PROCEDURE NUMBER

PMP2-07-2


TITLE


INSPECTION SURVEILLANCE

AND REPORTING




Copy ________

Controlled

Uncontrolled



1.0 PURPOSE

The purpose of this procedure is to describe the protocols for performing and reporting surveillance inspection activities.

2.0 SCOPE

This procedure applies to all inspection activities and reports generated by QA Management Services' personnel where requirements have not otherwise been specified by the client. Variations to this procedure, where specified, will be included in job specific briefs.

3.0 REFERENCES

PMP2-07-01 Consultancy Assignments.

PMP2-07-10 Preparation of "Briefs" for the Provision of Services.

4.0 DEFINITIONS

4.1 Inspection Report
A document describing in detail all those observations or measurements recorded during an assignment at a place of supply or manufacture.

4.2 Delivery Terminology (Incoterms)
FOB Free On Board
FAS Free Alongside Ship
EXW Ex Works.

5.0 PROCEDURE DETAILS

5.1 Inspection Surveillance

5.1.1 Initiating Surveillance
Inspection activities shall be performed as outlined in the "Inspection Brief" and/or the vendor's Inspection and Test Plan as appropriate. On receipt of any new inspection assignment, the inspector shall acknowledge receipt to the Q.A. Management Services co-ordinating officer by fax or E-mail immediately. The inspector shall then make telephone contact with the vendor to establish a time and date for the first site visit.

5.1.2 Pre-Inspection Meeting
If required in the brief a Pre-Inspection Meeting shall be convened and chaired by the inspector. The following agenda shall be used:

- Introductions
- Review workscope
- Key personnel/contacts
- Lines of communication
- Resource requirements
- Designs/drawings
- Non conformance reporting
- Sub-contractors
- Traceability requirements
- Free issue materials
- Review ITP requirements
- Document deliverables
- MDR compilation.

The inspector shall prepare minutes and issue within 48 hours of the meeting, or as defined in the Brief.

5.2. Surveillance Tasks
In addition to ITP requirements, the inspector should be cognisant of the following activities on each visit to the vendor's premises.

5.2.1 Document/Drawing Management
All project drawings and specifications shall be controlled such that only the pertinent version or revision is available at the required locations. The inspector shall check registers to ensure original and amendments to such documents have been distributed to the appropriate personnel and that the current version of any drawing/document is being used e.g. manufacture is being carried out using the current version of a drawing.

5.2.2 Sub-Contractors
Any portion of the works that is to be sub-contracted must be highlighted on reports. The client may wish for surveillance activities to extend to sub-contractors. The inspector should enquire as to what level of surveillance and control the vendor intends to impose on his subcontractors. Also, the inspector should review the selection process, e.g. are sub-contracts purely awarded on the basis of lowest price or is a detailed prequalification exercise undertaken?
5.2.3 Manufacture/Fabrication Control
Inspectors must be aware that our role is usually to represent the client (second party) or as an independent third party surveillance body. The vendor has a responsibility to perform all front-line QC activities and we are to ensure that this is carried out effectively. Our monitoring of the manufacturing process should not be restricted to (for example) viewing welding or performing dimensional checks. We should satisfy ourselves that the vendor's system imposes adequate controls from receipt of an order through to order processing and the whole manufacturing process including packaging, preservation and despatch. ITP's (or equivalent documents) should be used by the vendor as a means to ensure that progress does not proceed to the next stage of manufacture until the relevant inspections and tests have been performed.

5.2.4 Welding/Welder Surveillance
All welding will normally be required to comply with a client nominated code. For coded welding a welding procedure specification will need to be proposed for client approval, which in many cases will require a review from our nominated inspector. On approval of the WPS, the procedure will require qualification (if not previously qualified) and the qualification records (WPQR) will require our review and possible endorsement. Only welders qualified to weld to the essential parameters of the WPS shall be used for the work. The inspector shall review welder records and ensure that some form of identification system is used to each welder engaged on the project.
Welding itself shall be monitored for compliance to code requirements. Where specified in the ITP, weld profiles and fit ups shall be approved by the inspector prior to commencement of welding. The inspector shall ensure that weld traceability data is recorded in 'real time' onto daily welding reports, for subsequent transposition onto MDR records. Completed welding should be, at least, visually examined for non-surface breaking defects, undercut, stop/start cracks and completeness. Special attention should be taken to ensure complete welding is done when specified (not stitched).

5.2.5 Inspection Measuring and Test Equipment
Requirements for calibration of test equipment and the required level of accuracy will normally be nominated by the client and/or applicable code. As a guide, the following equipment will normally require some form of calibration records:
- Tong Testers
- Thermometers
- NDT Equipment
- Hardness Testers
- Mechanical Test Equipment
- Pressure Gauges (for hydro tests)
- Paint Thickness Gauges
- Welding Machines.
- Linear Measuring Equipment (e.g. vernier, micrometers, etc.)
On commencement of any new assignment, the nominated inspector shall satisfy himself that the vendor adequately manages the accuracy, storage and relevant environmental conditions of all inspection, measuring and test equipment. In the case of hydrostatic tests, a copy of the relevant calibration certificate shall be appended to our report. All calibration certificates issued within Australia should ideally be NATA endorsed or clearly demonstrate traceability to national standards.

As an absolute minimum requirement all interface dimensions and squareness checks must be made to ensure equipment fits into the plant which it is going. The inspector shall only use vendor supplied, certified measuring and test equipment.

5.2.6 NDT Surveillance
Where required by the inspection brief, NDT activities shall be monitored by the inspector. This may involve:

a) Secondary interpretation of radiographs and a review of film quality.

b) Reviews of NDT operator qualifications and experience.

c) Review and endorsement of NDT reports.

d) Review of the NDT sub-contractor's facilities for adequacy of calibration facilities, film storage environments, control of dark room chemicals, etc.
Note: Only inspectors with relevant NDT qualifications should undertake this type of surveillance.

5.2.7 Coatings
Protective coatings and surface preparation shall be monitored for compliance with specified requirements. Such requirements will normally be found in the client's painting specification, or as a minimum, provided by the paint manufacturer on data sheets.
Blast profiles and finish shall be witnessed when specified in the ITP, prior to commencement of painting. Subsequent dry film thickness tests and adhesion tests shall also be performed to the level specified in the brief. The inspector shall satisfy himself that the vendor maintains adequate 'real time' records of blast profiles, environmental conditions and all required inspection data.

5.2.8 Review of Records and Data Books (MDR)
At the beginning of an assignment the inspector shall enquire as to the vendor's standard procedures for progressively compiling and verifying data books or MDR's. Any client specified requirements with regards to:

- MDR index
- Layout/format
- Deliverable records
- Handover

shall be addressed with the vendor and agreed.
Throughout the life of the assignment, the inspector shall peruse the progressive compilation of the MDR/data book to ensure the validity of the data and ongoing maintenance of traceability.

The inspector shall endorse records progressively so as not to create any delays to MDR handover at the end of the project, and also to ensure that any anomalies are detected as early as possible.

In general, inspection release certificates shall not be issued until the MDR has been completely reviewed and signed off by the inspector.

5.3 Reporting
Following each visit to the works the inspector shall report the findings, unless instructed otherwise in the brief, on QA Management Services Inspection Report Form PM2-07-1F, using the following headings.

Inspection reporting performed by QA Management Services may also involve expediting and reports are thus a combination of inspection/expediting. Client provided or other approved forms may be used for such reports and all headings are completed as necessary which may include information other than that identified in 5.3.1. below.

5.3.1 Form Headers

REPORT NO.: Each report shall be prefixed by the QA Management Services job number followed by the individual report commencing at ;1, e.g. 62/1, 62/2 etc.

CLIENT: Usually the end user of material or equipment and the issuer of the Purchase Order. (Could be a Project Manager).

CONTRACTOR: Company identified in the Purchase Order to supply materials equipment or services (i.e. the vendor).

PURCHASE ORDER: Order number of Client Order onto Vendor.

SUB-CONTRACTOR/SUPPLIER: Name of organisation carrying out the work described in the inspection report, if different from the Vendor.

SUB-ORDER NO.: Sub-order identification from Vendor onto the Sub-Contractor.

MATERIAL/EQUIPMENT: Material, equipment of service identified in the prime purchase Order.

ORDER DELIVERY DATE: The Order delivery date as required in the purchase Order from the Client to the Vendor.

EXPECTED DELIVERY DATE: The date in the opinion of the inspector when material or equipment is to be released from the works.
Note: The inspector should be careful to identify whether material or equipment is FOB, FIS or ex works.
INSPECTION STAGE: The inspector shall nominated the stage in production to which the report refers in accordance with any Inspection and Test Plans or Inspection Brief.

Examples are Hydrostatic testing, performance testing, surveillance etc.

Examples are Satisfactory, Non-Conforming, Program delay.
5.3.2 Narrative Report
All reports are to be prepared using the following headings.

1.0 Summary
A brief summary of the inspection status and program should precede the report. This should include the date of the inspection.

2.0 References
Term of reference upon which the inspection has been gauged or judged.

The reference should be a drawing, code, standard, specification or 'Brief' requirement.

3.0 Material/Equipment
The identity of the material or equipment being inspected.
4.0 Test/Inspection
A statement regarding the type of test or inspection including the inspection and test equipment being used and confirmation that calibration status was checked and confirmed as accurate.

5.0 Details
This section fully describes the work carried out by the inspector and the methods of confirming acceptability by the Vendor/Sub-contractor.

6.0 Results
Describes the results and detail and attachments to the report which confirm the results.

7.0 Conclusion/Recommendation
An optional part of the report for the inspector to give an opinion on the work, methods of improvement etc.

8.0 Attachments
Lists any attached records.

6.0 DOCUMENTATION

Typical completed Inspection Report


INSPECTION REPORT

Client:

Project:

Order No:
Sub-Order No:

Contractor:

Subcontractor/Supplier:

Material/Equipment:

Order Delivery Date:
Expected Delivery Date:

Inspection Stage:






REPORT: