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Note: This version of SAEP-1350 is applicable for all projects using the new Capital Management
System (CMS). All other projects will use the previous version of the procedure dated
15 November 2011.
Contents
1 Introduction..................................................... 2
2 Applicability.................................................... 6
3 Applicable Documents.................................... 7
4 Key Terms...................................................... 9
5 FEL 2 DBSP Development
and Implementation.............................. 12
6 Aligning of SAEP-1350 with CMS................ 12
7 FEL 2 DBSP Deliverable Contents............... 14
8 FEL 2 DBSP Review Procedures................. 31
9 FEL 2 DBSP Deliverable Approval............... 33
10 Distribution of Approved
FEL 2 DBSP Document........................ 34
11 FEL 2 DBSP Revisions................................ 35
1 Introduction
1.1 Background
Since 1982, Saudi Aramco Corporate Management has endorsed the concept
that project proposals for individually engineered Budget Items (BIs) will be
supported by Design Basis Scoping Papers (DBSPs). Facilities Planning
Department (FPD) was sanctioned to lead, prepare and develop the DBSPs and
all related deliverables. Consistent with this direction, the procedures for
preparing, approving and revising the DBSPs contained in this document are
mandatory for all organizations involved in developing capital projects,
including FPD, the proponent and the Construction Agency (CA).
The contents of the DBSP have changed over the years to allow for improved
level of details, more stringent requirements and tighter scoping of the required
facilities. In an effort to control the scope changes (scope creeps) during the
project proposal, which ultimately lead to increasing capital investments (cost),
the DBSP development cycle has been extended under the new Capital
Management System (CMS) to include a number of critical design impacting
studies and deliverables. Under CMS, the DBSP becomes just one deliverable
of the many required to pass the DBSP phase of the project lifecycle.
All deliverables, including the DBSP, collectively achieve a higher engineering
design level that allows for a ±30% accurate cost estimate.
Page 2 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The CMS and each of the CMSEEs are described in detail in the FEL Manual
located on the Capital Program Efficiency Department’s (CPED) ShareK site at:
https://Sharek.aramco.com.sa/Orgs/30026862.
This document does not attempt to explain the CMS and the five CMSEEs listed
above. It provides a brief introduction to the concepts as they apply to
successfully plan capital projects.
The FEL process organizes the project lifecycle into different stages, phases,
decision gates and checkpopints, each with specific objectives, defined
activities, deliverables and decisions. There are four stages in the FEL process
and six phases. The four stages are FEL 0, FEL 1, FEL 2 and FEL 3. The six
phases are: Initiation, Business Case, Study, Design Basis Scoping Paper
(DBSP), Project Proposal and Finalize FEL. Based on the project
characterization types, the number of FEL gates may be streamlined to
effectively plan a given project. The six phases are mapped into the four stages
as shown in Figure 1.2, “CMS FEL Process for all Capital Projects”.
As stated above, each of the project phases accomplishes specific work towards
achieving the project objectives and decisions, and produces a set of
deliverables. The deliverables are listed and detailed in the CPED ShareK site
mentioned above. For the purposes of this document, those will not be listed
herein again.
The end of each FEL phase is sanctioned by a Checkpoint or Gate at which the
decision maker, i.e., Management Committee or Business Line Committee,
decides if a project is ready to continue to the next phase of execution.
The achievement of the objectives is checked at the Checkpoint or Gate in a
documented and systemized way. When the objectives of each project phase are
achieved, the Checkpoint or Gate is passed and the project moves to the next
phase. At each of the Gates, the project’s Business Case is defined and
formulated or reconfirmed, risks are mitigated, project planning and execution
strategies are assessed, and management approvals and direction are obtained.
CMS also introduces the Project Sponsor (PS) and the Integrated Project Team
(IPT). The PS is usually an Executive for A- & B-type projects and a member
of Management for C- & C1-type projects. The PS is appointed by the
proponent organization, is accountable for meeting the project objectives and
provides a single point of accountability throughout the lifecycle of a project.
The PS steers the IPT toward maximizing investment value. Being part of the
proponent organization, the PS provides a single point of accountability
throughout the lifecycle of a project and drives trade-offs between cost, schedule
and operability.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The IPT is a temporary project team, formed from the various functional
departments of the Company, assembled under a unified leadership (the IPT
Leader) and shares the same objectives as the PS. The IPT, up to the end of the
FEL 2 DBSP phase, is led by an IPT Leader appointed by FPD who remains
functionally responsible for the delivery of the DBSP deliverables on all capital
projects. At the end of Gate 2, the leadership will transition to the IPT Leader
appointed by the Construction Agency who will lead the IPT through the FEL 3
Project Proposal phase and into the Execution and Hand-over phases of the
project.
Note: FPD leads the project during the FEL 1 and FEL 2 phases. The Execution
Agency leads the project during the FEL 3 and throughout the Execution and
Handover phases.
The purpose of the FEL 2 DBSP phase is to define the selected alternative
to freeze the project scope and generate a budgetary cost estimate (±30%).
To achieve this, the IPT continues active participation in the development of key
studies and visits the project site (as required) to refine the engineering level of
the project scope during scope development.
The FEL 2 DBSP deliverable is prepared by the IPT as one of the deliverables
required for the FEL 2 DBSP phase of the CMS. The FEL 2 DBSP deliverable
clearly and definitively describes “what” facility capabilities are required to
most economically achieve the proposed project’s stated business objective.
It defines the facilities to be built and reflects the background, sizing parameters,
design conditions and other special operational requirements. The FEL 2 DBSP,
and the other required FEL 2 DBSP deliverables, together with the Saudi
Aramco Engineering Standards and the existing as-built drawings (for brown
field projects), define the main elements of the project scope of work.
A clear distinction between the FEL 2 DBSP deliverable and the Project
Scoping Paper (PSP) document should be highlighted at this point. The PSP
provides the preliminary engineering scope of work to allow potential General
Engineering Services (GES+) contractors to develop the FEL 2 DBSP phase
deliverables, including the FEL 2 DBSP document, and to allow PMOD to
prepare a study grade cost estimate for the project. The PSP is not intended to
define the final facilities to be built, or to “freeze” the scope of the project, but
simply to highlight the general intended scope of the project.
The FEL 2 DBSP deliverable is a strategic FPD deliverable within the FEL 2
DBSP phase of the CMS process that details the complete scope of a given
2 Applicability
The SAEP-1350 guidelines require that a project specific FEL 2 DBSP deliverable be
prepared for all fixed scope engineered BIs that are included in the 3-year Business
Plan, except for:
BI-19s (Capital items valued at $4.0 MM or below).
Third-party projects (Projects that are undertaken by New Business Development
per GI-0030.001, Transaction Development Guidelines).
Note: For third-party projects, at the end of the FEL 2 Study phase, the Decision Maker
decides whether a project shall be implemented as a non-third-party or a third-party
project. If the project is committed as a third-party project, the IPT seizes work and
New Business Development undertakes the remaining actions for its
implementation, as per GI-0030.001.
Page 6 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
3 Applicable Documents
Saudi Aramco CMSEEs documentation (for the latest, please refer to the Capital
Program Efficiency Department’s (CPED) ShareK site at:
https://Sharek.aramco.com.sa/Orgs/30026862
Portfolio Execution Planning Manual (yet to be published)
Project Sponsor (PS) Manual
Integrated Project Team (IPT) Manual
Front End Loading (FEL) Manual
Target Setting (TS) Manual
RAPID Matrix FEL 1-3
RAPID Matrix Execution
Book of Deliverables
These guidelines provide the procedures to properly develop a FEL 2 DBSP deliverable
required as part of the FEL 2 DBSP phase of the CMS. Figure 3.1, “Mapping of Key
Saudi Aramco Standards to CMS FEL Process”, shows pictorially some of the
applicable Saudi Aramco Engineering Procedures, Saudi Aramco Best Practices and
General Instructions to the different FEL phases. The figure also highlights in green
color the phase in which SAEP-1350 applies. Please note that although SAEP-1350 is
depicted in the figure to be the only guiding procedure of the FEL 2 DBSP phase of
CMS, the procedure applies to only the FEL 2 DBSP deliverable. One should refer to
CPED’s “Book of Deliverables“ for a listing of all the applicable deliverables required
for the FEL 2 DBSP phase.
Page 8 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
4 Key Terms
Definitions of the key terms used throughout this document are presented below.
Budget Item (BI): A discrete project that has been defined and evaluated to the extent
required for Management to include it in the Business Plan and commit additional
resources to further develop the information required by Management. Based on the
information developed, if deemed appropriate, the Board of Directors will make
reasonable business decisions regarding the continued development of the project.
Business Line: Saudi Aramco's basic organization structure. A business line forms
part of the organizational matrix with a responsibility over a specific part of the
company business.
Capital Program Management (CPM): The Construction Agency for C1-type projects.
This is the team that is assigned to the project during project planning and execution.
Construction Agency: The organization assigned to execute the project. This could be
the Saudi Aramco Project Management administrative area that is the default
Construction Agency for A-, B- and C-type projects, or the proponent’s Capital
Program Management (CPM) team for C1-type projects.
Cost Estimate: Is estimate of the capital investment value, prepared by the Project
Management Office Department (PMOD) as per SAEP-25, and is deemed to have
various accuracies depending on the phase of the project. Those include: the FEL 2
Study Cost Estimate generated with an accuracy of ±40%, the FEL 2 DBSP Cost
Estimate generated with an accuracy of ±30%, and the FEL 3 Expenditure Request (ER)
Cost Estimate generated with a definitive accuracy of ±10%.
Design Basis Scoping Paper (DBSP): A document prepared by the IPT during the
FEL 2 DBSP phase of the CMS (led by FPD) that details the complete scope, and
agreed to bu all stakeholders, for a given capital project in order to economically
achieve the stated business objective(s) in an anticipated operating environment.
Expenditure Request Approval (ERA): The date the expenditure request is approved
to allow the project to proceed to the execution phase. The ERA is the date project
funding becomes available upon approval by the Executive Committee or the Board.
Expenditure Request Completion (ERC): The date the expenditure request is closed
and project is handed over to the operating organization (proponent). The ERC is the
date on which the Performance Acceptance Certificate (SA-7214) is signed off, for the
project. It is close to, but need not match, the “beneficial use” or “on-stream” dates for
the facilities, which are the dates on which the proponent begins to use the facilities.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
FEL 2 Study Cost Estimate: An estimate of the initial capital investment and is
deemed to have an accuracy of ±40%.
FEL 2 DBSP Cost Estimate: An estimate of the capital investment after major elements
of the project scope has been frozen and is deemed to have an accuracy of ±30%.
Front End Loading (FEL): The process that organizes the project life cycle into
phases, each with defined activities, deliverables, specific objectives and decisions.
FEL is applicable for all projects that follow the CMSEE. For more details, refer to the
Front End Loading Manual.
Project Leader: A representative from FPD who leads the IPT during FEL1 and FEL
2 stages, or a representative from the Construction Agency who leads the IPT during
FEL 3 stage and thereafter up to the project completion.
Project Proposal: A document prepared by the IPT during FEL 3 (led by the
Construction Agency) which defines the actual facilities to be built, in sufficient detail
to obtain an ER Cost Estimate from PMOD. Please refer to SAEP-14 for details of the
Project Proposal guidelines.
Project A-, B-, C- & C1-Types: Assigned to the projects by FPD based on size
(CAPEX) and complexity.
Proponent: The Saudi Aramco organization that owns, operates, and maintains the
completed facility. The proponent is responsible for signing the Mechanical
Completion Certificate as owner of the facility.
The most recent version of FPD’s economic evaluation model shall be used to calculate
financial benefits.
All analysis shall be formally archived prior to approval of the gate (a properly labeled
file in FPD’s electronic library). The archived estimate must be generated by PMOD.
As stated above, each of the FEL phases is sanctioned by a Checkpoint or Gate at which
the project moves to the next phase. In order for a project to proceed to the FEL 2
DBSP phase, the Decision Maker decides on the project’s readiness to pass the
preceding Gate. Once the preceding Gate is passed, the IPT begins the work on the
FEL 2 DBSP phase set of deliverables.
Depending on the project type (A-, B-, C- or C1-), a different number of deliverables
are required to pass the FEL 2 Gate (please refer to the CPED ShareK site, Book of
Deliverables for a complete listing of the required deliverables for each type of CMS
project). The FEL 2 DBSP deliverable is just one of several required deliverables, but it
is the core deliverable of the FEL 2 DBSP phase. It is the single most important
document that details the final project scope.
These guidelines are not intended to replace the FEL Manual or the Book of
Deliverables prepared by CPED, however, it is important to explain that although the
FEL 2 DBSP deliverable is the core deliverable to pass the FEL 2 DBSP Gate, it cannot
be accurately completed in isolation of the other required deliverables for the Gate.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
Many of those deliverables, which used to be developed by FPD as part of the FEL 2
DBSP deliverable, are now independent deliverables produced by the IPT to derive the
complete FEL 2 DBSP scope and pass the FEL 2 DBSP Gate. For example, the
(approved) Land Use Permit and Environmental Impact Assessment Study, which used
to be sections or sub-sections within the overall FEL 2 DBSP deliverable, are now all
separate and required deliverables. Furthermore, many deliverables that used to be
produced by the Execution Agency during the project proposal phase are now an
integral part of the FEL 2 DBSP phase. Those include Procurement Strategy &
Materials Procurement Plan, Contracting Strategy and Operational Readiness Plan
(ORP), to name a few.
Figure 6.1, “The FEL 2 DBSP Phase Deliverables”, is important to understand the
relationship of all FEL 2 DBSP deliverables and how they contribute to completing the
FEL 2 DBSP phase. Prior to starting the development of the FEL 2 DBSP deliverable,
a number of initial deliverables must be updated or completed. In parallel, a number of
supporting deliverables are also prepared.
It is critical to note at this point that the IPT Leader must refer to the FEL Manual,
RAPID Matrix FEL 1-3, and the Book of Deliverables to understand the relationships
and full requirements of the FEL 2 DBSP phase prior to starting the work on the FEL 2
DBSP deliverable. Again, those documents are found on the CPED ShareK site.
The paragraphs below detail the required contents for each of the FEL 2 DBSP
deliverable sections.
The cover page shall identify the BI number, project title, deliverable name,
deliverable number and FEL phase(s). The GES+ contract number may also be
included on the cover page, but this is not required, only optional.
The contributors to the content of the FEL 2 DBSP deliverable and scope of the
project shall be listed here. This is typically a full listing of the IPT members
who are on the project team, along with key members from the GES+ contractor
staff. By virtue of the contributors being part of the IPT, their endorsement to
the content of the DBSP is implied. Signatures of all IPT members is still
required and must be obtained prior to release of the FEL 2 DBSP deliverable.
This section explains the business reason for developing the proposed
project. It highlights the broad business reason(s) for the proposed
project and describes the anticipated operating environment in which the
stated business objective would have to be achieved.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
This section describes the general design bases, which apply to the entire
project, as opposed to any specific project scope element.
The units of measure for the proposed project shall also be stipulated in
this section.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The interfaces among the existing and new facilities, and among
contractors, shall be further detailed in a separate inter-related FEL 2
deliverable, the Project Interface Management Plan (PIP) deliverable.
The PIP ensures that interfaces within the project have been properly
identified, the scope of work appropriately divided and those interfaces
are properly communicated to the respective contractors.
This section describes in details the project scope as it relates for each
element of the proposed facilities. It also consolidates project specific
design information, such as equipment sizing, sparing requirements,
major design parameters, process descriptions and specific details to
accurately describe the project scope. This includes, but not limited to:
Mandatory Paragraphs:
For all FEL 2 DBSPs, regardless of the scope, the opening paragraph of
this section shall be the following mandatory paragraph:
“The project scope definition presented in this section is fixed and shall
be the basis to define the scope requirements during the FEL 3 Project
Proposal phase to achieve the project’s stated business objectives in a
cost effective (economical) manner. This restriction, notwithstanding,
the project proposal engineering contractor shall further define and
refine the actual facilities to be built (i.e., “how” the required
capabilities are to be achieved), consistent with the project's stated
purpose and the anticipated operating environment.”
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
This section identifies the project scope which is not subject to additional
front-end evaluation during project proposal development, and thereby
reduce scope changes and project proposal development cost.
The following are FPD mandated studies and assessments that are
required as part of the FEL 2 DBSP document:
- Health, Safety, and Environmental (HSE) Checklist
The HSE checklist is completed to properly identify the major HSE
related scope items and include those, if any, in the FEL 2 DBSP
scope prior to issuance.
- Modular Design Assessment (MDA)
The MDA is a study that shall assess modular design feasibility for
the project as well as opportunities to standardize major components.
It will quantify the number and size of required standardized
modules. A qualitative analysis detailing the advantages and
disadvantages of modular design against conventional design shall be
part of the assessment. The study shall recommend the optimal
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The following is a list of those essential FEL 2 DBSP phase studies and
assessments that are required:
The Environmental Impact Assessment (EIA) deliverable outlines the
existing environmental conditions and describes the expected
environmental impacts that significantly affect environmental and
social aspects during construction and plant operations. Please refer
to SAEP-13 for additional details.
The Energy Optimization Report (EOR) report examines the power
and heating requirements of a particular process and attempts to
maximize the total return based on selecting the most economical
methods of heat and power recovery.
The Customizing Standards and Specifications (CSS) deliverable
provides an evaluation of the specific needs of the facility such that
the facility can be designed with the minimum required set of
industry and Company standards.
The Reliability, Availability and Maintainability (RAM) study
deliverable ensures that competing technologies, designs and
licenses, sparing capacity including oversized design and capital
spares requirements are evaluated and optimized in order to secure
Capital and Operational Efficiency through the life Net Present
Value (NPV) of the projects. The RAM study shall be performed as
per SAES-A-030. Recommendations of the RAM study shall be
incorporated into the FEL 2 DBSP, FEL 3 Project Proposal and
detailed design of all projects for implementation.
The Design for Maintainability Report (DMR) deliverable provides
an evaluation of design for maintainability practice and attempts to
improve the ease of maintenance in a facility.
Saudi Aramco: Company General Use
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The critical VIPs that are required at the FEL 2 DBSP phase are:
o VIP – Lessons Learned Report (LLR) – the objective of this
report is to collect knowledge from previous projects and identify
those that can be used in the current project.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
This section shall provide the results of any preliminary assessments for
the use of surplus and excess materials completed during FEL 2 DBSP
development.
Page 26 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The potential strategies for the different procurement options are detailed
in the Procurement Strategy and Material Procurement Plan (EMS)
deliverable. The EMS identifies the main strategies for procurement of
equipment and materials, including long lead items, required for the
project, and identifying all alternatives to use existing Company
inventory of surplus and excess materials.
This section shall provide the PMOD agreed project milestone (Level II)
schedule. The milestone dates include, but are not necessarily limited to,
the following:
FEL 2 DBSP issue date.
FEL 2 Gate approval.
Project Proposal start.
Project Proposal completion.
FEL 3 Gate approval.
ERA.
ERC.
Page 28 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
All applicable scope evaluations and study reports shall be inserted here
(all assessments, studies and VIPs completed as detailed in Section 8).
This section shall include the Health, Safety and Environmental (HSE)
assessment.
Regardless of the project type, FPD remains the functional owner of the FEL 2 DBSP
deliverable. As the IPT leader during the FEL 2 DBSP phase, the FPD engineer is
required to lead the IPT and adhere to the mandatory procedures outlined in these
guidelines. Throughout, the IPT leader (FPD engineer) must demonstrate that the FEL
2 DBSP deliverable and related FEL 2 deliverables are produced in alignment with the
project’s stated business objectives and economic value. The sequence of reviews
during FEL 2 DBSP development is summarized below:
The FEL 2 DBSP execution plan will be developed by the IPT leader and
reviewed with the rest of the IPT and PS. Once agreed, the FEL 2 DBSP
Execution Plan serves as the project execution plan for the FEL 2 DBSP phase.
Although the FEL 2 DBSP conceptual design completion point is subjective, the
FPD engineer must align this Checkpoint with critical milestones to allow for the
ability to change or correct a course of action as needed. The milestone shall
include completing the following FEL 2 deliverables and activities, at the very least:
Business case assessment.
Land Use Permit.
Plot Plans.
The FPD Checkpoint is scheduled by the IPT leader (FPD Engineer) with FPD
management at an appropriate time when the conceptual design and process
modeling are completed. A presentation is conducted by the IPT leader
encompassing:
Review of the project’s business case. Clarify as required the proposed
business objective(s) in terms of Saudi Aramco’s strategic direction and
business plan objectives.
Clarify the description of the operating environment in which the business
objectives would have to be achieved.
Provide an overview of the FEL 2 DBSP scope, detail the complexity of the
analysis conducted thus far, decisions made to date and a high level
description of the required capabilities at the impacted facilities.
Review critical achievements towards and potential roadblocks hindering the
ability of the IPT to reach the FEL 2 DBSP goals.
Identify ongoing and additional studies required to further develop the
FEL 2 DBSP scope and provide status on those.
Discuss any potential constructability and execution challenges.
Once the Draft FEL 2 DBSP is prepared and reviewed by the IPT, the IPT leader
will submit the Draft FEL 2 DBSP to the FPD DBSP Quality Assessment
(DQA) Committee for quality review and scoring. The IPT leader is encouraged
to implement changes to improve the quality of the FEL 2 DBSP document
based on the comments received from the DQA committee. The DQA review
process is shown in Figure 8.1 below. The DQA criteria spreadsheets are
available at: DBSP Quality Assessment Criteria.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
The completed FEL 2 DBSP will be routed for approval as detailed in Section 9,
FEL 2 DBSP Deliverable Approval, below.
During the entire FEL 2 cycle, the IPT is engaged and partakes in the
development of the FEL 2 DBSP. If the IPT determines that other organizations
are required to review and comment on the FEL 2 DBSP deliverable, it is the IPT
leader’s responsibility to coordinate and solicit input from those organizations.
The “DBSP e-Approval System“ shall be used to gain approval of the FEL 2 DBSP
deliverable from all stakeholders. This SAP-based workflow will provide approval that
is faster, confidential, streamlined, and convenient. The IPT leader from FPD shall
coordinate with the division’s Single Point of Contact (SPC) to upload the FEL 2 DBSP
and any associated documents onto the “FEL 2 DBSP e-Approval System“, assign
proper approval organizations, and finally initiate approval process. The approvers and
reviewers will receive the approval workflow in their SAP inbox that is based on the
Approval Authority Engine (AAE). The approving departments may assign additional
reviewers internally through a delegation function provided with the system. Once the
approval is complete, the FPD IPT leader can print and insert the approval sheet, which
is generated by the system, into the FEL 2 DBSP deliverable.
Saudi Aramco: Company General Use
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
Approval of the DBSP shall be in line with the CMS process. A “Document
Verification – RAPID RECORD” defines the approval authorities as designated below:
Recommended: IPT Leader – FPD Prime.
Agreed: Manager, Facilities Planning Department.
Manager or General Manager, PMT or Business Line CPM.
Decided: Project Sponsor for project A- & B-types.
Project Sponsor and Administrative Area Head for project C- &
C1-types.
Please contact the FEL 2 DBSP Admin Group for additional details on the “ FEL 2
DBSP e-Approval System“.
The IPT shall include the approved FEL 2 DBSP deliverable as part of the overall
FEL 2 DBSP phase deliverables and review all the deliverables with the Project
Sponsor. Once all the deliverables are signed and approved by the respective functional
departments and the PS, the deliverables package is sent to CPED to begin the Value
Assurance Review cycle.
Note: CPED may request that all the FEL 2 DSBP phase deliverables be uploaded in soft
copy to a project-specific link. The CPED Value Assurance leader assigned to the
project shall coordinate the details for document submission.
Note: Value Assurance may request that the approved FEL 2 DBSP be reworked based on
the Value Assurance Review findings. The IPT leader and the IPT shall define an
action plan to address the findings in the Assurance Review Report. The PS then
decides whether to bring the project to the FEL 2 Gate.
Once the VA review is complete, the IPT leader works closely with the PS to develop
the gate decision support package. The PS then presents to the Decision Maker the
detailed proposed project scope (“frozen” scope) which will be further developed
during the FEL 3 Project Proposal phase. The Decision Maker decided whether to pass
the FEL 2 DBSP Gate, Gate 2, and whether to take the project to the next phase and
commit the required resources or not.
The overall FEL 2 DBSP phase deliverables package, including the approved FEL 2
DBSP deliverable, is then handed over to the Construction Agency as the basis for
project proposal preparation. The original of the signed Approval Sheet will be retained
in FPD's Budget Item (BI) file on the FPD e-Cabinet page.
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Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
At the conclusion of the FEL 2 DBSP phase, the project scope is considered “frozen” on
the date of FEL 2 DBSP approval. Scope changes after the FEL 2 DBSP approval
should be avoided.
Any scope change to an approved FEL 2 DBSP during the FEL 3 Project Proposal
phase are managed using the mandatory Scope Change from Approved DBSP –
Request (SCDR) form. The SCDR process and a copy of the SCDR form can also be
found in SAEP-14. The SCDR form must be approved by the FPD management, and
concurred to by the PS and the Construction Agency’s management, prior to any
commitment to the scope change.
The IPT must evaluate each proposed scope modification and shall include:
An assessment of the extent to which the proposed project scope
modification is consistent with the stated Business Objective, and Saudi
Aramco's Strategic Direction and Business Plan objectives.
An incremental economic evaluation of the proposed scope modification,
using the previous scope as a basis.
Based on the results of the evaluation, IPT shall formally recommend to the PS
and FPD management that the proposed scope modification be adopted,
rejected, or studied further.
Revision Summary
4 January 2016 Major revision to align with the new Capital Management System applicable to all Capital
Projects within the Business Plan.
Page 36 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
1 PROJECT PURPOSE
This section provides a clear and concise statement of the business objective of the
proposed project.
For example: “The purpose of this project is to improve and optimize the pipes and
materials movements throughout the supply chain, by implementing Radio Frequency
Identification (RFID) technology that will streamline processes, enhance materials
traceability and enable inventory visibility”.
2 PRESENT SITUATION
This section describes the current situation of the project; describe elements on how the
processes are currently being carried out and provides details of the legacy systems.
It also addresses the problems/issues that trigger the need for the project.
3 STAKEHOLDERS
This section lists all entities that are affected by the project. It should address clearly the
process owner (proponent) and the key process users. This can include Saudi Aramco
departments or partners such as joint ventures, customers, vendors and suppliers.
4 LOCATION
This section provides an overview of the physical locations and facilities that will be
affected by the project to the extent required to effectively orient the Construction
Agency and the project proposal/blueprint engineering contractor, including data center
location for the hardware.
5 INTERFACES
6 BUSINESS OBJECTIVES
For example:
This section describes the general design bases, which apply to the entire project, as
opposed to specific project scope element. These common design bases include non-
functional requirements such as User Interface/Usability, Configurability, Performance
and Scalability.
For example:
“The proposed solution shall offer a set of integrated and web-enabled applications that
will interface with the existing SAP system. The proposed application shall also offer
scalability and expandability to support future expansion. The application shall be
based on standardized software packages.”
Page 38 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
8 PROPOSED SCOPE
This section describes what the system, process, or product/service must do in order to
fulfill the business requirements. This includes description of each element of the
project scope and the required capabilities.
8.2 Hardware
Describe the required hardware components and specify the required data center
capacity and the need for expansion, if any. This section should address also
supporting facilities, if any.
For example:
“Required data shall be migrated into the new solutions to enable tracking and
built-in intelligence as part of the transactional systems. Legacy data is
important to be considered as part of bidder lists decisions and performance
monitoring.”
For example: “The old system shall be running temporarily along with the new
system (in parallel) to clear all pending POs and TOs after the go-live date.”
For example:
“The project should coordinate training on the new solution by developing the
required training modules for end users.”
This section provides a summary of the evaluations performed prior to and during scope
development to define the project scope. This includes, but not limited to, feasibility
study, software evaluation and proof of concept. Also, it should address the type of
process whether it is automation or reengineering.
10 ADDITIONAL STUDIES
11 LESSONS LEARNED
This section surveys project management database for applicable lessons learned.
It also captures lessons from similar software applications projects.
Page 40 of 42
Document Responsibility: Facilities Planning Standards Committee SAEP-1350
Issue Date: 4 January 2016 Design Basis Scoping Paper (DBSP)
Next Planned Update: 4 January 2019 Preparation and Revision Procedure
12 BENCHMARKING
This section provides overview of local and international benchmark for solution
deployment, unit cost reference and best practices. This demands approaching vendors
and software industry leaders.
13 RISK ASSESSMENT
The section addresses outcome of risk assessment exercise. This involves identification
of potential project risks, evaluation criteria and establishment of appropriate mitigation
plans. Coordination should be done with Value Practices Unit (under PMOD) to
facilitate project risk management session.
15 PROJECT SCHEDULE
Milestone Date
FEL 2 DBSP Start Month/Year
FEL 2 DBSP Approval Month/Year
Detailed Design start Month/Year
30% Detailed Design Approval Month/Year
ERA Month/Year
100% Detailed Design Approval Month/Year
System Development Start Month/Year
System Development Completion Month/Year
Functional Test Start Month/Year
Functional Test Completion Month/Year
User Acceptance Test Start Month/Year
User Acceptance Test Completion Month/Year
End User Training Start Month/Year
End User Training Completion Month/Year
Beneficial Date / Go live Date Month/Year
Production Support Month/Year
ERC Month/Year
16 APPENDICES
16.4 Acronyms
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