Execution of energy-related projects can involve service, engineering, manufacturing, investigation, inspection, repair, commissioning, or any combination of these tasks. In order to have a precise and consistent record of the work from all participants (companies) involved, the end user requires document deliverables before, during, at and after project completion.  These deliverables can include documents, drawings, databases, photos, software programs, certificates, MTRs, welding records, test/other certificates and other records or data.

Document deliverables apply to all project participants and are defined in the end user’s project specifications and Supplier Document List (SDL). The SDL may be referred to by other names/acronyms.  SDL contents reflects the participant’s scope of work related to deliverable documents.

The content of SDL documents are governed, not only by the project specs, but also by class society rules, industry standards, governmental agency(s) regulations and other pertinent requirements, all of which must be considered.

Development of correct deliverable documentation has many requirements including multiple variables, guidelines and recommended practices.  This article was written to provide recommended guidelines and overview of the most relevant topics involved in management of deliverable documentation from multiple project participants. Each project may require a slightly different structure to effectively manage document deliverables.

Recommended Guidelines:

The following are recommended guidelines, requirements and tips to effectively manage document deliverables, in order to obtain consistent document sets from all project participants:

  • At the RFQ phase, end user must communicate documentation requirements to each participant through project specifications (including SDL) – this must be done prior to PO issuance to limit the risk of deviations and cost/schedule impacts
  • End user’s SDL and project specifications shall define participant’s document deliverables scope, definition of individual document content and delivery requirements
  • To minimize cost and schedule impact, no verbal instructions or agreements regarding document deliverables are allowed – formal written communication only
  • Require every participant, prior to start of work, to develop and submit their own SDL, Quality and/or Project Execution Plan detailing how their work and document deliverables will be performed, monitored, verified and on what schedule
  • Prior to submission for final approval, document deliverables for any work governed by or referenced in the participant’s SDL, Quality and/or Project Execution Plan shall be initialed, stamped and dated by the nominated inspection authority and/or end user representative
  • End user to define drawing and document software (preliminary & final), templates, document sizes and specific project information or format required by the end user
  • End user to define GA, structural & detail drawing view projection type; first angle (ISO) or third angle (US)
  • End user to define any piping, hydraulic, electrical, control or other discipline or drawing standards that may apply
  • If any project information requires creation of a database, end user shall specify database type and structure
  • For each drawing or document in the participant SDL, the document deliverable schedule and content requirements {matching the end user SDL, specifications and schedule), shall be indicated
  • Prior to start of work, a PO kickoff meeting, with end user and participant representatives, shall be conducted and resulting meeting minutes signed by all involved indicating agreement to abide by the project specifications and approved participant SDL, Quality and/or Project Execution Plan
  • Document and drawing pdf files shall be submitted, throughout the project and final document and drawing submittals shall include approved source and pdf files
  • All participant documents and drawings shall be converted to pdf (Adobe Acrobat) from source software, shall be text searchable, open to 100% in the reading orientation and have no passwords or other security features/restrictions enabled
  • Multiple-section documents shall have a linkable table of contents in the source and pdf documents and be formatted in the pdf to be navigable using the Bookmark Pane feature
  • End user to define document and drawing numbering requirements and electronic file name syntax
  • Documents and drawings shall not contain embedded files
  • All documents involving the use of calibrated devices or tools shall include signed and dated calibration certificates, and be reviewed, stamped and dated by the nominated inspection authority.
  • Where applicable, inspection or process/trade training certificates shall be furnished, and be reviewed, stamped and dated by the nominated inspection authority
  • If printed documents are required, specify size, quantity, binding type and index tab details
  • End user must ensure participant understands documents and drawings are subject to end user ongoing and final review and review comments shall be incorporated by the participant
  • Participant shall ensure all project specifications and references are reflected in the work and development of all document and drawing content
  • All scanned documents and drawings shall:
    • Be in 200 dpi (minimum) resolution, pdf format, text searchable and open in the reading orientation
    • Contain no page skewing, irregular margins or cutoff data/content
    • Binding margin shall be on the left, unless agreed otherwise
    • All page sizes shall be agreed in advance
    • Fax images are not allowed
    • Images, text and data to be legible in digital and printed formats.
  • Photo requirements:
    • Be taken in .jpg format (high resolution) in a file size between 1 & 4 Mb and clearly depict condition or status during all phases of the work
    • Taken in sufficient quantity and quality to accurately depict details of the work
    • Be readable, formatted in the viewing orientation and with no shadows, grainy areas or flash glare spots visible
    • Submitted with a list of photo file names and content descriptions and/or notations for each photo
    • If videos are deliverable, define the viewing software

Author’s Note

There are a number of the author’s blog articles located here, which directly relate to document development and management.  Should the reader have specific questions about topics in this article or need deliverable document development or management support, please contact the author at [email protected].