Inspection Procedure

00-SAIP-77 31 May, 2004

Technical Alert Implementation
and Tracking Program
Document Responsibility: Inspection Department

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Applicable Documents.................................... 2
3 Definitions....................................................... 2
4 Responsibilities.............................................. 2
5 Instructions..................................................... 3
6 Suggested Electronic System Requirements. 3

Attachment I – Technical Alerts Flowchart........... 4

Attachment II – Tracking System Data Fields...... 5

Previous Issue: New Next Planned Update: 1 June, 2009

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Primary contact: Nasser M. Balhareth on 874-5018
Document Responsibility: Inspection Department 00-SAIP-77
Issue Date: 31 May, 2004 Technical Alert Implementation
Next Planned Update: 1 June, 2009 and Tracking Program

1 Scope

This SAIP provides guidelines for inspection personnel on their specific involvement in
the review, applicability, and implementation tracking of company Technical Alerts
issued by Engineering Services and posted on the DeskTop Standards.

2 Applicable Documents

The following reference documents have been used during the compilation of this
procedure.
DeskTop Standards General Information about Technical Alerts
Technical Alerts Engineering Services Technical Alerts

3 Definitions

Technical Alerts: Are brief items of immediate interest to Operations, Maintenance,

Loss Prevention, Security, Engineering, and Project Management organizations
throughout Saudi Aramco. Technical Alerts are written and issued to quickly
communicate items of technical importance throughout the company. Contact
Standards Coordination on 874-7375 for instructions to add a new Technical Alert to
DeskTop Standards.

4 Responsibilities

4.1 The assigned individual to coordinate Technical Alerts shall determine if a

Technical Alert requires any involvement from its Inspection Units. If
inspection involvement is required, the Technical Alert shall be assigned to the
respective Inspection Unit Supervisor for his required action(s).

4.2 Each Inspection Unit Supervisor is responsible to establish a system in

accordance with this SAIP to log and track all Technical Alerts from receipt to
closure if such system does not exist.

4.3 Each Inspection Unit Supervisor is responsible for issuing periodic updates to
the established system at an interval not to exceed 3-months and communicating
this update to the assigned individual to coordinate Technical alerts.

4.4 If no individual is assigned to coordinate Technical Alerts within an

organization, the Inspection Supervisor shall discuss within his organization to
obtain approval for the Inspection Supervisor to assume such a role.

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Document Responsibility: Inspection Department 00-SAIP-77
Issue Date: 31 May, 2004 Technical Alert Implementation
Next Planned Update: 1 June, 2009 and Tracking Program

4.5 The Inspection Engineering Unit/OID/ID, Dhahran, shall assess any Technical
Alerts tracking system established by the inspection units during PIU
Assessments for Compliance with this SAIP.

5 Instructions

5.1 The assigned Technical Alerts Coordinator reviews and screens existing
Technical Alerts on the DeskTop Standards and any new Technical Alerts and
updates the tracking system. The flowchart depicting the tracking system
business workflow and responsibilities is shown in Attachment I.

5.2 The assigned Technical Alerts Coordinator establishes a tracking system to deal
with Technical Alerts. If the Technical Alerts Coordinator is part of an
Inspection Unit then the tracking system should comply with the requirements
of this SAIP and assessed by the PIU Supervisor annually.

5.3 The PIU Supervisor reviews the Technical Alert for applicability to inspection
responsibility; if not applicable he returns it to the Technical Alerts Coordinator
via the Engineering General Supervisor or Superintendent and updates the
tracking system to document such action.

5.4 For applicable Technical Alerts, the PIU supervisor shall assign the necessary
inspection resources to complete the activity until satisfactory closure.

5.5 At a frequency not to exceed 3-months, the PIU Supervisor shall review the
updates to the tracking system to ensure the updates reflect the actual status of
the task until its final closure for all facilities under his responsibility.

6 Suggested Electronic System Requirements

Attachment II provides suggested requirements to assist with establishing an electronic

system for tracking the implementation and documenting action on Technical Alerts.

Revision Summary
31 May 2004 New Saudi Aramco Inspection Procedure.

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Document Responsibility: Inspection Department 00-SAIP-77
Issue Date: 31 May, 2004 Technical Alert Implementation
Next Planned Update: 1 June, 2009 and Tracking Program

Attachment I – Technical Alerts Flowchart

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Document Responsibility: Inspection Department 00-SAIP-77
Issue Date: 31 May, 2004 Technical Alert Implementation
Next Planned Update: 1 June, 2009 and Tracking Program

Attachment II – Tracking System Data Fields

1 The Technical Alerts Tracking system that is established should have the
following attributes:
1.1 Be able to uniquely identify.
1.2 Business Line.
1.3 Department.
1.4 Division.
1.5 Unit.

2 Be able to identify the Technical Alerts Coordinator:

2.1 Full Name.
2.2 Job Title.
2.3 Address.
2.4 Organization.
2.5 Phone Number.

3 Have unique data fields to identify each individual Technical Alert:

3.1 Reference Number.
3.2 Alert Date.
3.3 Alert Type.
3.4 Alert Description.

4 Have unique data fields so that for each individual Technical Alert, an
inspection task can be assigned to:
4.1 Specifically named organizational groups or units.
4.2 Facility number per drafting manual identification (Optional).
4.3 Automatically record the initiator.
4.4 Automatically record the date of issue.
4.5 Automatically record the task receiver name and job title.

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Document Responsibility: Inspection Department 00-SAIP-77
Issue Date: 31 May, 2004 Technical Alert Implementation
Next Planned Update: 1 June, 2009 and Tracking Program

5 The Task Receiver should have available data fields in the system to be able to
provide for each Technical Alert inspection task:
5.1 An Estimated Time of Completion (ETC) for the task.
5.2 Task Update Status.
5.3 Automatically record the last Task Update Date.
5.4 A description data field to record the activities performed on that task
update date.

6 The system shall be capable of recording to history each inspection task update
so that every update is uniquely traceable within the overall summary for that
specific Technical Alert.

7 The system shall use the following to record the actual status of each Technical
Alert:
7.1 Closed.
7.2 Not Applicable.
7.3 Awaiting Action.
7.4 In Progress.
7.5 Cancelled.
7.6 Withdrawn.

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