9 Process Engineer

During the course of a project, many questions arise relative to process
conditions that require close cooperation between process and instrument people
For example, the range of flow for a flow meter may be higher than that
attainable by a single orifice meter. A discussion of the problem with responsible
process people will determine whether to use one or two meters or an entirely
different type flow device.

Piping

10

Rolta Academy: EDA Technology Mumbai

There are many instances in which range requirements material

requirements, etc, have been given but which cannot be considered inflexible
They need to be discussed with the proper people before changes are made,
however, the process engineer is the logical person to consult for such problems.

10.4.10 Equipment Engineer

Major pieces of equipment ordinarily are purchased during the initial phase
of the job because delivery times r usually long this is particularly true of large or
complex items, ones requiring a large amount of engineering, those made of
exotic materials or nonstandard items. Most of the; type equipment will have
instrument related itemslevel gauges, thermo wells, pressure connections
that must attach to it The instrument project leader must work with the equipment
engineers to assure proper connection sizes and locations for the instruments,
When complete packages (or systems) are purchase, such as compressors,
extruders, furnaces and refrigeration systems, along with their associated
auxiliary units, the responsible instrument leader should check equipment
specifications, purchase orders and vendor prints to assure the use of proper
instruments and to document information necessary to tie them into the rest of
the plant instrument system,

10.4.11 Piping Design Supervisor

The preparation of piping drawings starts as soon as equipment layouts and
orientation are determined and other pertinent information is available. Costly
revisions (o piping drawings can be avoided if meter run sizes and lengths and
control and relief valve sizes are known and dimensions are given to the piping
section early in the piping design stage. Piping details for level gauges and level
controllers are often shown on piping drawings, and their dimensions are
needed, Connection sizes are needed for pressure and temperature devices.
Forms that contain the needed information are prepared and given to the piping
section. They contain all the size and dimension information needed for relief
valves, level transmitters and controllers, control valves, level gauges and orifice
meter runs.
They can be dated and revised when and if changes occur. The preparation
and issue of such forms provides an efficient and clear means of communication
between departments.
Before piping plans, elevations and isometrics are issued they should receive
a squad" check by the instrument department to make certain that all process
connections are shown and that instrument location drawings (plot plans) and
piping drawings are in agreement.

Piping

11

Rolta Academy: EDA Technology Mumbai

Piping

12