Severnside Energy Recovery Centre

Severn Road
Severnside
South Gloucestershire
BS10 7SP
Project Manager: SITA UK Ltd

Employer: SITA West London Ltd

Address
SITA House
Grenfell Road
Maidenhead
Berkshire SL6 1ES.

5.0
4.0
3.0
1.1
1.0
0.0
Rev

Prk
24.08.2013
Author

Reviewer

Approver

Reviewer EL

(Initials Date, Visa)

(Initials Date, Visa)

(Initials Date, Visa)

(Initials Date, Visa)

First Issue
Short description of change

Work instruction OM for system suppliers

Project Nr

P-3231

Project Name

AIC

DocType

Supplier

SERC

000000

JTE

HZI

HZI Document Nr - Rev_

50021543 -0.0

Issued by
Hitachi Zosen Inova AG
Hardturmstrasse 127
P.O. Box 680
8037 Zurich, Switzerland
Template DocNo Rev:

99000003-V31

www.hz-inova.com
Tel. +41 (0)44 277 11 11
Fax +41 (0)44 277 13 13

All rights reserved according to ISO 16016

Project Name:

Title:
AIC:

000000

SERC

Work instruction OM for system

suppliers

Document NrRev:

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Hitachi Zosen Inova AG

Table of contents
1

Register of Revisions...............................................................4

Flowchart for creating documentation.......................................5

3
3.1
3.2
3.3
3.4
3.5
3.6

Operating Manual (OM)............................................................7

Configuration...............................................................................................................7
Scope of documentation.............................................................................................8
Language....................................................................................................................9
Software......................................................................................................................9
File formats.................................................................................................................9
PDF files......................................................................................................................9

3.6.1
3.6.2
3.6.3

3.7

Scanned documents....................................................................................................................... 9
PDF packages................................................................................................................................ 9
Protected PDF files....................................................................................................................... 10

Forms of the templates.............................................................................................11

3.7.1
3.7.2
3.7.3

Notes............................................................................................................................................ 11
Sample text................................................................................................................................... 11
Empty sections............................................................................................................................. 11

3.8
3.9
3.10

Using empty templates..............................................................................................11

Completing lists (xls).................................................................................................11
Format of KKS-Number............................................................................................12

4
4.1
4.2
4.3

File names............................................................................. 13
B2 Operating Instruction and B3 Maintanance.........................................................13
B4 Technical documentation.....................................................................................14
B5 Quality Documentation........................................................................................15

5
5.1
5.2
5.3
5.4

Help for filling in templates and lists.......................................16

B2 Word Template.....................................................................................................16
B2.10 Chap.8 Using the Control and Observe lists..................................................16
B3 Word template.....................................................................................................17
B3.10 Lists................................................................................................................18

5.4.1
5.4.2
5.4.3

Maintenance work plan................................................................................................................. 18

Lubrication schedule and products...............................................................................................18
Regular checks............................................................................................................................. 18

5.5
B4 Process lists and documentation for equipment, fittings, instrumentation and econsumer...............................................................................................................................19
5.5.1
5.5.2

Process lists................................................................................................................................. 19
Documentation for equipment, fittings, instrumentation and e-consumer.....................................19

5.6

B5 Quality documentation.........................................................................................20

OM OVERVIEWSTRUCTURE PLANT RELATED............................21

OM OVERVIEWSTRUCTURE SYSTEM RELATED..........................22

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Title:
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Work instruction OM for system

suppliers

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Hitachi Zosen Inova AG

Register of Revisions
Rev.

Date, Initials

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Modification

Approval

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Flowchart for creating documentation

The simplified flowchart below shows the process from the tender submission stage to the
as built documentation for system and component suppliers.

Handing over the work instruction for creating

the documentation, including a sample
documentation with empty templates (based
on calculation of hours)

Enquiry

Creating the specific documentation including

the specific empty template
(to be agreed with the supplier)

From
entering
Redkorrex
in Comos

Handing specific documentation over to

supplier.

+ approx. 4
weeks

Creating documentation for cold commissioning

Supplier
Handing documentation over to HZI

See
schedule

Supplier
Checking and improving the documentation

Adjustment of
documentation

Return of improved documentation

Approx. 4
weeks

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Work instruction OM for system

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Document NrRev:

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Hitachi Zosen Inova AG

Creating documentation for PAC

Supplier
Handing documentation over to HZI

See
schedule

Supplier
Checking and improving the documentation

Adjustment of
documentation

Return of improved documentation to supplier

Approx. 4
weeks

Creating as built documentation

Supplier
Handing as built documentation over to HZI

See
schedule

Supplier
Checking and improving the documentation

Adjustment of
documentation

Return of improved documentation to supplier

Approx. 4
weeks

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Project Name:

Title:
AIC:

SERC

Work instruction OM for system

suppliers

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Operating Manual (OM)

3.1

Configuration

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The Operating Manual is subdivided into several sections:

B2

Operating instructions
Documents for the operation of the plant and systems

B3

Maintenance
Documents for the maintenance of the plant and systems
Technical documentation

B4

B5

Plant-related documents such as lists, diagrams and

schematics, data sheets, catalogues and documentation of
standard components, fittings, instruments, etc.
Quality documentation
Quality assurance documents for the plant and systems

In addition, each section of the OM is structured in a plant related and a system related
part. The only exception is part B4 Technical Documentation, in which there is only one
plant related section.
The plant related part of the operating manual contains generic guidelines for the
operation and maintenance of the entire plant.
The system related part of the operating manual contains guidelines for the operation and
maintenance of the individual functional systems of the plant.
The system manufacturer is responsible for the documentation of his system.
Systems are designated with the plant identification code (AIC). The following illustration
shows the simplified structure of the OM.

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Title:
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3.2

SERC

Work instruction OM for system

suppliers

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000000

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Hitachi Zosen Inova AG

Scope of documentation
HZI documents to be filled out by the system supplier
HZI generates templates (word and excel files) which have to be filled out by the supplier.
Furthermore, HZI generates empty documents (placeholders with correct designation) for
documents that have to be delivered by the supplier, such as datasheets, drawings etc. The
documents are supplied by HZI in a defined folder structure with correct designation. The
system supplier is required to fill out these documents completely. Any changes on the
designation or structure have to be communicated to HZI. In the case of documents for
which no placeholders are suitable please contact HZI for further instruction.

The following table shows the scope of documents for all system supplier. The system
supplier will receive only empty documents that are relevant for his system.
Part

Form / Document

Format

Notes

B2

Word template

doc

B2.10 Chap.8 Control and observe lists

operation

xls

Fill out all forms supplied

in the delivery

Word template

doc

B3.10.1.2 Maintenance plan

B3.10 1.3 Lubrication schedule and
products
B3.10.2.1 Regular checks

xls

Fill out all forms supplied

in the delivery (take note
of examples)

B4.10.1 Process List

(B4.10.1.3 Equipment list
B4.10.1.4 Fitting list
B4.10.1.5 Piping and expansion joint list
B4.10.1.6 Instrumentation list
B4.10.1.7 Signal list
B4.10.1.8 Electric consumer list)
B4.10.1.10 Spring hangers

xls

Fill out the forms.

Specific Placeholders for all components

(Equipment, Fittings, Instrumentation, EConsumer)

pdf
dwg

For all necessary

specific documents a
placeholder is created.

Word template

doc

Fill out the form.

Specific Placeholders for Inspection and

Test Plan (ITP) and Documentation ITP

pdf

B3

B4

B5

NOTE
Refer to the P & ID from HZI for verifying the scope of supply.

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Work instruction OM for system

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Hitachi Zosen Inova AG

Language
The documentation must be supplied in English.

3.4

Software
The Operating Manual has to be produced with Office 2000, 2003, 2007 or 2010, AutoCAD
version 2002 to 2012, Adobe Acrobat 5.0 Professional or higher. We recommend the use of
Office 2010 and Windows 7 Professional.
The folder structure supplied by HZI to the supplier contains the folder 00_Instructions. This
folder contains different instruction documents. Please refer to these documents.
Please also refer to TII 16.20 Requirements for Contractors Technical Documents, Chapter
1.3.

3.5

File formats
The following file formats are acceptable:
doc, xls, docx, xlsx
dwg
dxf (in exceptional cases)
pdf (see also Chap. 2.6)

3.6

PDF files

3.6.1

Scanned documents
Avoid scanned documents.
If this is not possible, use OCR (optical character recognition) to create the scan. (Minimum
resolution 300 dpi).

3.6.2

PDF packages
Do not submit PDF packages. Save PDF files individually.
Do not create links in PDF files.

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Protected PDF files

Protected PDF files are not permitted. Always produce PDF files "without security".
Procedure for Adobe Acrobat Professional:
1. Click Document on menu bar to open the Document Properties window.
2. Select Security.
3. Select: No Security

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3.7

Forms of the templates

3.7.1

Notes

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Hitachi Zosen Inova AG

Each chapter is explained in the templates directly.

Pink notes must be deleted after editing.

3.7.2

Sample text
The templates include a red sample text. This shows you where text must be entered or
gives you a sample text.
The red text must be replaced with your information or deleted. Change the font
colour to black after editing.

3.7.3

Empty sections
Sections which cannot be filled in for your system must not be deleted. Enter the text "No
details for this chapter." here.

3.8

Using empty templates

DWG templates
Use only templates and designation schemes provided by HZI.
PDF templates (empty document placeholder)
Replace the placeholder with the right document or enter requested pages following
instructions provided by HZI.

NOTE
If you have questions regarding the processing of pdf templates, please refer to
the Tips and Tricks pdf templates.

3.9

Completing lists (xls)

If certain items of information are not yet known, enter "-". Enter "n.a." in cells which are not
applicable.

NOTE
Please enter components in the correct lists; if not applicable, enter n.a..

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SERC

Work instruction OM for system

suppliers

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000000

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Hitachi Zosen Inova AG

Format of KKS-Number
KKS is the abbreviation for the power plant classification system. Components of the plant
are identified each by a unique KKS number. The KKS number can be found on the P & IDs
or in lists provided by HZI.
The KKS number is part of file names for relevant documents in the B4 section. In
documents (Word, Excel, etc.) KKS numbers must be written as specified below.
KKS number must be written in single lines and with expanded spacing: Blank space
has to be inserted between the plant classification and system classification, and between
the system classification and the aggregate classification. These spaces must be entered
as "non-breaking spaces" to ensure that no automatic splitting of the KKS number is
possible.
Key combination for non-breaking space:
CTRL+Shift+Space

Correct format:

1 HLA10 CP301
Space

Space

KKS-number must always be written in full.

1 HLA10 CP301 / 1 HLA10 CP302

Wrong format:
Abbreviations are not permitted.

1 HLA10 CP301 / 02
1 HLA10 CP301 - 02
1 HLA10 CP301 - CP302

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suppliers

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Project Name:

Work instruction OM for system

suppliers

Title:
AIC:

SERC

Document NrRev:

000000

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Hitachi Zosen Inova AG

File names
This chapter is only for information. All file names are created by HZI.
Use these file name instructions only for documents that are not provided by HZI.

NOTE
Please inform HZI if you need additional documents where no placeholder were
provided by HZI.

4.1

B2 Operating Instruction and B3 Maintanance

B3.12AAC1 Chap.1.3 Assembly Drawing.dwg
1 2
1.
2.
3.
4.
5.
6.
7.
8.
9.

Part of OM
Dot
AIC (plant identification code)
Single space
Chapter (in relation to the Word-Template)
Single space
(Drawing) name
Dot
Filename extension

Further example:
B2.12AAB1 Chap.2 Safety data sheet.pdf

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Hitachi Zosen Inova AG

B4 Technical documentation

1 HFK31 AP001_Datasheet Coupling.pdf

1
1.
2.
3.
4.
5.
6.
7.

KKS number
Underscore
Designation
Single space
Specific designation (if necessary)
Dot
Filename extension

Further examples:
1 HFK31 AP001_Characteristic Curve.pdf
1 HAD10 AA501_Datasheet.pdf
1 HAD10 AA501_Certificate of Conformity.pdf
1 HLA10 CP301_Datasheet.pdf
1 HLA10 CP301_Hook up.pdf
1 QUH40 AP001 -M01_Datasheet.pdf
1 QUH40 AP001 -M01_Certificate of Confirmity.pdf

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suppliers

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000000

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Hitachi Zosen Inova AG

B5 Quality Documentation

B5.12AAL1 Chap.1 ITPW Ducts.pdf

1 2

10

11

1. Part of OM
2. Dot
3. AIC (plant identification code)
4. Single space
5. Chapter (in relation to the Word-Template)
6. Single space
7. Designation
8. Single space
9. Specific designation (if necessary)
10. Dot
11. Filename extension

Further examples:
B5.12AAL1 Chap.2 Documentation ITPW.pdf
B5.12AAL1 Chap.5 Declaration of Conformity.pdf

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Help for filling in templates and lists

5.1

B2 Word Template

Hitachi Zosen Inova AG

The template contains necessary information for filling it in.

Beside the information in the templates all safety instructions should reflect:
Results of risk analysis: Risks in operation, which remain in spite of the integration
of safety measures in the design, safety precautions and additional protective
measures.
Warnings which may occur due wrong application.

5.2

Instructions regarding protective measures which have to be adopted by the user,

including personal protective equipment.
Residual risks during operation that are mentioned in the operating instructions of
components.

B2.10 Chap.8 Using the Control and Observe lists

The Control and Observe lists include routine activities by the operator in the control station
and by the person inspecting the plant on his rounds.
The activities are limited to looking, listening, touching, taking and noting readings.
Enter those activities which must be carried out by these operatives in order to ensure the
availability of the plant as well as to avoid damage to the plant and personal injury.
These activities, which have to be carried out during ongoing operation, result primarily
from the risk analysis and from the respective operating instructions of the components.

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Hitachi Zosen Inova AG

B3 Word template
This template contains all information needed for filling it in.
Beside the information in the templates all safety instructions should reflect:
Results of risk analysis: Risks in operation, which remain in spite of the integration
of safety measures in the design, safety precautions and additional protective
measures.
Instructions regarding protective measures to be adopted by the user, including any
personal protective equipment to be used, while carrying out maintenance work.
Residual risks during operation that are mentioned in the operating instructions of
components.
Maintenance
Preparations which have to be carried out before maintenance to equipment, fittings and
instruments can be undertaken, as well as procedures for starting up the plant after
maintenance, have to be described in B3 (Chap. 2 4 of Word template).
It is also appropriate to mention the normal maintenance work for components as listed in
the respective operating instructions.

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5.4

B3.10 Lists

5.4.1

Maintenance work plan

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All activities required for maintenance must be entered into the maintenance work plan.
This includes e.g. replacing bearings, cleaning filters, calibrating measuring instruments etc.
These activities have to be carried out by specialised personnel, e.g. from specialised
companies, or personnel from the mechanical or electrical workshops.
These activities result primarily from the risk analysis and the relevant component operating
instructions.

NOTE
Preparations required before maintenance work begins, as well as procedures
following maintenance work and before starting up the plant, have to be
described in the B3 Word template.

5.4.2

Lubrication schedule and products

Enter all lubrication jobs into this list. Most of this information is included in the component
operating instructions.

5.4.3

Regular checks
Enter the relevant systems and components into this list which, due to legal requirements,
have to be checked regularly or only before initial start up by appropriate personnel, e.g.
specialised personnel, Notified Body (NoBo).

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5.5

B4 Process lists and documentation for equipment, fittings,

instrumentation and e-consumer

5.5.1

Process lists
Fill out the list completely.

5.5.2

Documentation for equipment, fittings, instrumentation and e-consumer

All documentation that can be assigned to a KKS-Number has to be stored in B4.
The placeholder are created by HZI in agreement with the supplier and are sent to the
supplier as empty templates.
The list below shows examples of empty templates
KKS_Datasheet
KKS_Operation and Maintenance Manual
KKS_Declaration of Conformity
KKS_PED Documentation
KKS_Calculations
KKS_Set point Certificate
The empty templates must be kept in the folders and their designation must not be
changed.
Additional templates, e.g. for subsequently installed fittings, will also be supplied by HZI.

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5.6

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Work instruction OM for system

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B5 Quality documentation
Structure of quality documentation of systems or parts of systems:
Chapter 1
Chapter 2

Inspection and Test Plans Workshop (ITPW)

Documentation ITPW
(Necessary documents see ITPW)

Chapter 3

Chapter 4

Inspection and Test Plans Site (ITPS)

Documentation ITPS
(Necessary documents see ITPS)
EC Conformity and Declaration of Incorporation

Chapter 5

(only system-related; EC conformity and installation

declarations for components are filled in B4)

NOTE
For processing these templates, we recommend that you refer to the enclosed
instructions Tips and tricks pdf templates.

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OM OVERVIEWSTRUCTURE PLANT RELATED

OM OVERVIEWSTRUCTURE SYSTEM RELATED