7.

INTERFACES MANAGEMENT

7.1.

Definitions

Interface
An interface is a point or a physical connection, associated with a location,
where the Scope of Work of one EPC Contractor meets or touches the Scope of
Work of another EPC Contractor or of another organization (e.g. Authorities).
Each Interface Point shall be identified by an Index showing the engineering
discipline and four digit showing the progressive number (see Volume 2 Section
3).

Project Interface Management Plan

A Plan describing methods and strategy for managing all Project Interfaces. The
Interface Management Plan shall be prepared by the Interconnecting Contractor
on the basis of the Split of Work between Contractors, the Master Interface Plan
and of the requirements listed in Volume 2 Section 3 Interface Philosophy and
Management.

EPC Package Interface Management Procedure

Procedure prepared by each Interface Contractor to show his organizational
structure and how he intends to implement the Project Interface Management
Plan.

Project Interface Data Base

A data base for registration of all Interface Points including both those identified
during the Basic Design Phase and those possibly occurred during the EPC
phase of the Project.

Discipline Technical Contact

A single individual, within an organization, appointed for coordinating the
Interface activities relevant to his specific discipline.

Interface Agreement
Any agreement between two interfacing Contractors or organizations related to
an Interface Point, which confirms coordinates and Scope of Work and, when
applicable, execution schedule.
During the engineering phase, an e-mail, a Minute of Meeting or a specific
indication on a formal drawing will generally be sufficient to confirm an Interface
Agreement, which shall then be recorded by the parties in the respective
Interface Logs and transferred by the Interconnecting Contractor in the Project
Interface Data Base.

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During the Construction phase, any Interface Agreement shall be recorded in a

Construction interface Agreement form, where reference drawings and I/P
execution schedule shall also be recorded. Said Construction interface
Agreement form shall be signed by the two interfacing parties.
7.2.

Preparation of the Interface Management Plan and Procedures

Interconnecting CONTRACTOR shall prepare and submit, for COMPANY

review, a detailed Project Interface Management Plan no later than thirty (30)
days after the Effective Date of the relevant EPC Contract.
Said Plan shall cover all the phases of the Project, from the FEED review up to
Precommissioning/Commissioning phase.
The plan shall take into account all the duties and responsibilities of the
Interconnecting CONTRACTOR for Interface aspects (see Para 4.1 here
below).

Each Interface CONTRACTOR shall prepare and submit, for COMPANY

review, a detailed Interface Management Procedure no later than forty five (45)
days after the Effective Date of the relevant EPC Contract. The procedure shall
take into account all the duties and the responsibly of the CONTRACTOR for
Interface aspects (see para 4.2 here below).
In particular, the procedure shall:
-

identify an Interface Coordinator

describe in detail the organization of the interface function at both Home
Office and Site
- provide a detailed proposal for the updating and implementation of the
Master Interface Plan;
- provide a proposed schedule for the issue of the Interface documents
and drawings.

7.3.

Duties of the Contractor

7.3.1.

Interconnecting Contractor
The Interconnecting Contractor is responsible for overseeing and coordinating the
interface management process and ensuring that interface issues are coordinated,
documented and resolved according to the agreed procedure.
The duties of the Interconnecting Contractor include:

Appoint a Project Interface Manager having experience and authority suitable to

manage the Interface activities of a Project of the importance, size and
characteristics of JER Project.
Include in its scope of work and in its organization chart, an Interface
Coordinator who shall operate with the same duties and responsibilities as all
other Interface Coordinators of the other EPC Packages. The sketch of
attached Fig. 1 represents the above approach.

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7.3.2.

Prepare, implement and manage the Project Interface Management Plan.

Develop and implement a Project Interface Data Base.
Facilitate online access to the Project Interface Data Base and other interface
information, as appropriate.
Facilitate communication between interfacing Contractors.
Direct and indirect support and involvement in the identification and resolution
of interface issues, as required.
Elevate non-performing interface issues to the appropriate level within the
Interfaces organization.
Prepare and manage the development of interface progress and status reports.
Chair or organize the kick-off meeting for interfaces and the scheduled interface
meetings as necessary. The interface kick-off meeting shall be held within one
month from the effective date of Contract.
Coordinate, review, and update Project Schedule to reflect performance of
internal and external interface issues.
Monitor performance and effectiveness of Interface Management.
Coordinate with Interface Contractors to ensure that Interface Coordinators are
appointed and Technical contacts are assigned to interface issues.
Audit compliance and settlement of Interfaces.

Interface Contractor
Each Interface Contractor is responsible for overseeing the interface process with all
other involved parties and confirming that interface issues are identified,
documented and resolved as agreed. Interface Contractor shall appoint an Interface
Coordinator having the necessary authority from its organization to agree upon
resolution to any possible issue.
The duties of the Interface Contractor include:

Insuring that interfaces are identified, registered and reported.

Appoint an Interface Coordinator.
Assign technical Contacts for each discipline.
Provide an interface execution plan with duties, responsibilities and flow of
documentation.
Actively maintain and develop the details required in the Project Master
Interface Plan to successfully execute the completion of the interfaces and
avoid any possible conflict.
Participate to the interface kick-off meeting and to the scheduled interface
meetings. The interface kick-off meeting shall be held within one month from the
effective date of Contract.
Report the status of selected interface issues and activities on a timely basis.
Keep an Interface log suitable to supply inputs to the Project Interface Data
Base.
Prepare interface Progress Report for his Scope of Work.

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7.4.

Create a set of interface drawings that fully define the interface work and
responsibilities.
Actively co-operate to develop the schedule details required to enable the
construction of the interfaces without delays to any parties.
Be proactive in identifying and co-ordinating interfaces.

Interface Issues Resolution

Interconnecting Contractor is in charge to coordinate and define new I/Ps as well as
to solve any dispute related to new or already identified Interfaces.
In case, notwithstanding Interconnecting Contractor efforts, no agreement is
reached, Interconnecting Contractor shall address COMPANYs Project Interface
Manager, providing all supporting data suitable to allow COMPANY to issue a
resolution and provide a direction to the involved Parties, as appropriate.
Fig.1 Interface Identification and resolution sequence clarifies the procedure to
be followed.

7.5.

Interface Schedule Dates

Schedule dates for submitting of Interface deliverables and milestone dates for
executing key Interface activities (e.g.: excavations to be utilised by another
Interface Contractor) shall be incorporated in each EPC Contractor Home Office
Project Schedule.
Schedule dates resulting from Interface Agreements signed at Site shall be
incorporated as milestones in each EPC Contractor Site Project Schedule.

7.6.

Special Interface Requirements

It should be clear that each EPC Packages included in the Jubail Export Refinery
Project is part of a major strategic Project and that synergies and strict cooperation
among all EPC Contractors is a condition to reach the Safety, Quality, Schedule and
Cost target of the Project.
In this view, each CONTRACTOR shall actively promote actions which may simplify
the overall execution of the Project or, on the other hand, promptly express concern,
or alarm, about Interface aspects which may jeopardize the Project activities (e.g.:
significant deviations of expected utilities consumption figures with respect to those
estimated during the FEED phase etc.).

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