Updating Equipment Files/Documenation

[atmengr]

I'm coming out of my first turnaround as a unit engineer, and am looking at updating our documentation to reflect all the changes we made during the T/A, and information that was discovered during the planning and execution. I guess I'm looking for opinions on how the updates should be captured in our files. I'm really referring to equipment files, not critical documentation like P&IDs.

Do you,...
Mark up original design and fabrication drawings with changes?
Mark orig. design and fab drawings with Notes referring to a new document where you draw/explain change without really modifying original document?
Include Change Memorandum or other note in the equipment files and not touch the orig. drawings?
Make new drawings and stamp "Obsolete" on old?

Our location does not have a good history of updating documentation, so I'm looking at creating a "trend" that can hopefully be followed.

Thanks for your time and please offer any other advice on creating or updating documentation that might be helpful to an energetic young engineer...

 

[gr2vessels]

atmengr,
You should keep an equipment folder to contain the following basic documentation:
- Bidding documentation, design, conditions, limitations and ASSUMED LIABILITIES.
- Approved design (Client / third party design verification / insurance review and approval / etc..) as applicable.
- 1 (one) set of approved design documentation (drawings, calculations, etc..) as master documentation;- every change, update, modification after the aproval process completed, must be marked up on this documentation (mainly by the designated personnel), signed and dated. Depending on the effect of those changes, you may opt for several document revisions, incorporating all the new modifications approved to date, again by the Client et all...Do not modify the approved original documentation, but generate a new revised documentation based on the approved mods.
- The final document is the revision "As Built", which includes all the aproved changes / last minute changes / the actual measured dimensions / all the required stamps and signatures as applicable. The rest of the documentation up to the second last revision can be discarded as obsolete, if not required any longer...
- All the manufacturing data records for materials, inspection and tests, ITP's, etc.. and all other documents to be supplied to the Client as agreed.

This is the very basic recommendation, most of the bones of the scheleton you use to build the whole dinosaur.
cheers,
gr2vessels

 

[GregLamberson]

atmengr

To follow up gr2vessels advice. Generally there will be a management of change process to make the modifications. That should go in the file as you noted. Once done, typically what happens is to red line or as-build the original drawing. Depending on the situation and components involved, it may be a good idea, but not mandatory to issue a clean drawing.

If a clean drawing is made it should be rev'd up - if the dwg modified is the original IFC, then the new drawing would be Rev 1. The new drawings would then be issued and every "old" drawing in existence should be gathered up and destroyed.

If you want to set up a good trend, what I would suggest is to develop a standard job book that will include as applicable:

- Scope of work
- Engineering review of design & materials
- MOC
- Cost & schedule
- Plant shut-in/SIMOP's
- Safety-JSA's, RA's, daily safe charts, safety mtgs, etc.
- Procedures, WPQT's, bolting, etc.
- Inspection reports, coating/painting, weld, NDT, etc.
- Hydrotest records, PWHT records, etc.
- Operating procedures, purging, etc.
- Notifications/approvals
- Drawings - red lines
- Emergency planning

There are other tasks/activies, I'm sure the forum members have some additional - but that should get a decent job book put together so anyone can track what you did, when, where, and how.


Greg Lamberson, BS, MBA
Consultant - Upstream Energy
Website:

http://www.oil-gas-consulting.com

 

[mbt22]

One comment about destroying old drawings. I'd make sure that there is at least one copy of the old rev's, whether hard or electronic. It should be clearly marked as superseded. I've found these useful on a number of occasions, usually to understand how a system has evolved, but on one notable occasion to track down a meter that had disappeared off an as-built P&ID, but was still sending data back to the DCS.

 

[GregLamberson]

mbt22

Very good catch. I have a pet peeve of having various drawing issues in different hands and will normally instruct the DCC to go around to each person who has a copy of the drawing, issue them the new Rev, physically take the old drawing and bring it back to be destroyed. But you are correct, there does need to be a full history of each of the changes made in the docuent control system.

Greg Lamberson, BS, MBA
Consultant - Upstream Energy
Website:

http://www.oil-gas-consulting.com