Content:: Saudi Arabian Oil Company (Saudi Aramco) General Instruction Manual
Content:: Saudi Arabian Oil Company (Saudi Aramco) General Instruction Manual
Content:: Saudi Arabian Oil Company (Saudi Aramco) General Instruction Manual
CONTENT:
This General Instruction controls all Saudi Aramco Genral Instructions documents. It contains the following
information:
1. Classes of Documents
2. Authority and Purposes
3. General Instruction Responsibilities
4. Supplements
1.2 Financial Related General Instructions: The Accounting, Policy, Methods and Systems
(APM&S) Department is authorized to obtain approvals and edit all of the General Instructions
for the Finance Business Center. O&IE will maintain the on-line system and organization for
these General Instructions.
SAEP are standards that establish minimum mandatory requirements for selection, design,
construction, maintenance, and repair of equipment and facilities. The requirements in these
standards apply Company-wide. (Source: SAEP-125)
1.4 A Special Manual (not General Instructions): Is a compilation of instructions of special interest
to a limited number of departments, mainly the originating department. Examples: various
engineering manuals, medical manuals, aviation manuals, Refinery Information Manuals
(RIM), Operating Information Manuals (OIM), etc. The originating organization is totally
responsible for the distribution and maintenance of such special manuals. All documents which
are identified as Confidential are Special Manuals.
1.4.1 Determines the name and purpose of the Special Manual and states the authority upon
which it is issued. Special Manuals are not to be named “General Instructions”.
1.4.2 Prepares and reviews (with other concerned organizations) all of its own Special
Manuals and their Supplements.
1.4.3 Supplies copies to other organizations according to its own discretion.
1.4.4 Assumes sole responsibility for the content of the Special Manual.
1.4.5 All confidential documents must be treated as Special Manuals.
1.4.6 Special Manuals are issued over the signature of the Head of the Controlling
Organization.
1.5 The Materials Instructions Manual (MIM): is available on the Intranet at this location:
http://ms.aramco.com.sa. The MIM is maintained by the Materials Planning and Systems
Department.
Permission for a variance from a General Instruction must be granted by the Department Head (or
higher) of the proponent organization.
2.1 Provide specific instructions of general interest for business and management procedures.
Example: Aviation or Transportation. If the General Instruction is not complied with by the
user, there will be a denial of service.
2.2 Provide a platform for organizations to formalize agreements concerning general regulations,
procedures, guidelines, and directives for implementing policy and major plans.
2.3 Interpret government and international laws and regulations that must be complied with by all
Saudi Aramco organizations.
3.1.1 Establishes and regulates the format, numbering, access, maintenance, approvals and
organizational reviews for each General Instruction.
3.1.2 Maintains the list of proponent organizations which have authority to issue General
Instructions and Supplements for specified functions. Department Heads are the prefered
organizational level for GI proponents and most GI approvals.
3.1.3 Determines whether a proposed document meets the criteria for being designated as a
General Instruction or General Instructions supplements. O&IE assigns the General
Instruction Number accordingly.
3.1.4 Establishes the timing and procedures for proponent organizations' reviews of General
Instructions. The next review will be conducted by all proponent organizations on all
General Instructions during the first quarter of the year 2004.
3.1.5 Maintains General Instructions in electronic file format on the Saudi Aramco Intranet
and gives instructions for user access and printing. The official copies of the General
Instructions and Management Guide are maintained for on-line access and printing on
the Saudi Aramco Intranet (http://gi.aramco.com.sa and http://mgtg.aramco.com.sa).
Contact your LAN Administrator to install the Intranet on your desktop computer. No
passwords are needed. The General Instructions and Management Guide on the Intranet
are not confidential documents.
3.1.6 Reviews General Instructions and Supplements for proper format, appropriateness of the
subject to the proponent organization, concurring signatures of the concerned
organizations and approval signatures of the controlling organization.
3.1.7 Requires re-approvals and re-concurrences of the General Instructions where O&IE
finds that proposed changes significantly affect the meaning, the scope or the intent.
Concurrences are necessary to avoid creating procedures or other obligations for another
organization without its review and consent.
3.1.8 Edits the General Instructions (per proponent organization's request) for changes that
O&IE finds to be minor and reasonable. Proponent organizations are encouraged to
update and clarify their General Instructions at any time. All changes to Supplements
are considered as minor revisions. Proponent authorization for minor revisions is
accomplished by the proponent Manager signature on a cover letter or by an attached
marked up GI.
3.2.1 Requests O&IE to designate a proposed document as a General Instruction and assign a
General Instruction Number to the document.
3.2.2 Reviews and coordinates new or revised General Instructions with all other concerned
organizations. Obtains Department Head concurring signatures from concerned
organizations showing this concurring review took place prior to submission of the final
draft of the General Instruction to O&IE.
3.2.3 General Instructions approval signatures may be obtained concurrently (in parallel) by
the proponent organization by sending separate copies for signatures to each approving
organization at the same time. The proponent organization will collect and file the
required signature originals. The on-line copy will only list the approving executive
positions and organizations, without the handwritten signatures.
3.2.4 Retains the signed original General Instruction document. Sends photocopy of signed
document to O&IE. Provides O&IE with a copy of proposed new General Instructions.
The copy should be E-mailed or mailed on a disk to O&IE and must be in Microsoft
Word 6.0 or higher.
3.2.5 Maintains its own file copies of previous revisions, including the number, title, and
revision date of past General Instructions, plus any pertinent Special Manuals references.
It is the responsibility of the G. I. proponent organization to assure that its on-line
documents are current and correct in every respect.
3.2.6 Grants specific variances from the General Instruction.
3.2.7 Reviews all of its General Instructions periodically to verify their continuing usefulness.
To indicate the accomplishment of review and approval, the proponent organization
should send a memo to that effect to O&IE. In addition to the periodic review, frequent
updating of General Instructions is encouraged.
3.2.8 Designates a contact person to coordinate General Instructions revisions with O&IE.
4.0 SUPPLEMENTS:
4.1 Authority
Supplements and Attachments may be added or revised as minor changes to the General
Instruction under the authority of the proponent Head of the proponent organization.
4.2 Drawings:
Drawings, forms and charts that are necessary for inclusion in General Instructions must be
submitted in a format that will produce a satisfactory electronically scanned image.
4.3 Forms:
Standard Saudi Aramco forms will not be included in the General Instruction. The standard
form number and name should be referred to in the text of the General Instruction for the
purpose of electronic retrieval.