00 Saip 13

Inspection Procedure
00-SAIP-13 10 April 2014

Projects Quality Assessments
Document Responsibility: Project Quality Standards Committee
Saudi Aramco Desktop Standards
Table of Contents
1 Scope..............................................................2
2 Purpose...........................................................2
3 References......................................................2
4 Abbreviations..………………………………… 2
5 Definitions...................................................... 3
6 General …………………………………………4
7 Instruction ..................................................... 4
8 Roles and Responsibilities..............................7
Appendix I – Corrective Action Request ………………………..…….10

Appendix II – Projects Quality Assessment Flow Chart ………........11
Appendix III – CARs Closure Flow Chart ………………………….....12
Previous Issue: 19 August, 2009 Next Planned Update: 10 April 2017
Page 1 of 12
Primary Contact: Khalid S. Al‐Ghamdi on +966 13 880‐1775
Copyright Saudi Aramco 2014. All rights reserved.
Document Responsibility: Project Quality Standards Committee 00‐SAIP‐13
Issue Date: 10 April 2014 Projects Quality Assessments
Next Planned Update: 10 April 2017

1 Scope
This procedure defines the minimum requirements for planning, performing, and reporting
of quality assessments by Inspection Department for all projects managed by Project
Management.
Note: Unscheduled projects quality assessment shall be requested in writing from the
Inspection Department Manager at least one (1) month before the assessment required date.
2 Purpose
The purpose of this 00-SAIP-13 is to document the assessment process to determine

whether the Project contractor’s Quality Management System is effectively implemented
and maintained.
3 References
SCHEDULE Q Quality Systems for Major LSTK Projects
SAEP-1150 Inspection Coverage on Projects
SAEP-1154 Guidelines for Contractor's Quality Plan
ISO 10005 Quality management systems- Guidelines for quality plans
GI-0400.001 General Instruction Manual, Quality System Roles & Responsibilities
ISO 9001 Quality Management System Requirements
ISO 29001 Petroleum, petrochemical and natural gas industries -- Sector-
specific quality management systems -- Requirements for product
and service supply organizations
4 Abbreviations
ACU Assessment and Contracts Unit
CAR Corrective Action Request
ID Inspection Department
ISSD Inspection Support Services Division
NCR Non Conformance Report
PQM Project Quality Manager
QAG Quality Assessment Group
SAPMT Saudi Aramco Project Management Team
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5 Definitions
Assessed Party: A contractor for the project, which is assessed.
Assessment Team: A group of individuals selected to perform a project assessment
referred as assessors. The group consists of team leader who assesses the Quality
Management System and leads the team members who are technical experts in various
disciplines such as: mechanical, electrical, instrumentation, civil, and/or as required
Corrective Action: An action taken to eliminate the causes of any existing nonconformity
or other undesirable situation in order to prevent recurrence
Lead Assessor: A person who has the qualification to perform and manage quality
assessments in Inspection Department.
Nonconformity: A nonfulfillment of specified requirements
Objective Evidence: Qualitative or quantitative information, records or statements of fact

pertaining to the quality of an item or service, or to the existence and implementation of a
quality element, which is based on observation, measurement, or test and which can be
verified
Quality Assessment: A systematic and independent examination to determine whether the

assessed quality activities and related results comply with planned arrangements and
whether these planned arrangements are implemented effectively and suitable to achieve
objectives
Quality Assessment Group (QAG):

Quality assessment group is working under the umbrella of Inspection department
ISSDACU and is responsible for performing the project assessments.
Quality Plan: The document setting out specific project organizations, interactions, Quality
Management System practices, resources and sequence of activities relevant to the contract.
It shall explicitly define the direct control function and procedures which inspect, measure,
test, record and regulate procurement, fabrication, construction, installation, pre-
commissioning and/or mechanical completion activities through established methods,
specifications and standards for all disciplines involved
Yearly Projects Assessment Schedule: A schedule of projects that will be assessed during
the year. The projects will be selected form Master Scheduling System Report and based on
specific criteria. The schedule contains the names and numbers of projects, contractor
names, date of assessment, and the status of the assessment result.
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6 General
6.1 Assessments are planned and scheduled by QAG.

6.2 The Project Assessments are led by QAG, however based on the requirements PID
can support QAG to perform the assessment.
6.3 Yearly Projects Assessment Schedule is communicated to the responsible PQMs.
6.4 Assessments are coordinated with the responsible PQM for scheduling with the
contractor.
6.5 The Projects Assessment are scheduled on yearly bases at beginning of each
calendar year by QAG and endorsed by ID Manager, i.e. the projects that undergo
through design, procurement, construction, and pre-commissioning phases. The
selection of the projects is throuth Master Scheduling System Report and the
criteria include that projects exceed the value of more than $ 200 million and the
progress is greater than 20% and less than 70%, and cover all areas of roughly
equal proportions. The frequency of assessments during the lifecycle of the projects
is also dependent on the criteria as deemed suitable.
6.6 Assessments may be prompted by significant deficiencies or changes in the project
Quality Management System.
6.7 ID Manager may call for a project assessment to be carried out during the project
life cycle.
6.8 If the corrective actions are not completed within the specified due time, overdue
CARs will be reported to ID management. Elapsed due time can be extended with
proper justification.
7 Instruction
7.1 Competent Lead Assessor is assigned to conduct the assessment for the project and
shall have successfully completed 5-days ISO Quality Management System Lead
Auditor course from an accredited training service provider and passed the
examination.

Page 4 of 12

7.2 The following six assessment phases shall be followed as applicable: initiating the
assessment, conducting documents review, preparing for the on-site assessment,
conducting on-site assessment, reporting assessment results, and conducting
follow-up activities.

7.3 Planning, Preparation, and Scheduling Assessment:
7.3.1 QAG establishes and maintains a schedule of selected projects for
assessments.
7.3.2 PQM is notified on the assessment date by QAG prior to the scheduled
assessment at least one month and the contractor is notified on the
assessment date by PQM at least three weeks to ensure readiness. In
situation where assessments are needed immediately advance notification is
not required.
7.3.3 PQM is informed on the assessment plan by QAG at least one week prior to
the scheduled assessment and the contractor is notified on the assessment
plan by PQM at least three working days to ensure readiness.
7.3.4 The necessary documentations are reviewed in order to become thoroughly
familiar with the project prior to the assessment.
7.4 Conducting Project Assessment

7.4.1 The Lead Assessor will act as the team leader and coordinate the team
assessment activities at the project’s location.
7.4.2 Upon arrival at the site, the Lead Assessor shall conduct an Opening
Meeting. The purpose of the Opening Meeting is to:
 Introduce the members of the assessment team.
 Review the scope and the objectives of the assessment.
 Provide a short summary of the methods and procedures to be used to
conduct the assessment.
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 Establish the official communication links between the assessment team
and the Assessed Party.
 Discuss the availability of the necessary resources.
 Discuss the time and date for the closing meeting with the Assessed
Party.
 Record the attendees during the opening.
7.4.3 Objective evidence is collected through interviews, examination of
documents, and observations of activities in the area of concern. Areas
suggesting non-conformities should be further investigated.
7.4.4 Prior to the closing meeting with the Assessed Party, the assessment team
reviews their findings and agree on the non-conformities to be discussed to
the Assessed Party management. The assessment team ensures that the
audit findings are clear, concise, and supported by objective evidence.
7.4.5 Nonconformities are identified in terms of the specific requirements of the
standard or other related documents against which the assessment was
conducted.
7.4.6 Upon completion of the assessment, the Lead Assessor conducts a closing
meeting. The purpose of the closing meeting is to:
 Present the assessment findings to ensure that assessment findings are
clearly understood.
 Any disagreements shall be highlighted and discussed with Assessed
Party
 The time frame of submitting corrective actions implementation shall not
exceed 90 days from releasing SAP notification or follows section 6.7.
 Record the attendees during the closing meeting
Page 6 of 12

7.5 Reporting Project Assessment
7.5.1 The assessment findings are reported in SAP through F6 Notification within
fourteen (14) working days from the date of the assessment completed, and
handed over for review and approval.
7.5.2 As a minimum, the assessment report in the SAP through F6 Notification
includes the following information: Executive Summary, Assessment Dates,
Purpose, Scope, Assessment Team, Details of Assessment Findings, and
Corrective Actions (Appendix I).
7.5.3 As a minimum, ID Manager, ISSD Division Head, ACU Supervisor, QAG
Leader, PID Sr. Supervisor, PQM, SAPMT, Lead Auditor, and contractor
shall be included in the notifier list.
7.5.4 The Assessed Party completes all required corrective actions with objective
evidence for closure of the non-conformity within the agreed time frame.
7.6 Follow-Up on Assessment Findings
7.6.1 The designated PQM conducts follow-up on all issued nonconformities,

verify implementation, and upload the completed corrective actions with
evidences in the SAP.
7.6.2 All completed corrective actions are reviewed by QAG and completed F6
notification in SAP accordingly.
8 Roles and Responsibilities

8.1 SAPMT Project Manager or his representative is responsible for the
following:
8.1.1 Attend opening and closing meeting
8.1.2 Follow up with Contractor to complete the required corrective actions.

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8.2 PQM or his representative is responsible for the following:
8.2.1 Attend opening and closing meeting.
8.2.2 Notify the contractor of the scheduled assessment date at least three weeks
prior to the scheduled assessment.
8.2.3 Notify the contractor of the assessment plan at least three working days
prior to the assessment.
8.2.4 Report the CARs of the assessment to the assessed party.
8.2.5 Receive and verify completed corrective actions from assessed party.
8.2.6 Upload the completed corrective actions with evidences in SAP.

8.3 ID -Quality Assessment Group Leader is responsible for the following:

8.3.1 Prepare, maintain, and update projects assessments yearly schedule.
8.3.2 Assign qualified Lead Assessor to conduct the assessment for the project.
8.3.3 Notify PQM for all projects scheduled assessments at least one month prior
to the scheduled assessment.
8.3.4 Review and approve quality assessment report in SAP.
8.3.5 Communicate Yearly Projects Assessment Schedule in the 4th quarter of
each year to the responsible PQM.
8.4 Lead Assessor is responsible for the following:

8.4.1 In charge for leading, planning, coordinating, assessing, reporting, and
following-up throughout the assessment
8.4.2 Nominate assessment team members depending on the assessment objective
8.4.3 Coordinate with the assessment team member participating in the
assessment regarding their area of responsibilities as required
8.4.4 Notify PQM for the assessment plan at least one week prior to the
scheduled assessment.
8.4.5 Represent the assessment team with Assessed Party
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8.4.6 Make final decisions regarding the conduct of the assessment
8.4.7 Report critical nonconformities to the Assessed Party immediately
8.4.8 Report assessment findings in SAP through F6 Notification.
8.4.9 Review all corrective actions and complete F6 notification in SAP
accordingly.

8.5 Assessment team is responsible for the following:
8.5.1 Prepare for the assessments by reviewing the contractor's Quality Plan,
Schedule Q, B , and H of the Contract Document, applicable quality system
standards (ISO-9001or equivalent Industry Standards), and Mandatory
Saudi Aramco Engineering Requirements as applicable.
8.5.2 Prepare a list of findings for his area of responsibility and forward them to
the Lead Assessor to prepare a list of findings for his area of responsibility.
Revision Summary
April 10, 2014 Major Revision
Page 9 of 12

Appendix I – Corrective Action Request
Saudi Aramco Inspection Department

CORRECTIVE ACTION REQUEST
8.5-F-01-ID (12/12)
Organization: Assessment Report Number:
Location: CAR Number:
Process Audited: Assessment Dates:
QA Manger / QMR: Assessment Team Leader:
Nonconformity:
Requirement:
Agreed Implementation Date:
Issued by: Date: Signature:
Acknowledged by: Date: Signature:
PROPOSED ACTIONS
Correction:
Root Cause:
Action to prevent re-occurrence:
Actual Implementation Date:
QA Manger / QMR: Date: Signature:

ACU FOLLOW-UP ACTIONS
Are Actions taken □ Yes □ No
Acceptable? ……………………………………………………………………………………………
……………………………………………………………………………………………
Verified by: Date: Signature:
Page 10 of 12

Appendix II –Projects Quality Assessment Flow Chart
Schedule Project Assessments by
Assessment Group Leader
Communicate assessment date to PQM
and request assessment documentations
by Lead Assessor
Send technical
documentation
Receive projects documentations by Lead to Technical
Assessors Assessor
Review QMS project documentations by
Lead Assessor Review project
technical
documentation
Conduct assessment by Assessment Team
by Technical
Assessor
Evaluation
NO
Satisfactory
Record Assessment
report and create SAP Yes
F6 notification with
Corrective Actions
Request Complete SAP notification
Send note
Assessment completed
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Appendix III –CAR Closure Flow Chart
Uploaded CARs in the SAP through F6
notification by PQM
Receive / Review CARs
by Lead Assessor
Follow up
assessment YES
Create another task
required?
in the SAP for
Corrective Actions
Request
NO Conduct follows up
assessment by Lead
Assessor
NO CARs
Satisfactory?
YES
Complete SAP notification and send note
CARs completed and closed
Page 12 of 12

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Inspection Procedure

00-SAIP-13 10 April 2014

Saudi Aramco Desktop Standards

Appendix I – Corrective Action Request ………………………..…….10

The purpose of this 00-SAIP-13 is to document the assessment process to determine

Nonconformity: A nonfulfillment of specified requirements

Objective Evidence: Qualitative or quantitative information, records or statements of fact

Quality Assessment: A systematic and independent examination to determine whether the

Quality Assessment Group (QAG):

6.1 Assessments are planned and scheduled by QAG.

7.4 Conducting Project Assessment

7.6 Follow-Up on Assessment Findings

7.6.1 The designated PQM conducts follow-up on all issued nonconformities,

8 Roles and Responsibilities

8.3 ID -Quality Assessment Group Leader is responsible for the following:

8.4 Lead Assessor is responsible for the following:

Appendix I – Corrective Action Request

Saudi Aramco Inspection Department

Agreed Implementation Date:

Issued by: Date: Signature:

Acknowledged by: Date: Signature:

Action to prevent re-occurrence:

Actual Implementation Date:

QA Manger / QMR: Date: Signature:

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