RTCMD OPERATIONAL EXCELLENCE MANAGEMENT SYSTEM

Issue Date:
Process Owner: 10/04/2016
Process # OE – Engineering Support Unit
RTCMD-ESU
Division Head Revision:

00

Process Steps

Detailed
Schematic Technical
Planning Design Engineering
Design Package
Support

Process Steps Details

• Assist in design • Assign design team • Organize design and • Assign design team member
forecasts by acquiring member engineering team. • Conduct site visit and actual survey.
design services • Conduct site visit and • Provide list of • Review As-Built drawings if any.
submissions from Saudi actual survey. deliverables and • Meet and coordinate with the
Aramco Proponents. • Review As-Built drawings milestones. proponent and other key stakeholders
• Review Projects & if any. • Conduct a design kick- to determine the technical issues
Services Requests • Meet and coordinate off meeting. involved.
(PSRF) submitted by with the proponent and • Conduct site visit and • Prepare Technical Report outlining
home areas work other key stakeholders to actual survey. the problem(s) involved along with
controls. develop the schematic • Prepare detailed solutions/sketches/recommendations,
• Identify the project design. engineering design. SOW Outline as applicable.
type (NDE, BI, Planned • Prepare class III estimate. Both designers and • Prepare Class III Estimate (if required).
or Un-Planned) • Obtain proponent CADD operators to • Certification and final release
• Assign a design tracking acceptance on the perform this task in a • E-Reviews of Design Projects at 30%,
number. completed schematic coordinated manner. 60% and/or 90% prepared by SA
• Forward the approved design. • Prepare scope of work. Design Services for CS are handled on-
PSRF to the concerned • Develop class III line by assigned design team member.
design units. estimate. • Follow up on all related design
• Coordinate with the • Release the 90% comments is carried out by Saudi
proponent for work design package for Aramco Senior Architect assigned to
orders approval. review to Saudi handle all E-Reviews.
Aramco Review
Organization (SARO)
• Incorporate 90%
review comments and

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 perform inter
discipline review.
• Certification and final
release.

Responsibilities

Div. Head / Unit Head Unit Head / Group

Unit Head / Group Leaders / Design
Leaders / Design Engineers / Cost Unit Head / Group Leaders / Design
Engineers / Cost Estimators / Scope Engineers / Cost Engineers
Engineers Writers / CAAD
Operators

Performance Measures

 Completed Projects (Planned)

 Completed Projects (Un-Planned)

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TABLE OF CONTENTS

1. Expectations

2. Responsibilities

3. Process Steps

4. Performance Measure

1. Expectations

The expectations of this Process are to provide a means for timely and efficient project execution in
accordance with:

 Project scope of works.

 Project Drawings.

 Saudi Aramco Engineering Standards.

 Applicable codes

 Best design practices

 Inspection and auditing outcomes.

 Site visits and observation.

2. Responsibilities

2.1. Department Head

2.1.1. Define the organization business objectives.

2.1.2. Approve the projects in the business plan.

2.1.3. Avail resources for projects planning and execution supports to conduct the equipment
criticality assessments.

2.2. Division Head

2.2.1. Approve Project & Services Forms (PSRF)

2.2.2. Approve the Engineering Work Order for design services.

2.2.3. Accept/Approve the MCC prior to commissioning.

2.2.4. Assign members of criticality assessment team.

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 2.2.5. Allocate required resources and competent workforce.

2.3. Unit Head

2.3.1. Identify relevant engineering discipline(s)

2.3.2. Distribute work assignment to staff based on technical expertise.

2.3.3. Estimate the required man-hours and coordinate the required project charges.

2.3.4. Certify completed design packages.

2.3.5. Track progress of the design activities

2.4. Group Leaders / Lead Engineers

2.4.1. Distribute work assignments to staff according to technical expertise.

2.4.2. Maintain leveled and fair workload among the team members.

2.4.3. Collate design comments from Saudi Aramco Review Organizations (SARO)

2.4.4. Perform QC check of design comments and work deliverables.

2.4.5. Participate in Technical Review Meeting (TRM).

2.4.6. Track closure and progress of the project activities.

2.5. Design Engineers

2.5.1. Check the design based on codes and best engineering practices.

2.5.2. Coordinate the design development with the proponent and ensure that all
stakeholders’ expectations are managed and addressed.

2.5.3. Spot-check between disciplines for coordination.

2.5.4. Review As-Built drawings.

2.5.5. Work with CADD operators to produce the design drawings

2.5.6. Coordinate the project requirements with the scope writers.

2.5.7. Coordinate with other concerned parties and stakeholders related to the project such as
LPD, FrPD, Industrial Security, and Inspection Department…etc., as applicable.

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3. Process Steps

The following is the overall process developed to meet the intent of the OE expectation described
above.

Detailed Engineering Technical

Planning Design Schematic Design Package Support

The following subsections will describe each step of the process in details:

3.1. Planning Design

The department will follow a set guideline. The guideline should include:

3.1.1 Receive Projects & Services Request Form (P&SRF) from home area work control units initiates
P&SRF for design and engineering support.

3.1.2 Review the P&SRF form for completeness and ensure approvals are in line with RTCMD
requirements. This step involves reviewing the job title, type of request, funding approval (planned,
unplanned and BI project) and services required (Engineering assessment, schematic proposal, cost
estimate, etc.). Ensure P&SRF has the required home area and proponent manager signature for
unplanned project requests.

 Planned Projects: CS and Non-CS major NDE maintenance projects that are classified to be non-
routine and valued in excess of $15,000. All proposed projects are submitted using form 5879-P
and prioritized using form 5879-PS by each proponent. Review of submittals by RTCMD
Planning and Programs Services Unit (RTCMD-P&PSU) and approval by RTCMD Department
Head.

 Unplanned Projects: CS and Non CS NDE maintenance projects, which are not part of the
Planned Maintenance Projects submitted using form 5789-P should have prior approval with
budget through Maximum Authorized Cost (MAC) as per project proposal and Class III estimate
prepared by RTCMD through separate P&SRF service request or through other means by Home
Area Work Control or the proponent. All projects should be approved by RTCMD Department
Head.

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  Budget Item (BI) Projects: CS Capital or Non-Capital Projects which are part of the Single
Business Plan List approved by the CS Executive Director at the end of the calendar year or part
of an Annual Business Plan, which is either Major Capital Projects reflected in the Annual
Capital Budget as separate BI (BI 10, 20 or 29) or Miscellaneous Projects included in the Capital
Budget under a consolidated BI 19 (Annual Master Appropriation) or Non-Capital Projects which
are Major Projects entirely chargeable to expense.

 Services: These are technical support and assistance services required to assist CS and non-CS
Departments in Rastanura and its proponents, including cost estimates or ER estimates,
engineering assessments, operation and maintenance support, construction technical
assistance, design and engineering review, schematic proposal, materials studies and selection,
interior design services and other support services.

3.1.3 Forward P&SRF to the concerned unit for validation of requirement and disciplines involvement.
The review and evaluation includes scheduling the work and assigning Aramco Project Engineer to
coordinate and oversee the development of the project or service.

3.2 Return the request to Work Control to obtain approval to proceed with engineering and design
according to the following:

3.2.1 Planned projects and Approved BI projects: Work Control Supervisor or RTCMD-ESU Division
Head signature.

3.2.2 Unplanned Projects: All requests should have approved work order attached. RTCMD-ESU
Division Head and RTCMD Department Head signatures are required.

Services for engineering assessments, design proposals, site evaluation, cost estimates, etc., the
following applies:

 Up to 300 man-hours: Unit Head approval.

 Over 300 man-hours: Unit Head and Division Head approval.

After approval, Work Control will distribute the approved P&SRF to the assigned engineering unit for
action.

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 3.2. Schematic Design

The organization will have in place the following steps:

 Assigned Aramco Engineer receives approved P&SRF from Work Control then assigns Discipline
Design Engineers and Draftsmen.

 Conduct site survey, verify proponent requirement and check site against scope outline.

 Aramco Engineer coordinates with RTCMD-ESU Design group as needed.

 Prepare schematic proposal(s).

 Aramco Engineer obtains proponents approval and signature on the schematic proposal.

 Prepare Class III cost estimate.

 Send 100% schematic proposal and Class III estimate to Work Control for transmittal to Home
Area Division Work Control.

3.3. Detailed Engineering Package

3.3.1. Assigned Aramco Engineer receives approved P&SRF from Work Control then assigns
Discipline Design Engineer who will act as the Lead Designer (LD).

3.3.2. LD organizes design and engineering team to include other disciplines (architect,
engineers and draftsmen) in coordination with the Aramco Engineer.

3.3.3. LD prepare list of deliverables (drawings, scope of work and contract documents as
necessary) and subsequently develop project milestone for 30%, 60%, 90% and 100%
reviews as applicable, final certification, and final release and completion based on the
scheduled start and completion dates.

3.3.4. Kick off meeting amongst stakeholders to discuss design objectives, individual
responsibility, and possible obstacles in completing the work on schedule in accordance
with proponents’ requirements and applicable standards, and come up with mitigating
solutions.

3.3.5. Conduct site survey, verify proponent requirement and check site against scope outline
(if schematic design and Class III estimate is not available).

3.3.6. Coordinate with RTCMD-ESU Design group as needed.

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 3.3.7. LD obtains drawing numbers and Drawing Completion Certificate (DCC).

3.3.8. Start preparation of design and engineering/construction drawings as scheduled.

3.3.9. Forward layout drawings at 30% for proponent’s approval/signature.

3.3.10. Coordinate with all concerned disciplines and proceed with design and engineering.

3.3.11. Forward 60% and subsequent 90% completed engineering drawings for Scope of Work
(SOW).

3.3.12. Prepare SOW and Technical Specifications.

3.3.13. Package (drawing and SOW) review by designers and Aramco engineers.

3.3.14. Submit 90% complete engineering drawings, SOW and other deliverables for review to
appropriate Saudi Aramco Review Organization (SARO), including Home Area,
Proponent, Loss Prevention, Inspection, Communication, Fire Department, Power
Distribution, Environmental Protection, Roads and Heavy Equipment, etc., depending on
the engineering disciplines involved.

3.3.15. Incorporate review comments received back from SARO.

 All comments from SARO shall be resolved within five (5) working days. Review documents shall
be re-submitted to the concerned SARO at the next stage together with the previous
submission containing the comments and the consolidated comments log sheets showing the
RTCMD-ESU resolutions and responses, and acknowledgement of the reviewer.

 The above process shall be repeated for all documents until all SARO comments are resolved.

 Inter Discipline Package (drawing and SOW) review.

 Resubmit 95% package for approval and certification, and signature by completing the Drawing
Completion Certificate (DCC).

 Issue 100% Approved for Construction (AFC) package to Work Control for transmittal to Home
Area Division Work Control.

3.4. Technical Support

 Provide technical support for the on-going projects designed by RTCMD-ESU design.

 Review technical material submittals during project execution stage.

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  Prepare revised drawings and scope of works for the approved variation orders.

 Review engineering packages designed by external design agencies.

 Participate in final project walkthrough for final acceptance.

4. Performance measure

Below table provides measurement KPIs for this process:

PERFORMANCE
Formula Source Frequency
MEASURES

Completed Projects Number of completed planned packages Project Units

Annual
(Planned) Reports

Number of completed un-planned packages

Completed Projects vs. Completed Planned Project Units
Annual
(Un-Planned) Reports

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