Engineering Procedure

SAEP-381
Project Quality Issues Escalation Process

28 January 2012

Document Responsibility: Inspection Engineering Standards Committee

Saudi Aramco DeskTop Standards

Table of Contents
1

Scope............................................................... 2

Purpose............................................................ 2

Conflicts and Deviations................................... 2

Applicable Documents...................................... 3

Definitions......................................................... 3

Instructions....................................................... 4

Responsibilities................................................ 9

Technical Support... 10

Appendix A Quality Issues Reporting

Process................................. 11
Appendix B Contractors Internal NCR.............. 12
Appendix C Quality Issues Escalation Matrix. 13
Appendix D Table of Responsibilities
for Quality Issue Notification................ 16
Appendix E Definition of Violation Categories 17
Appendix F Index............................................... 18

Previous Issue: New

Next Planned Update: 28 January 2017

Page 1 of 18

Primary contact: Kakpovbia, Anthony Eyankwiere on 966-3-8801772

CopyrightSaudi Aramco 2012. All rights reserved.

Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Scope
1.1

This Procedure establishes instructions for escalation of unresolved quality

issues in Saudi Aramco projects including delinquent quality concern
notifications.

1.2

This SAEP does not apply to:

escalation of non-conformities identified by Operation Inspection Division
(OID) during assessments of Operation Inspection Units (OIUs) in operating
facilities.

deficiencies noted during internal assessments by the Inspection Department.

deficiencies noted during Health Checks conducted by APMID for Asset

Performance Management (APM).

Purpose
2.1

2.2

The purpose of this SAEP is to:

2.1.1

Implement a consistent method for escalating quality issues including

Logbook Entries (LBEs), Non-Conformance Reports (NCR),
Worksheets (WS) and Delinquent Worksheets (DWS), as defined in
Appendix A, Quality Issues Reporting Process.

2.1.2

Clearly define the corporate process for project quality issue escalation
including its documentation, requirements, definition of violation
categories, systems and procedures.

2.1.3

Ensure roles and responsibilities for project quality issue escalation are
well defined and auditable.

The intent of quality issue notification is to report and record quality or technical
deficiencies, determine the root cause of the problem, record the actions taken to
correct non-conformities, avoid re-ocurrence and enhance overall project quality.

Conflicts and Deviations

3.1

Any conflicts between this standard and other applicable Mandatory Saudi
Aramco Engineering Requirement (MSAER) shall be resolved in writing by
the Company through the Manager, Inspection Department of Saudi Aramco,
Dhahran.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

3.2

Direct all requests to deviate from this standard in writing to the Manager,
Inspection Department of Saudi Aramco, Dhahran according to the internal
company procedure SAEP-302, Instructions for Obtaining a Waiver of a
Mandatory Saudi Aramco Engineering Requirement.

Applicable Documents
The applicable requirements in the latest edition of the following Saudi Aramco
Engineering Procedures, Schedule Q and General Instructions (GIs) shall be
considered an integral part of this procedure.
Saudi Aramco Engineering Procedures
SAEP-301

Instruction for Establishing and Maintaining Saudi

Aramco Engineering Requirements

SAEP-302

Instructions for Obtaining a Waiver of a Mandatory

Saudi Aramco Engineering Requirement

SAEP-379

Nonconfomance Reports

SAEP-1150

Inspection Coverage on Projects

Saudi Aramco Engineering Standard

SAES-B-068

Fireproofing for Plants

Saudi Aramco Inspection Requirement

SAER-1972
Contract Schedule Q

Saudi Aramco Materials Inspection and Testing

Quality Requirements

Saudi Aramco General Instruction

GI-0400.001

Quality Management Roles and Reponsibilities

GI-0002.710

Mechanical Completion and Performance

Acceptance of Facilities

Definitions
ACD: Agreed Completion Date
APM: Asset Performance Management
APMID: Asset Performance Management Integration Division
DWS: DELINQUENT WORKSHEET - Mechanism to escalate unresolved Worksheets.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

CQP: Contractor Quality Personnel

CQR: Contractor Quality Representative
INCR: Internal Non Conformance Report (Issued by Contractor)
LBE: Logbook Entries (First level of reporting quality deficiency using Manual
Logbook or the Quality Management Information System, QMIS).
MCC: Mechanical Completion Certificate
MPCS: Mechanical Performance and Close- out System
Non-Conformities Escalation: A structured mechanism to progressively escalate
problematic, delinquent and pending quality findings to higher management including
Internal Auditing through Inspection Department Manager.
NCR (Q8 Notification): Non Conformance Report (Issued by Saudi Aramco)
Project Quality Manager (PQM): The Senior Inspection Representative responsible
for coordinating all inspection requirements on behalf of Inspection Department with
SAPMT throughout all project phases, from Project Proposal through Mechanical
completion.
QMIS: Quality Management Information System (also known as electronic Inspection
Logbook).
SAPMT: Saudi Aramco Project Management Team.
SAP QM: Systems, Applications and Products in Data Processing-Quality Module.
Worksheet (WS): Mechanism for escalating NCRs unapproved by PMT in the SAP
system within 5 working days of issuance or a mechanism for escalating unresolved
NCRs within the Agreed Completion Date, plus extension period if justified. Based on
Appendix C, Quality Issues Escalation Matrix, a WS can be issued directly without
going through the LBE & NCR stages.
6

Instructions
6.1

Quality Issues Notification

6.1.1

Quality or technical violations shall be reported in a timely manner

through QMIS or SAP QM (LBE or NCR) depending on the identified
violation as categorized in Appendix A, Quality Issues Reporting
Process and Appendix C Quality Issues Escalation Matrix.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

6.2

6.1.2

Potential non conforming materials, products or work shall be

proactively highlighted through the QMIS, to avoid re-work.

6.1.3

Commissioning a facility before all components related to the scope of

the PMCC/MCC is signed or before all YES items are appropriately
converted to No items is a Critical Violation as categorized in
Appendix C Quality Issues Escalation Matrix.

6.1.4

Executing a project which excludes ANY Mandatory Saudi Aramco

Engineering Requirement (MSAER), without securing the required
waiver approved by all applicable management level authority of the
MSAER and an equivalent management level position in the Proponent
organization or non-compliance with SAEP-302, Instructions for
Obtaining a Waiver of a Mandatory Saudi Aramco Engineering
Requirement is a Critical Violation as categorized in Appendix C
Quality Issues Escalation Matrix.

6.1.5

Initiators, approvers and recipients of quality issue notifications shall

be in accordance with Appendix D, Table of Responsibilities for
Quality Issue Notification.

6.1.6

Worksheets and Delinquent Worksheet (DWS) notifications shall be

issued and approved per Appendix D, Table of Responsibilities for
Quality Issue Notification.

6.1.7

Completion Date of Delinquent Worksheet (DWS) shall be assigned by

the issuer/initiator, but shall not exceed ninety (90) days from the
issuance date.

6.1.8

When Delinquent Worksheet (DWS) completion date proposed by

Initiator exceeds 90 days, the Notification shall be escalated to the next
level in Appendix D Table Of Responsibilities for Quality Issue
Notification.

6.1.9

Third Delinquent Worksheet (DWS3) shall be copied to Internal

Auditing for their follow-up action.

Agreed Completion Date (ACD) for LBEs, NCRs and Worksheets

6.2.1

PQM, SAPMT, Senior Project Engineer or lead project engineer and

the Contractor Quality Representative (CQR) are responsible for
determining the Agreed Completion Date (ACD) for LBEs, NCRs and
Worksheets.

6.2.2

When no agreement on the ACD could be reached by PQM, SAPMT

Senior Project Engineer and Contractor Quality Representative:
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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

6.2.3

6.3

The relevant PID Division Head shall make the final decision
for NCRs and Worksheet.

6.2.2.2

PQM shall make the final decision for Agreed Completion

Date (ACD) of Logbook Entries (LBEs).

PQM/Sr. Supervisor may grant one time approval of time extension

prior to escalation as follows:
6.2.3.1

LBE to NCR time extension shall not exceed two (2) months.

6.2.3.2

No time extension is allowed for WS notifications.

Extension to Agreed Completion Date (ACD)

6.3.1

When the ACD is reached for LBE, NCR or WS and the violation is
not yet corrected, but objective evidence is available to prove that the
violation is being rectified, an extension to a new ACD will be
proposed by PMT approver, subject to PID or VID Division Head
Approval.

6.3.2

The objective evidence(s) shall be one of the following and must be

attached to the quality issue notification SAP NCR and SAP WS:

6.3.3

6.4

6.2.2.1

copy of change order to fix a problem,

PO to replace a non-complying material,

Method Statements for Repairing Non-Conforming Work, etc.

submitted by PMT to ID

Exception is for deployment of QC personnel where the ONLY

acceptable action or objective evidence which will result in closure of
the Quality Issue Notification shall be through actual deployment to
the project site.

Handling of Contractors Internal NCR

6.4.1

Saudi Aramco strongly encourage all Contractors to take advantage of

all opportunities to enhance their quality management system
implementation and to fully utilize their internal QA/QC system
towards a high project quality delivery.

6.4.2

Saudi Aramco shall initiate escalation if a Contractor does not act in a

timely manner to correct non compliances or leave issues stagnant.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

6.5

6.6

6.4.3

When the Contractor issues internal NCR, ACD shall also be

established by the PID Field Supervisor, PMT Site Representative, and
Contractors QC Manager.

6.4.4

When no agreement on the ACD could be reached, the PQM will make
the final decision.

6.4.5

When the Contractors QC personnel reports and documents a quality

noncompliance, PID shall follow the work process per Appendix B,
Contractors Internal NCR.

6.4.6

When an Internal NCR has been issued, Saudi Aramco quality issue
notification shall be recorded in QMIS in the General comments
category. The entry shall be closed when the NCR is completed or
when escalated to NCR due to non-compliance with ACD.

Clarifications to the Quality Issues Escalation Matrix

6.5.1

The Quality Issues Escalation Matrix, Appendix C does NOT contain

the complete list of all possible quality non-compliances that may
occur in a project. It is intended to be a guide to differentiate between
critical, major, moderate and minor violations, and the escalation steps.

6.5.2

Violations not listed in Appendix C, Quality Issues Escalation Matrix

will be decided by the PQM, using Appendix E Definition of
Violation Categories of this procedure.

6.5.3

Clearance of item 5 in the Quality Issues Escalation Matrix, Appendix C

shall be based on actual mobilization of the approved Contractor QA
Manager or Contractor QC Manager at the project site and not just
submission or approval of resumes. Absence of an approved, already
mobilized Contractor QA/QC Manager, due to a verified emergency
leave could be exempted by the PQM but shall not be more than seven
(7) calendar days without an approved replacement.

6.5.4

Clearance of item 17 in the Quality Issues Escalation Matrix,

Appendix C shall be based on actual mobilization of the approved
Contractor QC personnel at the project site, and not just submission or
approval of resumes.

Non-Conformities Escalation Process

6.6.1

Logbook Entries (LBEs) shall be made for Minor and Moderate

violations to Mandatory Saudi Aramco Engineering Requirements
(MSAERs) as required in Appendix C, Quality Issues Escalation
Matrix.
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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

6.6.2

Logbook Entries shall be made through the QMIS or Manual logbook.

6.6.3

Minor or Moderate LBEs shall be escalated to NCR if the violation is

not rectified, corrected or either of the following applies:
6.6.3.1

Rectification of the quality issue finding is not completed by

the Contractor on the appointed ACD.

6.6.3.2

Rectification is not acceptable to Inspection Department.

6.6.4

Escalation processes shall be in accordance with Appendix A.

6.6.5

Repeat of any violation will result in the next notification starting at

the next higher level of Violation Category and Notification.

6.6.6

If a repeat violation is not clearly defined as a Repeat Violation, the

PQM/Sr. Supervisor shall make the final decision on classification.

6.6.7

Repeated Internal Non Conformance Report (INCR) or if the same

violation was previously observed by Project Inspection, the issue shall
be escalated to SA NCR as in Appendix B, Contractors Internal
NCR.

6.6.8

NCR shall be escalated to a Worksheet (WS) when either of the

following applies:

6.6.9

6.6.8.1

NCR is not corrected or completed on the ACD.

6.6.8.2

NCR is not completed on approved extension period.

6.6.8.3

Valid NCR issued by Inspection Department is not acted

upon or approved by SAPMT within five (5) working days.

When a Worksheet is issued, whether as a result of Escalation or direct

issuance for violations categorized as CRITICAL in accordance with
the Quality Issues Escalation Matrix, Appendix C, it shall be clearly
specified in SAP Q9 Notification as one of the following:
6.6.9.1

SAPMT Worksheet, resulting from non-approval of a valid

NCR within 5-working days from date of issuance.

6.6.9.2

Contractor Worksheet resulting from non-completion of NCR

at the ACD.

6.6.9.3

Quality violations categorized as CRITICAL.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

6.6.10

The Project Quality Index (PQI) of a Contractor shall not be affected if

a Worksheet associated with its work is issued against PMT.

6.6.11

Worksheet shall be escalated to Delinquent Worksheet if not resolved

on or before the ACD.

6.6.12

At MCC approval stage all open LBEs, NCRs, and Worksheets shall
be transferred to MPCS. Items required for start-up or impacting
safety are to be marked as Yes Items. All other items shall be
designated as No Items.

Responsibilities
7.1

7.2

Project Inspection Division Head

7.1.1

Reviews and makes the final ACD decision for NCRs and Worksheet,
if no agreement could be reached by PQM, SAPMT Senior Project
Engineer and Contractor Quality Representative.

7.1.2

Reviews and approves or rejects PMT request to extend ACD, when

the ACD is reached for LBE, NCR or WS and the violation is not yet
corrected, but objective evidence is available to prove that the violation
is being rectified.

Project Quality Manager, PQM or Senior Inspection Supervisor

7.2.1

Reviews and makes the final decision for Agreed Completion Date
(ACD) of LBEs.

7.2.2

Reviews and may grant one time approval of time extension prior to
escalation of LBE to NCR. Extension shall not exceed two (2) months.

7.2.3

Reviews and makes the final decision on classification of a violation if

a repeat violation is not clearly defined as a Repeat Violation.

7.2.4

Decides cases of violations not listed in Appendix C, Quality Issues

Escalation Matrix, using Appendix E, Definition of Violation
Categories of this procedure.

7.2.5

Performs quality roles and responsibilities defined in this SAEP,

GI-0400.001, Quality Management Roles and Responsibilities and
GI-0002.710, Mechanical Completion and Performance Acceptance of
Facilities.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

7.3

7.4

Project Inspector or Field Supervisor

7.3.1

Highlights potential non-conforming materials, products or work

through the QMIS, to avoid re-work.

7.3.2

Reports in a timely manner any quality or technical violations through

QMIS or SAP QM (LBE or NCR) depending on the committed
violations as categorized in Appendix C, Quality Issues Escalation
Matrix.

SAPMT
7.4.1

Ensures project full compliance with SAEP-302, Instructions for

Obtaining a Waiver of a Mandatory Saudi Aramco Engineering
Requirement.

7.4.2

Approves valid NCR issued by Inspection Department within five (5)

working days.

7.4.3

Performs quality roles and responsibilities defined in this SAEP,

GI-0400.001, Quality Management Roles and Responsibilities and
GI-0002.710, Mechanical Completion and Performance Acceptance of
Facilities.

Technical Support
Members of this SAEPs technical support team listed below are available to assist
users of this document.
Name

Department

LogOn ID / E-mail

Telephone

Rudy C. Albarillo

ID/ PID

albarirc

(3)-880-1496

Humaid Al-Mutairi

ID / IAU

mutahm0c

(3)- 880-1744

Sassan Salour

ID/PID

SALOSX0A

(3)-677-0251

Anthony Kakpovbia

anthony.kakpovbia@aramco.com

(3)-880-1772

28 January 2012

ID

Revision Summary
New Saudi Aramco Engineering Procedure.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Appendix A Quality Issues Reporting Process

Violation or Deficiency
Critical

Major

Issue notification starting

with DWS2

Moderate

Issue Worksheet

Q9 Notification
Issue Worksheet to PMT
Department Manager with
assigned completion date.

No

Minor

Discuss violation and set

completion date with PMT
and contractor

Discuss violation and set

completion date with PMT
and contractor

PMT Approves NCR

within 5 working days?

Initiate LBE @ QMIIS

Yes

Worksheet
Completed
on Set Date?

No

Yes

Issue NCR

No

Escalate NCR to
Worksheet

Meet ACD?

Yes

Close Worksheet
No

Meet ACD?
No

Select Priority
Minor

Issue DWS1
See Appendix D Table of
Responsibilities for Quality
Issue Notification.

Note:

Worksheet / DWS1 to be
closed when final
resolution has been
made.

If project is at PMCC
stage, the open WS /
DWS1 shall be added to
the FEIL as YES item

Moderate

Major

Critical

Issue DWS1
See Appendix D Table of
Responsibilities for Quality
Issue Notification.

No

One Time
Extension Granted?
(max 2 months)

Yes

Yes

No

One Time
Extension Granted?
(max 2 months)

No

Completed on
Extension Time?

Escalate LBE to
NCR

Completed on
Extension Time?

Yes

Yes
Close LBE
No

Completed
on Set Date?

Close NCR

Yes

Issue DWS2
See Appendix D Table of
Responsibilities for Quality
Issue Notification.

Close Worksheet
and DWS
No

Yes

Completed
on Set Date?
Yes

Issue DWS3
See Appendix D Table of
Responsibilities for Quality
Issue Notification.

Note:

Worksheet / DWS3 to be
closed when final
resolution has been
made.

If project is at PMCC
stage, the open WS /
DWS3 shall be added to
the FEIL as YES item

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Appendix B Contractors Internal NCR

Contractors INCR

Moderate or Major
Violation?

No

Yes
Repeat Minor INCR?

Repeat INCR?

No

Yes

No

No Action Required

Initially Record INCR in QMS

as For Info

Yes

PQM may exercise the

one-time extension
option but with a
maximum two months
completion date
No

Close INCR/QMS and

Escalate into SA-NCR

Follow Quality Issue

Reporting Process
(Appendix A)

Completed on ACD?

Yes

Close and Concur

INCR and QMS

Page 12 of 18

Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Appendix C Quality Issues Escalation Matrix

ESCALATION MATRIX
S/N

1.

2.

3.

4.

5.

6.

Sample Violation
Commissioning a facility before
all components related to the
scope of the PMCC/MCC is
signed or before all YES items
appropriately converted to No
items
Executing a project which
excludes ANY MSAERs,
without securing the required
waiver approved by all
applicable management level
authority of the MSAER and an
equivalent management level
position in the Proponent
organization. (Ref: SAEP-302)
Forged Quality Documents
Procurement and/or Installation
of counterfeit materials
classified as inspectable per
SAER-1972.
Note: For non-inspectable
materials PQM decides on the
initial Violation Category
Unavailability of approved
Contractor QA Manager or
Contractor QC Manager
Commencing Special Process
activity as specified in Schedule
Q, without approved
procedures / personnel

7.

Concrete or Asphalt placement

without pre-approval of the
batching plant or mix design

8.

Use of non-approved third party

service providers

9.

Starting work without IFC

Drawings or not submitting
required Quality Documents as
per Schedule Q

10.

Placing RVL / Inspectable

materials and equipment with
unapproved source

11.

Carrying out modification work

on accepted systems
(PROCESS-RELATED) without
SA approval

Recommended
Phase for
Proactive
Notification

Violation
Category

Walkthrough
meetings

Critical

DWS2

DWS3

DBSP stage

Critical

DWS2

DWS3

Job X / Kickoff / Weekly

QC Meetings

Major

Job X / Kickoff / Weekly

QC Meetings

Major

Job X / Kickoff Meetings

Job X / Kickoff / Weekly
QC Meetings
Kick off
Meetings /
Weekly QC
meetings
Kick off
Meetings /
Weekly QC
meetings
Kick off
Meetings /
Weekly QC
meetings
Kick off
Meetings /
Weekly QC
meetings
Kick off
Meetings /
Weekly QC
meetings

1st
Notification

Violations Not Resolved On ACD

Escalation Stages
1st

2nd

3rd

4th

DWS1

DWS2

DWS3

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

Major

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process
ESCALATION MATRIX
S/N

12.

Sample Violation
Preservation and Storage of
equipment and materials
classified as inspectable per
SAER-1972,
not in accordance with the
approved quality plan and
schedule Q
Note: For non-inspectable
materials PQM decides on the
initial Violation Category
Contractors Internal NCR not
resolved at the approved
completion date

13.

14.

Note: One-time extension,

approved by the PQM is
allowed (two months max)
Failure of the Contractor to
control and implement the
quality requirements of its batch
plants, subcontractors and
other service providers as
required per Schedule Q. (e.g.,
Not assigning his own QC
inspectors at the manufacturer
and service provider locations
per schedule Q, and relying
only on the In-House QC)

Recommended
Phase for
Proactive
Notification

Violation
Category

Kick off
Meetings /
Weekly QC
meetings

Moderate

Kick off
Meetings /
Weekly QC
meetings

1st
Notification

Violations Not Resolved On ACD

Escalation Stages
1st

2nd

3rd

4th

DWS1

DWS2

DWS3

Moderate

DWS1

DWS2

DWS3

Kick off
Meetings /
Weekly QC
meetings

Moderate

DWS1

DWS2

DWS3

15.

Contractor failure to conduct

complete quality system audits
per schedule Q requirements.

Kick off
Meetings /
Weekly QC
meetings

Moderate

DWS1

DWS2

DWS3

16.

Contractor failure to conduct

the 6-months Management
Review Meetings and submit
the results/recommendations,
to Saudi Aramco at the
prescribed time.

Kick off
Meetings /
Weekly QC
meetings

Moderate

DWS1

DWS2

DWS3

17.

Insufficient QC Manpower
(Deficiency > 10% of Plan)

Job X / Kickoff Meetings

Moderate

DWS1

DWS2

DWS3

Kick off
Meetings /
Weekly QC
meetings

Moderate

DWS1

DWS2

DWS3

Kick off
Meetings /
Weekly QC
meetings

Minor

DWS1

Job X / Kickoff / Weekly

QC Meetings

Minor

DWS1

18.

19.

20.

Contractor failure to perform /

implement inspection per
approved ITP without adequate
notification or justification
(HOLD POINT activities)
Contractor Failure to perform /
implement inspection per
approved ITP without adequate
notification or justification
(Witness Point activities)
QC Personnel on part time
basis, either routinely
performing non-QC functions or
covering QC jobs in a different
geographical location without
prior approval of the Area Field
Supervisor.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process
ESCALATION MATRIX

Recommended
Phase for
Proactive
Notification

Violation
Category

Insufficient QC Manpower
(Deficiency < 10% of Plan)

Job X / Kickoff Meetings

Minor

Failure to submit or late

submittal of the required
weekly or monthly deliverables
as required by Schedule Q.
Poor or incomplete quality
submittals or documentations

Kick off
Meetings /
Weekly QC
meetings

Minor

S/N

21.

22.

Sample Violation

1st
Notification

Violations Not Resolved On ACD

Escalation Stages
1st

2nd

3rd

DWS1

DWS1

4th

Kick off
Note: PQM has the option to
Meetings /
increase this as a MAJOR
Minor
L
N
W
DWS1
Weekly QC
violation if the submittals are for
meetings
critical activities such as hydro
test package of oil & gas
facilities.
Note: Repeat of Any Violation - Notification starts on the next higher level of Notification. If a repeat violation is not clearly
defined as a REPEAT Violation, the PQM/Sr. Supervisor has the final decision to classify.
23.

Legend:
L = e-Log Book entry
N = Non-Conformance Report (Q8 Notification)
W = Worksheet (Q9 Notification)

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Appendix D Table of Responsibilities for Quality Issue Notification

Responsible

Initiator / Issuer
PQM/Field
Supervisor

Approver
Project Engineer / Sr.
Project Engineer

Recipient /
Addressed To

Interested / Copied
Parties

Project Manager

Department Manager,
PM

Note:
Hard copy of the NCR
shall be transmitted to
the construction
Contractors Quality
Control Manager for
action.

NCR

PQM / ID Sr.
Supervisor

Department
Manager, PM

Department Manager,
ID
Division Head, PID
Project Manager
Proponent Site Rep
General Manager, PM
Department Manager,
ID
Division Head, PID

Worksheet

Sr. Project Manager /

Project Manager
Proponent Dept.
Manager
PQM / ID Sr.
Supervisor

Department Manager,
ID

General Manager,
PM

DWS1

Vice President, PM
Vice President, ES
Chief Engineer

(Initial)

Dept. Managers, PMT,

ID & Proponent
PQM / ID Sr.
Supervisor

Chief Engineer

Vice President, PM

Sr. Vice President,

E&PM
Vice President, ES

DWS2

General Manager, PM

(Follow-up)

General Auditor
Dept. Managers, PMT,
ID & Proponent
PQM / ID Sr.
Supervisor

Vice President, ES

Sr. Vice President,

E&PM

Vice President, PM
Chief Engineer

DWS3

General Manager, PMT

(Final)

General Auditor
Dept. Managers, PMT,
ID & Proponent

DWS - Delinquent Worksheet Notification (Completion Date to be assigned by Initiator but shall not be more
than 90 working days, if exceeded, shall be escalated to the next level)

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Appendix E Definition of Violation Categories

Categorization in this section is to be used when observed non-compliance is not listed in the
Quality Issues Escalation Matrix (Appendix C).
Category of Non Compliance

Description

Critical

Violations of multiple company standards including G.I.s that put

the quality and integrity of the facility including its workers and
equipment at risk.

Major

Actions that indicate an intent to violate the corporate quality

standard by submitting forged items, counterfeits, mislabeled
documents or fake materials with the ultimate objective of having
substandard materials or non-conforming work or activity to be
accepted by Saudi Aramco.

Moderate

If any one of the following applies:

Minor

Any violation to SAES, SAMSS, project specific specifications

and approved IFC drawings that if the next phase of work (critical
path) is continued without correcting the violation, the structural
integrity of the next phase or the safety of whole structure or
equipment will be jeopardized if not corrected. Such violation if
not corrected in a timely manner will lead to more severe
damage or complexity.

If the violation will be categorized as an absolute YES item as

defined in GI-0002.710 during the partial MCC stage.

Any violation to Schedule Q that if not resolved in a timely

manner will result to failed quality management system
implementation that affects schedule, safety, cost and reliability.

If any one of the following applies:

Any violation to SAES, SAMSS, project specific specifications

and approved IFC drawings but the next phase of work is not
dependent on the correction of the violation and clearly a NO
item as defined in GI-0002.710 AND not in a Hazardous area per
SAES-B-068.

The violation will take less than one week to correct, not in
conflict with the more severe categories above and will not
require Field Engineering.

If an identified violation meets more than one description above, use the higher category.

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Document Responsibility: Inspection Engineering Standards Committee

SAEP-381
Issue Date: 28 January 2012
Next Planned Update: 28 January 2017
Project Quality Issues Escalation Process

Appendix F Index
1 Scope

2 Purpose

3 Conflicts and Deviations

4 Applicable Documents

5 Definitions

6 Instructions

6.1

Quality Issues Notification

6.2

Agreed Completion Date (ACD) for LBEs, NCRs and Worksheets

6.3

Extension to Agreed Completion Date (ACD)

6.4

Handling of Contractors Internal NCR

6.5

Clarifications to the Quality Issues Escalation Matrix

6.6

Non-Conformities Escalation Process

7 Responsibilities

7.1

Project Inspection Division Head

7.2

Project Quality Manager, PQM or Senior Inspection Supervisor

7.3

Project Inspector or Field Supervisor

10

7.4

SAPMT

10

8 Technical Support

10

Appendix A. Quality Issues Reporting Process

11

Appendix B Contractors Internal NCR

12

Appendix C Quality Issues Escalation Matrix

13

Appendix D Table Of Responsibilities for Quality Issue Notification

16

Appendix E Definition of Violation Categories

17

Appendix F Index

18

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