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Duqm Refinery Project

EPC Package 2 – Utilities


and Offsites

NONCONFORMANCE CONTROL PROCEDURE

B1 14.10.18 Class 2 Issued For Design ( IFD) Chetan Chitta G.K. Sridharan Raffaele Foti
A1 13.08.18 Class 2 Issued Client Comments Incorporated ( ICCI) Chetan Chitta G.K. Sridharan Raffaele Foti
O2 05.07.18 Class 2 Issued for Client Review ( IFCR) Chetan Chitta G.K. Sridharan Raffaele Foti
O1 11.01.18 Class 2 Issued for Client Review ( IFCR) Tamil S. G.K. Sridharan Raffaele Foti
Rev. Date Document Class Reason for Issue Author Checked Approved

Number Origin Document Number Rev.

Client’s Number DRP001-OUF-PRO-Q-000-503


B1
Contractor’s Number SO0267-SV0P-QCP-PRO-Q-000-503
Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE
___________________________________________________________________________________________________________

Revision History

Amendment Revision
Amender Initials Amendment
Date Number

11/01/18 O1 TS NA

05/07/18 O2 CC Reissued after Receipt of NTP

13/08/18 A1 CC Revised with company comments incorporated

14/10/18 B1 CC Revised with company comments incorporated

Related Documents

Document Number Document Name Description of Content

Refer section 3.0

Holds

Section Number Short Description of Hold

NIL

Definitions and Abbreviations

Term Comment

Refer section 4.0 & 5.0

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Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE

Table of Contents

1.0 Purpose ...................................................................................................................................................... 4

2.0 Scope .......................................................................................................................................................... 4

3.0 References ................................................................................................................................................. 4

4.0 Abbreviations ............................................................................................................................................ 5

5.0 Definitions .................................................................................................................................................. 5

6.0 Roles & Responsibilities .......................................................................................................................... 6

6.1 Project Quality Manager ........................................................................................................................... 6

6.2 Site Quality Manager ................................................................................................................................. 6

6.3 QA Engineer............................................................................................................................................... 7

6.4 Inspection Coordinator ............................................................................................................................. 7

6.5 All Project Persons of Contractor (Managers / Engineers / Inspectors) ............................................ 7

7.0 Description of activities............................................................................................................................ 8

7.1 At Vendor Location .................................................................................................................................. 8

7.2 At Sub Contractor / Construction site ........................................................................................................ 8

7.3 Classification of Non Conformity................................................................................................................ 9

7.4 NCR Numbering system .........................................................................................................................10

7.5 Distribution And Close Out of NCR ......................................................................................................10

8.0 Attachments.............................................................................................................................................10

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Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE

1.0 Purpose

This document is established to define the methodology for identification, handling, root cause analysis & disposition of non-
conformance in a systematic and controlled manner for DUQM Refinery Project(DRP). This also documents the methodology
to review and analyze to initiate the appropriate actions (correction, corrective action and risk mitigation). The main intent of this
procedure is to prevent inadvertent usage of Non conforming material for product realization through proper identification and
segregation.

2.0 Scope

The scope of this procedure is applicable to NCR management for Contractor, vendor and subcontractors. This procedure is
applicable to the product (Material, equipment’s) related Non compliances. NCR raised during audits are handled separately as
described in the Project Quality Audit procedure, service related deviations should be handled either through auditing process
or discussed at various meetings or addressed with formal communications

This procedure is not applicable to the product deficiencies which are minor in nature identified during scheduled inspections,
tests/reviews or any other stages such as site walk downs which can be corrected without any detrimental effects on the
completed product and documented suitably.
Transport damages noted will be handled using primarily OSDR process, however if there is need then this procedure
will be used to record the non -conformity and to arrive at suitable disposition action

Examples of such deficiencies are welding defects revealed by visual or non-destructive examination, painting / coating,
defects revealed by holiday detection and drawing / specification inaccuracies revealed during review / approval. Potential
deficiencies identified during site walk downs are addressed using DSR process.

Vendor can use their in house procedure to identify, handle and close out the non-conformities during manufacturing,
assembly, testing etc. until dispatch, in such case the vendor shall inform and report the non -conformity to the Contractor
who may involve in the correction ( disposition) , corrective action etc.

Non conformity identified by Company on Contractor/ vendors/Subcontractors shall be recorded in accordance with this
procedure.
Subcontractors at site shall use contractor Non Conformance Control procedure during the construction.

This procedure addresses NCR handling during Construction to the stage of system / mechanical completion of the plant, any
deviations noted after this stage i.e. pre commissioning and commissioning will be handled using punch listing, warranty
procedure and other appropriate Procedures. It covers all areas/locations i.e. Sharjah, Chennai, Seoul, site, and supplier and sub-
contractor locations. NCR may be raised by Contractor Personnel with first hand knowledge of the NCR

3.0 References

ISO 9000:2015 Quality Management Systems – Fundamentals and


Vocabulary
ISO 9001:2015 Quality Management Systems – Requirements
ISO 29001:2010 Petroleum Petrochemical and Natural Gas Industries –
Sector Specific Quality Management System
Company - Contract document references
PLN-1500-1000-01 Quality Management Plan
Specification for Quality Management Part 4 Section 6 Quality Management
Project Documents
DRP001-OUF-GMD-Q-000-500 Project Quality Plan

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DRP001-OUF-PRO-Q-000-501 Project Quality Auditing Procedure


SPC-1500-1000-01 Specification for Quality Management
DRP001-OUF-SPE-Q-000-505 QA/QC implementation during Engineering,
DRP001-OUF-SPE-Q-000-506 QA/QC Implementation during Procurement
DRP001-OUF-SPE-Q-000-507 QA/QC Implementation during construction

4.0 Abbreviations

AFC Approved For Construction

DSR Daily Surveillance Report

HOD Head of Department

NCR Non Conformance Report

OSDR Over, Short & Damage Report

PPCS Petrocept Procurement Control System

RI Resident Inspector

TPI Third Party Inspector

VDR Vendor Document Register.

5.0 Definitions

Acceptance criteria : Specified limits of acceptability applied to process or product characteristics

Acceptance inspection : Demonstration by monitoring or measurement that the product complies with requirements

Characteristic : Distinguishing feature.

Contractor : Joint Venture (JV) of Petrofac International Ltd. & Samsung Engineering Co.

Company : Duqm Refinery and Petrochemical Industries Co. (DUQM REFINERY)

Conformity: Fulfillment of a requirement.

Concession : n agreement to deviate from a requirement. Concessions may be used either in advance of a deviation or
alternatively to deal with a non-conformance..

Corrective Action : Action to eliminate the cause of a non-conformity and to prevent recurrence.

Correction : Action to eliminate a detected non-conformity.


Note1: A correction can be made in conjunction with a corrective action.

Note2: A correction can be, for example, rework or re-grade.

Defect : Non-fulfillment of a requirement related to an intended or specified use.

Inspection : conformity evaluation by observation and judgment accompanied as appropriately by measurement, testing
or gauging.

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Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE

Non-Conformity: A deviation from an established requirement. The requirement may have been established in the
Purchase Order, Contract / Job Specification / Procedure or by the contractor / Vendor as part of this design

Procedure: Specific way to carry out an activity or a process.


Quality Characteristic: Inherent characteristic of a product, process or system to a requirement.
Requirement: expression in the content of a document conveying criteria to be fulfilled if compliance with the document is
to be claimed and from which no deviation is permitted.
Rework: Action on a non-conforming product to make it conform to the requirements.
Re-grade: Alteration of the grade of a non-conforming product in order to make it confirm to requirements differing from
the initial ones.
Repair : Action on a non-conforming product to make it acceptable for the intended use.
Release : Permission to proceed to the next stage of a process.
Record : Document stating results achieved or providing evidence of activities performed.
Scrap : Action on a non-conforming product to preclude its originally intended use.
Shall: Mandatory requirement
Should : Recommendation
Specification: Document stating requirements.
Sub-Contractor : All companies, firms and partnerships to whom any part of the Work has been
subcontracted by Contractor

Vendor : All companies, firms, bodies, entities and partnerships providing goods for the project
Test : determination of one or more characteristics according to a procedure.
Verification: conformation, through the provision of objective evidence, that specified requirements have been fulfilled.

6.0 Roles & Responsibilities


6.1 Project Quality Manager

 Project Quality Manager(PQM) is responsible for overall control, administration and co-ordination of non-
conformities related to project.
 Responsible to review and approve the disposal actions for Non conforming material and correction &
corrective actions in concurrence with Project Engineering manager/ Construction manager and Company if
required.
 Responsible for evaluation of supplier proposed disposition plan (during manufacturing and at site) in
concurrence with Project Engineering Manager
 Shall periodically review the status of non-conformances and will evaluate the effectiveness of the
corrective and preventive actions.
 Data Analysis of NCRs
 Authorized to put any work on hold which is not meeting the project quality requirements.
 Responsible for closing out NCR after implementation of approved actions in consultation with Company.
 Report NCR action tracking Register to Company on Bimonthly basis for Vendors and weekly for Site.

6.2 Site Quality Manager

 The Site Quality Control Manager is responsible for the control, administration and co-ordination of the non-
conformances raised at site.
 He is responsible for maintaining NCR Summary Sheet for site related NCR and allocation of sequential
numbers.
 He is responsible for controlling inspection of the non-conforming product which is repaired, reworked or
replaced at site.

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 He is responsible for evaluating subcontractor’s proposed disposition plan in concurrence with Field
Engineering/PEM/ Construction Manager as applicable.
 He shall coordinate with the actionee in evaluating the root cause(s) and corrective actions in timely manner
for Site related NCR.
 Responsible for monitoring and implementing the correction and corrective action
 Responsible for identifying and segregating the non-conformed products
 Responsible for reporting all nonconformance to project quality manager in timely manner by sending the site
NCR reports and registers
 He is also authorized to put on hold any work at site which are not meeting the project quality requirements.
 He is responsible for closing out site related NCR after implementation of approved /disposition and corrective
action including verification.

6.3 QA Engineer
 The Project Lead QA Engineer/QA Engineer is responsible for the control & administration of the non-
conformance in the project in terms of monitoring, tracking and satisfactory resolution and closure.
 Responsible for allocation of unique number and maintaining NCR Summary Sheet related to
Engineering, Procurement, Vendor and Sub-Contractor.
 Shall coordinate with the action party in evaluating the root cause(s) and corrective in timely manner.
 Responsible for ensuring actions of NCR in consultation with PQM / Company.
 Responsible for coordination of inspection of the non-conforming product which is repaired, reworked or
replaced at Vendors manufacturing facility and continual follow up through concerned QC Engineers
 Initiate Corrective actions as appropriate

6.4 Third Party Inspection (TPI) Coordinator


 Shall ensure that controlled copy of this procedure is available to all Inspectors and nominated Third Party
Inspection agencies.
 Shall co-ordinate with Inspector / QA/QC Quality Engineer / PQM and provide unique NCR number.
 Responsible to obtain the NCR from Inspector after it has been accepted by Vendor and communicate to
PQM and QA/QC Quality Engineer for informing to Company within 7 days.
 Incase of Major NCR, inform company by mail
 Responsible to input data in PPCS and ensure non-conforming material with open NCR is not released.

6.5 All Project Persons of Contractor (Managers / Engineers / Inspectors)

 HOD’s and / or Department Managers shall be responsible to notify all co-workers about non-conforming
materials, documents etc.
 Contractor’s person who has knowledge on NCR are responsible to issue non-conformances identified during
inspection and surveillance at Contractor, Subcontractor or Vendor’s premises. They shall contact Project
Quality Manager / Project Quality Engineer and obtain unique number for NCR.
 All project persons including Company authorized personnel are authorized to raise a non-conformity. They
are responsible not to use any non-conforming item until non-conformity is corrected.
 Inspectors ( RI / TPI ) at vendor locations, sub-contractor premises and constructions sites are responsible
for witnessing the close out of correction / corrective action
 Contractor’s person are responsible to review the appropriate documentation & verify the effective
implementation of the proposed correction/ corrective actions at vendor premises or at site.

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7.0 Description of activities

When a non-conformance is raised by an inspector representing the Contractor the Vendor’s/sub contractor’s representative
shall sign the report to acknowledge receipt whether or not he agrees with the content. Company can issue NCR to vendor at
site or location and address to Contractor and copy to vendor. Non-Conformity issued by originator after acceptance with
proposed corrective will be forwarded to Contractor PQM/QA Engineer and for information to Company ( incase of Major
NCRs ).

7.1 At Vendor Location

When Contractor’s/ Contractor TPI and or Company / Company representative finds a non-conformance
during or after the manufacturing process, NCR’s shall be raised preferably using the vendor in house procedure,
in case the vendor disagrees then this procedure shall be used, NCR should not be raised for any observation
which can be corrected during subsequent activities by the vendor which may arise during build reviews etc., also
Punch Lists raised during the final inspection including FAT and other reviews will be handled using punch list
procedures. Contractor’s representative deputed at Vendors works shall obtain unique NCR number from
Contractor’s Inspection Coordinator and issue it to vendor after obtaining acceptance. Accepted NCR shall be sent to
Inspection Coordinator through Functional Quality Engineer.
Contractor’s representative will mention the description of Non-Conformance to vendor and shall request them to
revert with following information.
1 Root cause
2 Proposed disposition
3 Correction
4 Corrective actions

Proposed action by Vendor will be agreed by Responsible Project Discipline Lead/ Project Manager/ Engineering
Manager /Procurement Manager / QA Engineer / Company’s representative and will be transmitted through document
control system of the project. Update the NCR register by the project quality department.
Proposed action may be Repair/Rework”, “ Accept Under concession”, “ Reject/Replace ” or “accept as is when all other
options are not feasible”.
Where “accept as is” sought then a request shall be raised to obtain approval from Company.

Repair/ Rework shall be approved by Contractor and for major NCR by Company. All products subject to Repair or
Rework shall be re-inspected/re-tested in accordance with the approved inspection and test plan/ method statement.
Corrective actions shall also to be inspected and accepted as per the proposal.
After completion of agreed correction, the action taken shall be verified by Contractor Quality person for verification
and close out. If the Contractor Quality person is not satisfied with the action taken, it shall be escalated to higher
management level of Vendor.
Major non-conformances shall be submitted to Company for approval prior to close Out. Proposed completion of
corrective action shall be agreed with Company.

Contractor/ Company TPI raised NCRs on vendors shall be part of the final MRB after NCR closure.

7.2 At Sub-Contractor/Construction site

Whenever any non-conformity is detected (during inspection, surveillance, or informed by Sub-Contractor) at site, the
following shall be adhered.
Contractor’s representative will describe the Non-Conforming condition to the Sub-contractor. Acceptance shall be
taken from Sub-Contractor’s respective Discipline Lead / Manager before issuing any NCR.

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Contractor’s representative shall obtain unique NCR number from Contractor’s QA Engineer and issue it to sub-
contractor after obtaining acceptance.
Contractor’s representative will mention the description of Non-Conformance to vendor and shall request them to
revert with following information .
1 Root cause
2 Proposed disposition
3 Correction
4 Corrective actions

Depending on the nature of the Non-conformity, Sub-Contractor’s discipline Engineer in consultation with their
manager shall assess time required to implement the necessary actions to eliminate the non-conforming condition and
propose correction & corrective action.
Proposed action may be Repair/Rework”, “ Accept Under concession”, “ Reject/Replace ” or “accept as is when all other
options are not feasible”.
Where “accept as is” sought then a request may be raised to obtain approval from Company.
Repair/ Rework shall be approved by Contractor and for major NCR by Company. After completion of agreed
correction, the action taken shall be verified by Contractor’s quality person for verification and close out. If the
Quality persons is not satisfied with the action taken, it shall be escalated to higher management level of Sub-
contractor.
Major non-conformances shall be submitted to Company for approval prior to close Out. Proposed completion of
corrective action shall be agreed with Company.
Subcontractor shall carryout the root cause analysis and submit the report to Contractor /company for review and
approval.
Non conformances that require a concession shall be approved by the company prior to implementation.
Before sub system and system approval site quality manager shall ensure that no NCR is open related to these
system, during the test pack review it should be verified by site quality team.
Non conformity raised during receipt at site shall be identified and segregated. The affected items may be returned
and replaced. All Vendor related NCR to accounted to vendor irrespective of any return. These Non conforming items
will be identified and segregated and properly disposed off.

NCR issued by Company

 In the event ofCompany issued NCR, it shall be brought to the notices of the JV PQM and the process owner, in
case of non-agreement between the company and contractor then it shall be resolved by appropriately involving
appropriate personnel.

7.3 Classification of Non Conformity

Nonconformity is occurrence of a condition that does not conform to the applicable specification, a standard, or
Procedure. Nonconformities are classified as either major or minor.

Minor nonconformity - A nonconformity which does not adversely affect the safety, integrity and performance or operation
or appearance (where a factor), of a product. Multiple minor nonconformities when considered collectively may raise the
category to a major nonconformity.

Major nonconformity - A nonconformity, which might affect the safety, integrity and may result in failure or reduce the
usability of the product for the intended purpose. The root cause may involve detailed investigation, studies and analysis
which may impact delay in project milestone or cost of replacement is more.

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Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE

7.4 NCR Numbering System

The NCR’s raised by Contractor’s shall be designated with a unique identification number. NNN is natural
number and will be assigned to NCR in increasing order as below:

 Vendor NCR

DRPP/PIL/ SECL/PO No./NCR – NNN

DRP- Duqm Refinery Project


PIL- Petrofac International Ltd. &
SECL- Samsung Engineering Co.
P.O- Purchase Order Number

Note -1 – PIL Or SECL to be selected based on Scope responsibility


Note- 2- Separate NCR Sequence/ Serial numbering shall be by PIL and SECL.

 Subcontractor NCR

DRPP/PIL/ SECL/PO No./NCR – NNN

DRP- Duqm Refinery Project


PIL- Petrofac International Ltd.
SECL- Samsung Engineering Co.
SC No. – Subcontract Number
NNN- Sequence/ Serial Number

Note -1 – PIL Or SECL to be selected based on Scope responsibility


Note- 2- Separate NCR Sequence/ Serial numbering shall be by PIL and SECL.

 Company Raised NCR

DRPP/PIL/ SECL/ Company Contract Number/NCR – NNN

DRP- Duqm Refinery Project


PIL- Petrofac International Ltd.
SECL- Samsung Engineering Co.
Company Contract Number - Contract Number provided by Company
NNN- Sequence/ Serial Number

Note -1 – PIL Or SECL to be selected based on Scope responsibility


Note- 2- Separate NCR Sequence/ Serial numbering shall be by PIL and SECL.

7.5 Distribution of Closed out NCR

 PQM or his nominee will record results of action taken and update the NCR log.
 PQM or his nominee will arrange to distribute the copies of closed NCRs to the concerned process
owner.
 Closed NCRs shall be part of part of MRB & CRB as applicable.

8.0 Attachments

Following records shall be maintained as per this procedure.

1. NCR Format

2. NCR Action Tracking Register

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Attachment 1- NCR Format

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Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE

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Duqm Refinery Project - EPC Package 2 NON CONFORMANCE CONTROL PROCEDURE

Attachment 2- NCR Action Tracking Register

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