Documentation - Completions Management

Updated: Sep 4, 2021



Project Completions Management
The process of Tracking, organising and recording the state of “completeness” to pre-defined criteria set by clients and projects in order to meet regulations and standards.
We track "Records" or "Proof of installation"


1. What do we do?


To finish a project, Everything needs to be officially documented and handed over to the Client. Fitness for Completion is tracked and documented.

We handle:

- SPECIFIC Documentation (Tagged Items)

- GENERAL CONTRACTOR Documentation

- VENDOR Documentation



2. How do we do it?


This can be done by an official and rather sophisticated Construction Completion Management Tool or, for smaller project, with a simple Spreadsheet.


Construction Completion Management Tool

A computerised system including a structure for tracking testing, commissioning and start-up activities on a multi-discipline level. It uses "Records", also know as QVD"s (Quality Verification Documents for Status PER TAGGED ITEM..

The tool applies a database to include all relevant engineering information for TAGGED items to be mechanically completed and commissioned. When set-up correctly The Construction Completion Management Tool delivers a fully certified and documented operational plant.


A small introduction of the Purpose Of "Hexagon" Software

https://hexagonppm.com

An example of Document integration into the Completion Management Tool - "Co-console"

https://www.lucy-ims.com


3. How do we track it?


First of all we use the Engineering lists.


3.1 SPECIFIC DOCUMENTATION

  • These Engineering lists contain ALL the Tagged items within a project. Tag-numbers are unique identifiers for items which can be used for tracking the relevant data needed for it. In a more or less altered form these lists are uploaded into the CMT.

  • For each tagged item we track the "status" of Construction.

  • We do that using set of "Records" or "QVD's", Quality Verification Documents, and combine them in an Installation Package or "Testpack".

Based on the signatures on the Sheet, we know exactly what has been done and what still needs to be done to get the item MC, Mechanical Complete

(= Everything Signed and Verified)


This status is recorded in a tracking list or Database during defined stages of the Testpack., after we checked the Testpacks for Quality

Often, for easier traceability test packs are color coded on larger projects BY DISCIPLINE.

Example:


3.2 GENERAL CONTRACTOR DOCUMENTATION

In the Testpacks, People sign off that they checked and verified specific items.

In the General documentation we Back-up that we were allowed to verify that.

For Example:

  • SPECIFIC (piping) Testpack is signed for Hydro-testing.

  • GENERAL Documentation records the "testing record procedures", Testing equipment Certification, Testing equipment operator qualification etcetera.

For Example:

  • SPECIFIC (piping) Fabrication pack is signed for Fabrication / Welding of the Isometric.

  • GENERAL Documentation records Welding procedures, welding equipment Certification, Welder qualification Certificates

WHY?

One Welder might have welded 500 Isometric Welds. To prevent making 500 copies for each Fabrication Pack, we refer per Iso on a "Welding Record" to a Welder Number which is documented in a separate (General) Book.

  • By comparing the Weld Record in the Fabrication pack with the Welder record when can prove that he had a valid certificate for that specific type of weld.

  • By comparing the Film number for the Weld examination in the Fabrication Pack with the Film in the General File we can prove a Valid Weld approval.


3.3 VENDOR DOCUMENTATION

For Example:

- SPECIFIC (Instrument) Testpack (By TAG) is signed for Functional testing.

- GENERAL Documentation (By Vendor) shows Instrument Calibration,ATEX Certification,

CE Conformity by TYPE)



4. How do we hand it over?


A spreadsheet or a database allows us to record everything and connect everything.

- We supply Hardcopy Documents (Originals for Retention)

- We supply Softcopy Documents (For easy and Quick reference)


During Construction we File the documents in Ordners for easy reference.

These books get a number and are registered to the shelves where they are located.

Wenn we handover the documentation the books get boxed up and the Shelve number becomes a box number for handover. This makes sure we can at any time tell everyone exactly where to find each document!


















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