Interface Management Procedure

8/10/2019 Interface Management Procedure

1/4

7. INTERFACES MANAGEMENT

7.1. Definitions

Interface

An interface is a point or a physical connection, associated with a location,where the Scope of Work of one EPC Contractor meets or touches the Scope ofWork of another EPC Contractor or of another organization (e.g. Authorities).Each Interface Point shall be identified by an Index showing the engineeringdiscipline and four digit showing the progressive number (see Volume 2 Section3).

Project Interface Management Plan

A Plan describing methods and strategy for managing all Project Interfaces. TheInterface Management Plan shall be prepared by the Interconnecting Contractoron the basis of the Split of Work between Contractors, the Master Interface Planand of the requirements listed in Volume 2 Section 3 Interface Philosophy andManagement.

EPC Package Interface Management Procedure

Procedure prepared by each Interface Contractor to show his organizationalstructure and how he intends to implement the Project Interface ManagementPlan.

Project Interface Data Base

A data base for registration of all Interface Points including both those identifiedduring the Basic Design Phase and those possibly occurred during the EPCphase of the Project.

Discipline Technical Contact

A single individual, within an organization, appointed for coordinating the

Interface activities relevant to his specific discipline.

Interface Agreement

Any agreement between two interfacing Contractors or organizations related toan Interface Point, which confirms coordinates and Scope of Work and, whenapplicable, execution schedule.

During the engineering phase, an e-mail, a Minute of Meeting or a specificindication on a formal drawing will generally be sufficient to confirm an InterfaceAgreement, which shall then be recorded by the parties in the respective

Interface Logs and transferred by the Interconnecting Contractor in the ProjectInterface Data Base.

Volume 2 Section 3 Para 7 Sh. 1/4


2/4

During the Construction phase, any Interface Agreement shall be recorded in aConstruction interface Agreement form, where reference drawings and I/P

execution schedule shall also be recorded. Said Construction interfaceAgreement form shall be signed by the two interfacing parties.

7.2. Preparation of the Interface Management Plan and Procedures

Interconnecting CONTRACTOR shall prepare and submit, for COMPANYreview, a detailed Project Interface Management Plan no later than thirty (30)days after the Effective Date of the relevant EPC Contract.

Said Plan shall cover all the phases of the Project, from the FEED review up toPrecommissioning/Commissioning phase.

The plan shall take into account all the duties and responsibilities of theInterconnecting CONTRACTOR for Interface aspects (see Para 4.1 herebelow).

Each Interface CONTRACTOR shall prepare and submit, for COMPANYreview, a detailed Interface Management Procedure no later than forty five (45)days after the Effective Date of the relevant EPC Contract. The procedure shalltake into account all the duties and the responsibly of the CONTRACTOR forInterface aspects (see para 4.2 here below).

In particular, the procedure shall:

- identify an Interface Coordinator- describe in detail the organization of the interface function at both Home

Office and Site- - provide a detailed proposal for the updating and implementation of the

Master Interface Plan;- - provide a proposed schedule for the issue of the Interface documents

and drawings.

7.3. Duties of the Contractor

7.3.1. Interconnecting Contractor

The Interconnecting Contractor is responsible for overseeing and coordinating theinterface management process and ensuring that interface issues are coordinated,documented and resolved according to the agreed procedure.The duties of the Interconnecting Contractor include:

Appoint a Project Interface Manager having experience and authority suitable tomanage the Interface activities of a Project of the importance, size andcharacteristics of JER Project.

Include in its scope of work and in its organization chart, an InterfaceCoordinator who shall operate with the same duties and responsibilities as allother Interface Coordinators of the other EPC Packages. The sketch ofattached Fig. 1 represents the above approach.



3/4

Prepare, implement and manage the Project Interface Management Plan.

Develop and implement a Project Interface Data Base.

Facilitate online access to the Project Interface Data Base and other interfaceinformation, as appropriate.

Facilitate communication between interfacing Contractors.

Direct and indirect support and involvement in the identification and resolutionof interface issues, as required.

Elevate non-performing interface issues to the appropriate level within theInterfaces organization.

Prepare and manage the development of interface progress and status reports.

Chair or organize the kick-off meeting for interfaces and the scheduled interfacemeetings as necessary. The interface kick-off meeting shall be held within onemonth from the effective date of Contract.

Coordinate, review, and update Project Schedule to reflect performance ofinternal and external interface issues.

Monitor performance and effectiveness of Interface Management.

Coordinate with Interface Contractors to ensure that Interface Coordinators areappointed and Technical contacts are assigned to interface issues.

Audit compliance and settlement of Interfaces.

7.3.2. Interface Contractor

Each Interface Contractor is responsible for overseeing the interface process with allother involved parties and confirming that interface issues are identified,documented and resolved as agreed. Interface Contractor shall appoint an InterfaceCoordinator having the necessary authority from its organization to agree uponresolution to any possible issue.

The duties of the Interface Contractor include:

Insuring that interfaces are identified, registered and reported.

Appoint an Interface Coordinator.

Assign technical Contacts for each discipline.

Provide an interface execution plan with duties, responsibilities and flow ofdocumentation.

Actively maintain and develop the details required in the Project MasterInterface Plan to successfully execute the completion of the interfaces andavoid any possible conflict.

Participate to the interface kick-off meeting and to the scheduled interfacemeetings. The interface kick-off meeting shall be held within one month from theeffective date of Contract.

Report the status of selected interface issues and activities on a timely basis.

Keep an Interface log suitable to supply inputs to the Project Interface Data

Base. Prepare interface Progress Report for his Scope of Work.



4/4

Create a set of interface drawings that fully define the interface work andresponsibilities.

Actively co-operate to develop the schedule details required to enable theconstruction of the interfaces without delays to any parties.

Be proactive in identifying and co-ordinating interfaces.

7.4. Interface Issues Resolution

Interconnecting Contractor is in charge to coordinate and define new I/Ps as well asto solve any dispute related to new or already identified Interfaces.In case, notwithstanding Interconnecting Contractor efforts, no agreement isreached, Interconnecting Contractor shall address COMPANYs Project Interface

Manager, providing all supporting data suitable to allow COMPANY to issue aresolution and provide a direction to the involved Parties, as appropriate.

Fig.1 Interface Identification and resolution sequence clarifies the procedure tobe followed.

7.5. Interface Schedule Dates

Schedule dates for submitting of Interface deliverables and milestone dates forexecuting key Interface activities (e.g.: excavations to be utilised by anotherInterface Contractor) shall be incorporated in each EPC Contractor Home Office

Project Schedule.Schedule dates resulting from Interface Agreements signed at Site shall beincorporated as milestones in each EPC Contractor Site Project Schedule.

7.6. Special Interface Requirements

It should be clear that each EPC Packages included in the Jubail Export RefineryProject is part of a major strategic Project and that synergies and strict cooperationamong all EPC Contractors is a condition to reach the Safety, Quality, Schedule andCost target of the Project.

In this view, each CONTRACTOR shall actively promote actions which may simplifythe overall execution of the Project or, on the other hand, promptly express concern,or alarm, about Interface aspects which may jeopardize the Project activities (e.g.:significant deviations of expected utilities consumption figures with respect to thoseestimated during the FEED phase etc.).


Documents

Interface Management Procedure