00-SAIP-12

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Previous Issue: 30 June, 1999 Next Planned Update: 1 March, 2007Revised paragraphs are indicated in the right margin of 8

Primary contact: Supervisor, IEU on 874-6604

Inspection Procedure

00-SAIP-12 29 February, 2004

Equipment Deficiency Report

Document Responsibility: Inspection Department

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 22 Purpose.......................................................... 2

3 Applicable Documents................................... 24 Definitions...................................................... 35 Responsibilities.............................................. 3

EDR Process Flowchart....................................... 7

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Document Responsibility: Inspection Department 00-SAIP-12

Issue Date: 29 February, 2004 Next Planned Update: 1 March, 2007 Equipment Deficiency Report

1 Scope

1.1 This Saudi Aramco Inspection Procedure (SAIP) shall be used to identify,

investigate and, document substandard equipment/material procured directly bySaudi Aramco Purchasing Department or by Contractors for Saudi Aramco

projects. Equipment Deficiency Reports (EDR) through SAP (quality

notification type Q4) will be used to report deficiencies.

1.2 EDR's are issued when a newly purchased inspectable material arrives at a SaudiAramco plant or project site with a major deficiency (manufacturing problem or

deviation from purchase order requirements), or when it fails prematurely after

being put in service due to manufacturing problems.

1.3 Excluded from this procedure are materials considered non-inspectable by the

Inspection Department.

Note: Information concerning whether a specific material is inspectable or non-inspectable can be obtained from the SAP system.

2 Purpose

The purpose of this SAIP is to ensure that the reporting, investigation, and

documentation of equipment deficiencies are handled consistently; this includes proper feedback to the EDR Coordinator, EDR Originator, and other appropriate organizations

and that necessary corrective action is taken to prevent recurrence of deficiencies.

The purpose of the EDR process is to determine the root cause of the problem, record the actions taken to correct the problem, and to prevent reoccurrence in the future. EDR is to measure the effectiveness of the manufacturer's quality system and the

effectiveness of the inspection process.

Note: The EDR process is illustrated in the attached Flowchart.

3 Applicable Documents

The following standards were used in the preparation of this procedure:

SAEP-301 Instruction for Establishing and Maintaining

Saudi Aramco Engineering Requirements

SAEP-1150 Inspection Coverage on Projects

CU06 Supply chain Management Manual "reference for

substandard material"

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4 Definitions

EDR Coordinator: An individual assigned by the Vendor Inspection Division (VID)

to coordinate the EDR investigation.

EDR Originator: An individual who creates and submits the EDR through SAPnotification (type Q4) to report the equipment deficiency.

Equipment Deficiency Report (EDR): A completed SAP notification (type Q4)

listing equipment deficiencies with sufficient detail to enable identification of the procurement document, specifications, and the equipment manufacturer.

Equipment Deficiencies: Equipment/material's deviations from specific purchase

order requirements including applicable Mandatory Saudi Aramco Engineering

Requirements (MSAER).

Inspectable Material: Inspectable materials are classified by the Vendor Inspection

Division (VID) in coordination with the Responsible Standardization Agents (RSAs).

All inspectable materials (inspection category A, B and C) shall be procured from

approved manufacturing plants. Materials with inspection category A are visuallyinspected by Saudi Aramco inspector at the manufacturing facility prior to delivery to

Saudi Aramco, while materials with inspection category B are subject to certificatesreview only. Inspectable materials are subject to inspection to ensure compliance to

Company purchasing specifications (SAMSS), employ special processes (e.g., welding,

coating, NDT, PWHT, etc.), or be critical in nature (e.g., failure could shut down the

plant, or may impact vital Company products, etc.).

Mandatory Saudi Aramco Engineering Requirements (MSAER): Requirements

listed in SAEP-301 including SAMSS, SAES and Standard Drawings.

Substandard Material: Any material delivered to Saudi Aramco that does not meetmaterial specifications, either as stated in the purchase order or fails in use when

installed in Saudi Aramco facilities.

Substandard Materials Coordinator: An individual assigned by the PurchasingDepartment to receive all necessary information relating to substandard material to

determine disposition of the material and coordinate replacement/repair/claim action.

5 Responsibilities

5.1 EDR Originator

5.1.1 The EDR originator shall gather all required information to report

equipment deficiency, and then create EDR quality notification (typeQ4) in SAP. Whenever possible, he should attach to the EDR

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notification copy of related documents (e.g., purchase order, change

orders and project specifications, etc.).

5.1.2 Project Engineer, project quality manager, and assigned Saudi AramcoInspection Representative shall be included in the interested party

section for all project material EDRs.

Once the EDR originator changes the quality notification status to

"Submitted", the system will automatically forward the EDR via SAPworkflow to the VID EDR Coordinator for further processing.

5.2 EDR Coordinator

The EDR Coordinator shall perform the following functions when he receives

the EDR by workflow:

a) Review the EDR and ensure that it clearly specifies the purchase order,

vendor/manufacturer, manufacturing plant location, material/equipment,

and description of the deficiency with reference to the specific violated

requirement. EDRs that lack this information should not be approved.EDR coordinator should contact EDR originator requesting the missing

information. When EDR originator fails to provide required informationwithin one week, EDR coordinator should refuse the notification with an

explanation for refusal.

b) Include QAU supervisor in the interested party within the EDR

notification. In case of materials procured directly by Saudi Aramco, heshall include Substandard Material Coordinator in the notification

interested party section.

c) After an EDR notification is approved, the EDR Coordinator assigns a task for investigation of the reported deficiency to the Responsible Inspection

Office (RIO) based on the manufacturing plant location (i.e., Quality

Control Unit of VID for Saudi/GCC/ Indian manufacturers, AOC-Leidenfor European manufacturers, AOC-Tokyo for Asian manufacturers, and

ASC for North American manufacturers).

d) Follow up on the on-going EDR's and review the results of initialinvestigation, vendor response and action taken upon receipt from the

investigating inspection office and determine appropriate corrective action.

Note: Corrective action should address quality system failures rather than thecorrection of the equipment deficiency. Consideration should also begiven to previous EDRs from the same manufacturer.

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e) Once all tasks are completed, he reviews the EDR corrective actions and decides if additional tasks are necessary to ensure that these defects will

not recur in the future. If further investigation is required to ensure preventative action is taken, new general and follow-up tasks are assigned

to the appropriate Inspection Unit supervisor.

f) After the new tasks have all been completed, he once again reviews thenotification and if satisfied that the EDR has solved the problems related to

the equipment deficiency, consolidates the notification and successfully

complete the task. Then, he shall complete the EDR notification in SAP.

g) Prepare a monthly EDR status report and submit it to the Superintendent of

the Vendor Inspection Division. Individual EDR can be accessed in SAPat any time.

All interested parties including the originator of the EDR notification are

notified that the EDR is complete and are provided link to display the EDR notification.

5.3 Responsible Inspection Office Supervisor

The RIO Supervisor shall do the following:

a) Review the task forwarded to him by the EDR Coordinator via SAP

workflow.

b) Assign the EDR task to the appropriate inspectors within the Inspection

Office.

c) Track all on-going EDR tasks assigned to his Inspection Office and ensurethat actions are taken and followed-up.

5.4 Responsible Inspection Office Inspector

The assigned inspector shall do the following:

a) Review the task forwarded to him by the Responsible Inspection OfficeSupervisor via SAP workflow. Then, he releases the task in the EDR

notification.

b) Obtain a copy of the purchase order, specification, etc., if it is not provided

with the EDR notification.

c) Review the reported deficiencies against the purchase order requirementsand contacts the EDR originator, proponent, supplier, etc., as necessary to

understand the nature of the deficiency. He makes a physical inspection of

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the equipment, when deemed necessary, to confirm the reported

deficiency.

d) Contact the manufacturer and/or inspection agency (if applicable) todetermine the cause of the deficiency and proposed corrective action for

material procured, which did not meet purchase order requirements.

e) Update the information in SAP concerning what has been done to correct

the deficiency and prevent recurrence in the future. He shall attach related documents to the task in SAP.

f) Once all actions are taken and data are entered in the SAP system, he willthen complete the task of the EDR notification and report investigationresults along with initiated corrective action. The SAP system will then

automatically inform the EDR Coordinator.

Revision Summary29 February, 2004 Minor revisions to reflect SAP requirements, inclusion of a flow chart, and incorporate text

changes.Revised the "Next Planned Update."

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EDR Process Flowchart

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