Completion Documentation Requirements

For Projects
Hook Up / Construction,
Commissioning to Operations
Handover

PMT
By Andy Lang

Completions Overview
Document Control System (via DCC in / out of the Project).
Material Certification and Data Sheets
Completed Inspection and Test Records (ITRs).
Marked-up As-Builts, Loop Diagrams etc.
Technical Queries, DCNs, NCRs etc.
OWL and Punch List control including consolidation of both.
Manufacturing Record Books (MRBs).
Mechanical Completions Systems Dossiers.

Dossier Index and Reports

Inspection Reports & Index
Certificates & Index

Discipline Acceptance Certificates

Mechanical Completions Certificates

Final Handover / Asset Transfer Certificate

Completions Overview
Construction Completions Groups:

Completions Overview
In order to control Construction activities from a Completion point of
view, wherever possible, each item shall have a Tag number assigned to it.
To ensure correct installation and pre-commissioning of items of
Equipment & Materials, Inspection and Test Records (ITRs) shall be
assigned to them by disciplined Engineers.
Tag numbers are grouped per their Commissioning System/Sub-System,
progress can be measured by the completion of ITRs as theyre received
and entered into the Mechanical Completions Database.
Reporting on ITRs received has clear advantages from a safety view point
as it ensures important inspections & tests are carried out.

Completions Principles
Overall Goal:

The overall goal of Mechanical completion and commissioning is to

verify that the system is designed and built to fulfil its purpose and
specified requirements.
Early establishment of commissioning packages is essential for an
orderly and effective project completion. All fabrication and installation
planning shall be system oriented.
Mechanical completion, commissioning, FAT, Preservation and suppliers
assistance requirements shall be specified in purchase orders.

Completions Phases
Definition Phase:
In this phase the following is carried out:
Completion philosophy.
Coding structure and system breakdown.
Completion requirements to suppliers and contractors.
Engineering Phase:

In this phase the following is carried out:

Commissioning Package & MC Package definition.
Assignment of Mechanical Completion Check Sheets (ITRs).
Define commissioning network.
Produce commissioning procedures.
Suppliers Completion Phase:
Equipment suppliers shall execute MC, FAT and commissioning and preservation as
specified in the purchase order. The completion shall be documented as part of the
completion system which leads up to handover to COMPANY.

Construction / Assemble Phase:

Contractor(s) shall perform MC, Pre-Commissioning and preservation as specified in
purchase order/contract documents. The completion is documented as part of the
completion system which leads up to handover to Client for Commissioning and Start-up.

Completions Responsibilities
Responsibilities:
Responsibilities are Defined in the Contract. All Pre-commissioning activities are the
responsibility of Contractor(s) with Client personnel.
MC execution and registration/documentation, shall be performed by anyone who has a
scope of work to be performed, such as equipment suppliers, fabrication contractors,
installation contractor and hook-up contractors.
Hook-Up and EC:
The Contractor(s) will be responsible for all activities associated with completing the Hook
Up and construction of the facilities within the Scope of Work.
The Contractor(s) shall make provisions for working under the supervision and conditions of
Permit to Work Systems and other Project requirements.
Facility Completion & Systems Turnover:
Turnover is defined as the sequence of events leading to transfer of custody of a
System/subsystem from Contractor(s) to Client and Client to Operator. It is the demarcation
between the construction / pre-commissioning phase and the commissioning/start-up
operations.
Once pre-commissioning activities have been completed per sub-system, formal turnover to
Client shall be made for final commissioning and start-up operations.

Completions Responsibilities
Common Requirements:
This Presentation represents the basis for preparing plans, procedures and documentation
for Mechanical Completion and Commissioning. The implementation of this Procedure
requires the use of a coding system for item and system numbering.
Documentation:
Only Pinnacle Mechanical Completion documentation completed per test pack, item or
equipment Tag number shall be held in the MC Dossier. Commissioning documentation
shall be documented on a commissioning package level.
Mechanical Completion System:

A Mechanical Completions Database is the system for the administration of Mechanical

completion, pre-commissioning and Punch List Register.
Planning:
All MC activities shall be planned on fully integrated Fabrication, Mechanical Completion
and Commissioning Schedules on a system prioritised basis in order to meet the optimal
sequence of completion.

Mechanical Completion
Introduction:
Mechanical completion shall take place through all phases of the project, starting at
equipment supplier and continuing through fabrication up to the commissioning phase.
Mechanical completion encompasses all disciplines. Detailed responsibilities are described in
the contract. Contractor(s) shall be responsible for establishing and compiling the MC
dossiers and report status into the computer based Completions System.
Documentation for a MC Package :
The MC package shall include MC Certificate's, a MC Status Index and a Punch List
Register printout as described below.
Mechanical Completion shall be notified on a MC Certificate (MCC) which shall be
completed by the Contractor(s) and verified and endorsed by Client after all MC has been
carried out. A MC Certificate shall be raised for each MC package. A MC package shall,
when signed, be ready for start of pre-commissioning activities. These shall be stored in its
respective discipline in the MC Dossier section.

The Inspection and Test Records (ITRs) shall be completed by the Contractor(s) to record
the results of all checks, inspections and tests carried out for each individual item.
An Outstanding Work List (OWL) should be prepared by Contractor(s) for its own internal
control of outstanding work items and be available to the Client.

Mechanical Completion
A MC Punch List shall be prepared by Client and issued to Contractor(s) nearing the MC
stage. In each MC package a printout from the Punch List Register shall be included to
document the incomplete work.
Once OWL and Punch items are reduced for a particular sub-system, a joint walk around
(Client/Contractor) shall be carried out, and any new items recorded.
Both lists should then be consolidated into a single Consolidated Punch List which,
supersedes all previous lists to focus attention on remaining items.
A MC Status Index listing the status of all ITRs for the completed MC package shall be
included in the front of each MC dossier. Once all ITRs have been received for a MC System
Dossier(s) a Preliminary Handover Certificate (Mechanical Completion) shall also be stored
in the front of the MC Dossier. Pre-Commissioning activities may start.
Handover at Mechanical Completion :
Once pre-commissioning activities have been completed for a particular MC system by
Contractor and Client, a Provisional Handover Certificate (Pre-Commissioning
Complete/Ready for Commissioning) shall be raised. This shall be considered the handover
from Contractor to Client Commissioning Team. This certificate shall also be stored in the
front of the MC Dossier. On completion of Commissioning an Interim Handover Certificate
(Commissioning Complete/Ready for Start-Up) shall be added to the front of the Dossier to
finalise the Dossier.

OWLs & Punch Item Categories

Safety
Electrical

Civil
Commissioning

Piping

Insulation

Vendor
Telecomms

Coatings
Construction

Engineering

Refractory
Mechanical

Instrumentation

Steel Structure

High Voltage
Quality

Carry Over Work Register

The Carry Over Work Register (COWR), when necessary, lists all punch items that the
Project accepts as cannot be completed during present phase. The COWR is used for the
release of the work from the EC and will as such be an input to the scheduling and planning
of outstanding work to be performed during later phases.
The COWR Item Number and cross reference to the Punch List Register/Check Records
shall be given. COWR work shall be marked up on drawings or sketches and be included in
the records.
COWR Material Status List (MSL) and marked up drawings/instructions shall contain
sufficient information for job setting in a later phase.

OWLs & Punch Item Categories

A database to print more specific reports according to individual Contract
Holders, Engineers or Supervisors requirements can include:

By Discipline and Phase, Area or System

By Phase /Area
By Sub-System
Total items remaining
By Discipline
Total remaining OWL and Punch Item Statistics

Certificate Control
A summary report of all certificates for a given System / Sub-system
could also provide information on the following topics required to
complete a sub-system dossier:
System Limit P & ID Diagrams
Marked-up As-Built Drawings (red lined)
Instrumentation Loop Diagrams
Technical Queries, Site Queries, Design Change Notice etc.
Corrective Action Request, Non-Conformance Reports, OS&D etc.

The above records act as a guide for the system administrators that this
information needs to be investigated and included in final completions
dossiers.

Certificate Control
To enable a controlled and safe plant start-up, the Certification system
follows the following sequence per individual Commissioning system /
sub system.

Discipline Acceptance Certificates

Mechanical Completion/Ready for Pre-Commissioning
Pre-Commissioning Completion/Ready for Commissioning

Commissioning Completion/Ready for Start-Up

Final Handover (Performance Completion)

Progress Reports
The most commonly used reports are:
Project Certification and Punch List Statistics
Certification Progress by Phase, Area, System and Sub-System
Progress by construction category per Area and Sub-System

All system reports need to be based on Quality Control Inspection

Reports received. These reports are required to prove the integrity of
a Plant based on Quality and Safety.

Completion Structure
Execution
Mechanical
Completion

Hook Up &
Pre-Comm

Commissioning

Operations

Preservation

MC
Dossiers

System

System

System

System

MC
Dossiers

System

System

System

System

MC
Dossiers

System

System

System

System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Sub
System

Mech

Elec

Inst

Piping

Mech

Elec

Inst

Piping

Mech

Elec

Inst

Piping

Equipment Tag Index

Handover Certs (Ready for Pre-Commissioning)
Punchlists
ITRs
Management of Change SQ, TQ, DCN, CR
Certification
As-Builts (Red Line Marked up) & Index
Equipment Preservation

By: Andy Lang

Email: ralang1@hotmail.com

Equipment Tag Index

Handover Certs (Ready for Commissioning)
Punchlists
ITRs
Management of Change SQ, TQ, DCN, CR
Certification
As-Builts (Red Line Marked up) & Index
Equipment Preservation

Equipment Tag Index

Handover Certs (Ready for Start-Up)
Punchlists
ITRs
Management of Change SQ, TQ, DCN, CR
Certification
As-Builts (Red Line Marked up) & Index
Equipment Preservation