Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
400.001
ISSUING ORG. *TECHNICAL SERVICES ISSUE DATE REPLACES

08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES APPROVAL PAGE NUMBER
Page 1 of 13

CONTENT:

**This General Instruction prescribes the roles, responsibilities and interfaces between the Inspection Department
(ID) and Project Management (PM) for project quality planning and management for all projects where PM is
the construction agency.

*This General Instruction contains the following information:

1. Purpose
2. Applicability
3. Abbreviations
4. References
5. Definitions
6. Planning & Execution of Project Quality
7. Responsibilities
8. Project Status Reporting
9. Approval Authority

**Attachment 1: Matrix for Preparing Saudi Aramco Project Quality Plans

**1.0 Purpose:
This General Instruction shall be used by personnel from the Inspection Department and Project
Management to ensure quality during all phases of Projects. It also defines the roles and responsibilities of
the individuals involved in planning, coordination and execution of quality activities of a project.

This GI supports the Technical Services commitment to provide facilities that are designed, procured and
built in accordance with Mandatory Saudi Aramco Engineering Requirements (MSAERs), Project
Specifications and Contract requirements. The guiding principles of this GI are that Project Management
is responsible for project quality, and that Inspection Department personnel fulfill a key support role as a
member of the project team for all projects where PM is the construction agency.
**2.0 Applicability:

This General Instruction is applicable to all projects managed by Project Management Department.
Specific quality management roles for all sizes and types will be addressed through the Saudi Aramco
Project Quality Plan (see sec. 7)

Note: Mid and Short form contracts that are not the part of the main project are excluded.

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
400.001
ISSUING ORG. *TECHNICAL SERVICES ISSUE DATE REPLACES

08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES
APPROVAL PAGE NUMBER
Page 2 of 13

**3.0 Abbreviations:
ID Inspection Department
IK In Kingdom
LSPB Lump Sum Procure Build
LSTK Lump Sum Turnkey
MSAERs Mandatory Saudi Aramco Engineering Requirements
NCR Non-Conformance Report
OOK Out of Kingdom
PID Project Inspection Division
PM Project Management
PQI Project Quality Index
PQM Project Quality Manager
PQP Project Quality Plan
QA/QC Quality Assurance/Quality Control
SAIR Saudi Aramco Inspection Representative
VID Vendor Inspection Division

**4.0 References:
References shall be the latest issued revision or edition.
Saudi Aramco Standard Contracts (LSTK, LSPB & Construction Repair)
Schedule Q “Quality Requirements”

Saudi Aramco Engineering Procedures:

SAEP-14 "Project Proposal"
SAEP-1150 "Inspection Coverage On Projects"
SAEP-1151 "Inspection Requirements Contractor Procured Materials and Equipment"
SAEP-381 "Project Quality Issues Escalation Process"
SAEP-379 "Quality Issues Notification"
SAEP-380 "Equipment Deficiency Report"
SAEP-12 "Project Execution Plan"
SAEP-1154 "Guidelines for Contractor's Quality Plan"
SAEP-303 "Engineering reviews of Project proposal & detail design documentation"
Saudi Aramco Inspection Procedures:
00-SAIP-13 "Project Quality Assessments"
Saudi Aramco Work Instructions:
7.0-WI-02-PID "PID and Inspection agencies coverage on projects"
Saudi Aramco General Instructions:
G.I.2.710 "Mechanical Completion And Performance Acceptance Of Facilities"

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
400.001
ISSUING ORG. *TECHNICAL SERVICES ISSUE DATE REPLACES

08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES APPROVAL PAGE NUMBER
Page 3 of 13

**5.0 Definitions

Project Quality Manager (PQM): The senior Inspection Representative responsible for coordinating all
inspection requirements on behalf of the Inspection Department with PM throughout all project phases
(Project Proposal through Mechanical Completion.)

Project Management Representative: Individual designated by PM to interface with the associated

Inspection Representative or PQM.

Inspection Representative: A Vendor or Project Inspection Representative who reports to the PQM as
determined by the quality plan.

Saudi Aramco Project Quality Plan: (PQP) refers to the master Project Quality Plan that addresses PM
and ID interactions, in contrast to Contractor’s PQP.

Functional Reporting: For the purpose of this document, functional reporting relates to reporting quality
issues to PM. Inspection Representative or PQM functionally reports to the Project Management
Representative by reporting all quality issues, concerns and violations.

(Project Quality Index) PQI: Monthly measure of contractor’s compliance to project quality
requirements and approved quality plan.

6.0 Planning and Execution of Project Quality

6.1 Saudi Aramco Project Quality Plan

**6.1.1 During Project Proposal, Project Management will prepare Saudi Aramco Project
Quality Plan jointly with the PQM. This plan shall outline the project organization
relating to quality and the relationships between inspection and the project management
team during the various project phases. It shall also ensure that all quality requirements
are contained in the Contract and cover any exceptional quality requirements. When
construction contracts are prepared during detailed design, preparation of the Project
Quality plan sections pertinent to contracts may be completed during detailed design.

6.1.2 The Project Quality Plan shall be signed by both the most senior Project Management
Representative assigned to the project and the PQM. The Project Quality Plan may be
revised and updated as the project evolves, and shall be re-approved for any major
changes.

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER Approved

GENERAL INSTRUCTION MANUAL
400.001
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08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES APPROVAL PAGE NUMBER
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6.1.3 The Project Quality Plan shall generally contain, but not be limited to, the following
(Refer to Attachment 1 for specific responsibilities for quality plan preparation):

6.1.3.1 Determine the required manning level and mobilization plan for Saudi
Aramco quality personnel during the various phases of the project.
6.1.3.2 Define the project specific roles and responsibilities for *personnel’s
assigned during all project phases.
**6.1.3.3 Determine the PQM’s and SAPMT’s role in the technical review during the
Project Proposal preparation and in the prequalification of the contractors,
sub- contractors and vendors providing services and materials to the
project, as well as review of contractor technical proposals.
*6.1.3.4 Develop Inspection Levels for equipment and material to be included in
Schedule Q of the contract.
*6.1.3.5 Determine minimum contractor inspection manning levels to be included
in Schedule Q of the contract.
6.1.3.6 Include any special quality requirements to be incorporated in the contract.
6.1.3.7 Outline the quality measurements, such as weld rejection rate, ratio of
contractor NCR’s versus Saudi Aramco etc. to be used by the company
and the contractor as applicable.
*6.1.3.8 Schedule quality assessments per paragraphs 7.2.6 and 7.2.7.
6.1.3.9 Plan to promote and build awareness of the project quality system
requirements within project team through periodic presentations as
required.
**6.1.3.10 Consider formation and use of a Quality Steering Committee consisting
of members from Saudi Aramco, contractor(s) and major sub-
contractor(s), as applicable.

*6.2 Project Execution

This phase will generally include, but not be limited to, the following activities listed in each
phase:

6.2.1 Project Proposal Phase

6. 2.1.1 PM will notify ID of all Project Proposals starts to allow participation in

the kickoff meeting as needed.

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
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08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES
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6.2.1.2 The Inspection Department Manager or his designee assigns a PQM for
all projects. The ID Manager may delegate one PQM to serve multiple
small projects.

6.2.1.3 PQM will be located at the location most effective for the work involved.

**6.2.1.4 PQM will arrange for prequalification inspection visits to contractors or

vendors as outlined in the Saudi Aramco Project Quality Plan.

**6.2.1.5 If equipment is to be procured during the project proposal, PM will submit

to PQM all novated/direct Purchase Order (PO) for review and necessary
action. PM will ensure that all procurement documents contain all
applicable MSAERs, Company’s material specifications and inspection
plans for the main purchase order and its sub-components. PM will ensure
that any deviation from MSAERs are addressed per SAEP-302 and shall
maintain a record / log of all deviations with their approval status, PM will
submit all procurement and inspection document for PQM review prior to
PO placement, PQM will ensure that all procurement documents contain
all appropriate inspection requirements and documentation.

6.2.2 Design and Procurement Phase

6.2.2.1 During this Phase, the Inspection Team will normally consist of the PQM
and the Vendor Inspection Representative(s).

**6.2.2.2 For projects with contractor procurement activities (LSTK or LSPB), the
PQM will request an Inspection Representative from Vendor Inspection
Division to cover the design and procurement inspection activities. If the
VID representative is assigned full time on OOK project, he will report
functionally to the PQM but administratively to the PM. In case the
assignment is not full time, he will report functionally to the PQM but
administratively he will be reporting to VID.

**6.2.2.3 Projects with more than one major contractor will require a Vendor
Inspection Representative in each design office or as determined by Saudi
Aramco Project Quality Plan. To coordinate all the Design and
Procurement inspection activities, the PQM will request SAIR to be
assigned at the design offices.

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
400.001
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08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES
APPROVAL PAGE NUMBER
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*6.2.2.4 On LSTK and LSPB contracts, PQM or his representative will review
and approve the quality plans, quality procedures and Inspection and Test
Plans (ITP’s) prepared by the contractor in accordance with Schedule Q
to determine if the contractor’s commitment, organization, quality
system, personnel and processes are adequate to achieve contractual and
project requirements.

6.2.2.5 The PQM or his representative(s) will participate in the project design
reviews as determined by the Quality Plan.

6.2.2.6 The Inspection Representative(s) will work with the Project Management
Representative(s) to identify vendor inspection requirements, arrange for
required vendor inspection coverage, ensure appropriate contractor
QA/QC coverage, and conduct spot vendor inspections.

6.2.2.7 The Inspection Representative(s) will document any violation to the

Contract requirements to the Project Management Representative, with a
copy to the PQM. He will initiate NCR’s as required and forward them to
the Project Management Representative for issuance to the contractor.

6.2.2.8 The Inspection Representative(s) will keep the PM Representative

informed of all relevant QA/QC activities including potential NCRs.

6.2.3 Construction and Pre-commissioning Phases

*6.2.3.1 During this phase the inspection team will normally consist of PQM and
project inspection team. Vendor Inspection Representatives will move to
the respective construction sites and continue their procurement phase
inspection activities.

*6.2.3.2 PQM or his representative will review and approve the Quality Plans,
QA/QC Procedures and Inspection and Test Plans (ITP’s) prepared by
contractors in accordance with Schedule Q to determine if the contractors’
commitment, organization, quality system, personnel and processes are
adequate to achieve contractual and project requirements.

*6.2.3.3 The Inspection Representative(s) will monitor the contractor’s inspection

effort and conduct sufficient on site quality assessments in all disciplines
to assure that the contractor is effectively implementing their approved
quality plans, and report discrepancies to the Project Management
Representative.

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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
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ISSUING ORG. *TECHNICAL SERVICES
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6.2.3.4 The Inspection Representative(s) will maintain inspection logs and initiate
NCR’s as needed for transmittal to the Contractor by PM.

**6.2.3.5 During Pre-commissioning, PQM will provide sufficient inspection

personnel to assist the Project Management Representative to ensure that
all exception items are identified and effectively resolved. Quality
requirements for all installations are performed as per Manufacturer's
recommendation.

6.2.3.6 The Inspection Representative(s) will keep the Project Management

Representative informed of all relevant QA/QC activities including
potential NCRs.

6.3 Conflict Resolution

6.3.1 The Inspection Representative and Project Engineer will make every effort to resolve
conflicts through the Project Quality Manager and Project Management
Representative, respectively. Technical disputes should be discussed with the
appropriate Standard Committee Chairman.

**6.3.2 Unresolved quality issue shall comply with SAEP-381

7.0 Responsibilities:
7.1 The Project Management Department Manager shall:

7.1.1 Provide the leadership, management systems, and resources required to effectively
design, procure, construct and mechanically complete the projects.

7.1.2 Set project quality objectives and provide means to achieve them.

7.1.3 Provide onsite PM supervision to ensure that the Contractor adheres to all procedures
and standards and that the built facilities meet the Mandatory Saudi Aramco
Engineering Requirements (MSAERs), Project Specifications and Contract
requirements.

**7.1.4 Provide guidance and support to the Project Manager and PQM as needed to assure
project quality goals are met.

7.1.5 Review project QA/QC programs and performance to ensure effective implementation
of corporate objectives.

7.1.6 Review project QA/QC results, and make appropriate policy adjustments to achieve
the desired results.
7.1.7 Interface with Inspection Department Manager.
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SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
400.001
ISSUE DATE REPLACES
ISSUING ORG. *TECHNICAL SERVICES
08/31/2015 02/16/2005
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7.2 The Inspection Department Manager shall:

7.2.1 Assure that an effective quality management system is in place, so that facilities are
designed, procured and constructed according to Saudi Aramco specified
requirements.

*7.2.2 Participate actively in the development of effective quality systems, and monitor
capital program execution to ensure the project meets specified quality requirements.

7.2.3 Provide the resources required to effectively support and assess quality systems
throughout all phases of projects: project proposal, design, procurement, construction
and pre-commissioning. In addition, Inspection Department will provide inspection in
sufficient quality, quantity and detail to ensure, through Project Management, that the
Contractor effectively and efficiently enforces the Mandatory Saudi Aramco
Engineering Requirements (MSAERs), Project Specifications and Contract
requirements.

7.2.4 Assign the Project Quality Manager.

7.2.5 Ensure development and maintenance of quality performance indices to assess the
status of projects.

*7.2.6 Ensure Quality Assessments are performed as per 00-SAIP-13 for contractor
compliance to specified quality requirements.

7.2.7 Assign an individual or a team to conduct periodic assessments of overall project

quality. The objective of these assessments is to evaluate the effectiveness of the
Saudi Aramco Project Quality Plan and compliance with this General Instruction.

7.2.8 Provide feedback to executive management on quality issues as necessary.

7.3 The Project Management Representative shall:

7.3.1 Have responsibility for overall quality during all phases of the project.

**7.3.2 Provide onsite PM supervision to ensure that the Contractor adheres to all Quality
Requirements as mentioned in the contract Schedule "Q" and all contractor's documents
shall be thoroughly reviewed prior to submittal to Inspection and ensure compliance to
the contract Schedule Q, and SAEP-1150 until the Mechanical completion and
performance Acceptance as per G.I.2.710.
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GENERAL INSTRUCTION MANUAL
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**7.3.3 Ensure that a PM member acknowledges all logbook entries with name, initials and
dates (Response time shall be 24 hours or as otherwise detailed in the SA Project Quality
Plan). He will resolve deviations identified by Inspection Representatives with the
contractor and address all open issues in regular PM/contractor meetings.

7.3.4 Ensure with the Inspection Representatives that the contractor(s), sub-contractors and
vendors implement project quality requirements in accordance with the Contract.

**7.3.5 Transmit officially copy of the issued NCR’s prepared by Inspection Representatives to
the contractor for timely resolution.

**7.3.6 Track status of all Company issued Non-conformance Reports, assist identify the root
cause, follow up on the corrective action and assess preventive actions by the contractor
and obt ai ns t he Inspection Representative’s concurrence prior to closeout of Non-
conformance Reports.

**7.3.7 Ensure that waivers are processed in accordance to SAEP-302, Instruction for
obtaining a Waiver of Mandatory Saudi Aramco Engineering Requirement.

**7.3.8 Ensure that schedule Q is reviewed by PQM prior to contract bidding.

**7.3.9 Have the proper level of authorities to process quality notifications in SAP
system.

**7.3.10 Provide all the required supports to ID manning for the various phases of the
project like offices, computers and other utilities as determined by PQM.

**7.3.11 Ensure that proper means of communication between ID and SAPMT is provided to
document all non-conformances, proactive notifications and general comments etc.
This normally would be a Saudi Aramco Quality Management Software, however in
remote areas where Saudi Aramco Quality Management Software access is not
possible and if approved by the relevant PID Division Head, Hard bound Logbook
may be utilized.

**7.3.12 Ensure that Engineering changes that are deemed necessary at project construction
phase shall undergo design review in accordance with SAEP-12.

7.4 The Project Quality Manager shall:

7.4.1 Interface with Project Management Representative on all inspection matters from the
date assigned through Mechanical Completion and ensure that the project quality
requirements are met.

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
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08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES APPROVAL PAGE NUMBER
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**7.4.2 Coordinate all inspection activities related to the project, till the clearance of Inspection
Department exception item list.

**7.4.3 PQM or his delegate shall attend pre-construction meetings (kick-off meetings).

**7.4.4 PQM/SAIR shall verify appropriate Inspection Levels as per SAEP-1151 para. 6.1

**7.4.5 Ensure preparation of NCRs for issuance to the Contractor through the PM.

**7.4.6 Ensure full compliance to SAEP-381, “Project Quality Issues Escalation Process”.

7.4.7 Initiate focused assessments of specific work elements to ensure that the Project
quality activities and processes are effective, e.g. welding and gasket
verification.

**7.4.8 Along with PM, PQM shall monitor and maintain the established PQI.

**7.4.9 Arrange the assignment of Inspection Representative and/or S A I R to cover the

design and procurement inspection activities.

7.4.10 Responsible to resolve and make decision for any disagreement in PQI and to submit
the final PQI to the ID PQI coordinator.

**7.4.11 Ensure implementation of Saudi Aramco Quality Management Software (also known as
electronic Inspection Logbook) and/or the use of hard bound logbook to communicate
observations and RFIs.

8.0 Project Status Reporting:

**8.1 Both the Project Management Representative and the Inspection Representative(s) are committed
to implement the Saudi Aramco Project Quality Plan. The Inspection Representative(s) shall
provide Quality Status Reports as required by Saudi Aramco Project Quality Plan to the Project
Management Representative and PQM. These reports shall highlight deviations from the contract,
MSAERs, Project Specifications or Contractors’ Quality Plans. The PQM through the ID
Manager will also report specific areas of concern to Proponent, PM and ES Executive
Management in accordance with SAEP-1150.

**8.2 Both Project Management Representative and the Inspection Representative(s) are committed to
implement SAEP-381 (Project Quality Issues Escalation Process). This Procedure establishes
instructions for escalation of unresolved quality issues in Saudi Aramco projects including
delinquent quality concern notifications.

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER Approved

GENERAL INSTRUCTION MANUAL
400.001
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08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES
APPROVAL PAGE NUMBER
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9.0 Approval Authority:

**Recommended by:

Inspection Department Manager

Concurred By:

Vice President, Engineering Services

Vice President, Project Management

*Approved By:

Service Line Head, Technical Services

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 Saudi Aramco 7180 (2/2002)

SAUDI ARABIAN OIL COMPANY (Saudi Aramco) G. I. NUMBER

GENERAL INSTRUCTION MANUAL
400.001
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08/31/2015 02/16/2005
SUBJECT: QUALITY MANAGEMENT ROLES & RESPONSIBILITIES
APPROVAL PAGE NUMBER
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ATTACHMENT 1

Matrix for Preparing Saudi Aramco Project Quality Plan

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 Saudi Aramco 7180 (2/2002)

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GENERAL INSTRUCTION MANUAL
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APPROVAL PAGE NUMBER
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