March 2000

Process Industry Practices Work Processes

PIP ADG005 Specification for Authors Developing Data Forms for Process Industry Practices

PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES In an effort to minimize the cost of process industry facilities, this Practice has been prepared from the technical requirements in the existing standards of major industrial users, contractors, or standards organizations. By harmonizing these technical requirements into a single set of Practices, administrative, application, and engineering costs to both the purchaser and the manufacturer should be reduced. While this Practice is expected to incorporate the majority of requirements of most users, individual applications may involve requirements that will be appended to and take precedence over this Practice. Determinations concerning fitness for purpose and particular matters or application of the Practice to particular project or engineering situations should not be made solely on information contained in these materials. The use of trade names from time to time should not be viewed as an expression of preference but rather recognized as normal usage in the trade. Other brands having the same specifications are equally correct and may be substituted for those named. All Practices or guidelines are intended to be consistent with applicable laws and regulations including OSHA requirements. To the extent these Practices or guidelines should conflict with OSHA or other applicable laws or regulations, such laws or regulations must be followed. Consult an appropriate professional before applying or acting on any material contained in or suggested by the Practice.

Process Industry Practices (PIP), Construction Industry Institute, The University of Texas at Austin, 3208 Red River Street, Suite 300, Austin, Texas 78705. PIP member companies and subscribers may copy this Practice for their internal use.

Not printed with State funds

March 2000

Process Industry Practices Work Processes

PIP ADG005 Specification for Authors Developing Data Forms for Process Industry Practices
Table of Contents 1. Introduction .................................. 2
1.1 Purpose ............................................. 2 1.2 Scope................................................. 2

6. Data Form Format Requirements............................... 4

6.1 General .............................................. 4 6.2 Page Set Up ...................................... 5

2. References ................................... 2
2.1 Process Industry Practices ................ 2

Appendix A
Sheet 1 Sheet 2 Sheet 3

3. Definitions .................................... 2 4. PIP Data Form Policy................... 3

Appendix B 5. Data Form Types.......................... 3

5.1 Data Sheet......................................... 3 5.2 Inspection and Testing Requirements Sheet .......................... 4 5.3 Documentation Requirements Sheet ................................................. 4

Appendix C Appendix D
Sheet 1 Sheet 2

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PIP ADG005 Specification for Authors Developing Data Forms for Process Industry Practices

March 2000

1.

Introduction
1.1 Purpose The purpose of this Practice is to provide requirements for authors developing Data Forms for Process Industry Practices (PIP). 1.2 Scope This Practice covers requirements for Data Forms developed to define project specific requirements and quantities. Data forms include Data Sheets, Inspection and Testing Requirements Sheets (ITRS), and Documentation Requirements Sheets (DRS). This Practice addresses basic editable documents not requiring software development or maintenance.

2.

References
Applicable requirements in the latest edition (or the edition indicated) of the following practices and industry standards shall be utilized. Any conflict between this guideline and reasonable practices, codes, and standards shall be brought to the attention of the companies involved for resolution. Short titles will be used herein when appropriate. 2.1 Process Industry Practices (PIP) PIP ADG001 - Guide for Authors Developing Process Industry Practices, Section 4 PIP Operations Manual

3.

Definitions
For the purposes of this Practice the following definitions apply: Data Form: An editable data entry document that does not require development or maintenance of software by PIP. Data Forms include Data Sheets, ITRSs, and DRSs. Data Sheet: A Data Sheet provides a format for specifying design, material, or procedural requirements for equipment or a system. A Data Sheet can specify the characteristics of the process and environment in which the equipment/system will be used. Documentation Requirements Sheet (DRS): A DRS provides a format for specifying required documentation for services, equipment, and/or materials. Form Date: Date that the Data Form was generated or last revised Inspection and Testing Requirements Sheet (ITRS): An ITRS provides a format for specifying required inspection and testing for equipment and/or materials.

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Process Industry Practices

March 2000

PIP ADG005 Specification for Authors Developing Data Forms for Process Industry Practices

Landscape Format: The orientation of the PIP border form that presents the data in a horizontal style 11" wide, 8.5" high Portrait Format: The orientation of the PIP border form that presents the data in a vertical style 8.5" wide, 11" high Software-Enhanced Data Form: An electronic data entry document that contains any or all of the following software elements: calculations, algorithms, logic, macros, access to outside databases, and transfer of data

4.

PIP Data Form Policy

4.1 The Document Management Team, in cooperation with the other Function Teams, is responsible for developing the format, the header and footer information, and the style and basic symbology of Data Forms. The Function Teams are responsible for determining the type of information to include in the Data Form, for defining the data fields, and for determining the arrangement of the data fields within the Data Form block. PIP does not develop, maintain, or provide technical support for Software-Enhanced Data Forms. PIP does not expend funds for the development of Software-Enhanced Data Forms. Any software provider may apply for a non-exclusive license with PIP to create Software-Enhanced Data Forms. Marketing of Software-Enhanced Data Forms is subject to formal agreement between PIP and the software provider. The provider is responsible for all software maintenance and for ensuring that any future revisions to the forms are reflected in the providers product. The provider is also responsible for troubleshooting problems related to the use of Software-Enhanced Data Forms. PIP does not collaborate exclusively with any or any one software provider for the creation of Software-Enhanced Data Forms.

4.2

4.3

4.4

4.5

5.

Data Form Types

5.1 Data Sheet 5.1.1 When an industry standard Data Sheet is available and meets the requirements of a PIP Practice, the industry standard data sheet shall be referenced in the Practice. See Appendix B for recommended first page format and content. In addition to the format requirements for Data Forms in Section 6, a PIP Data Sheet shall incorporate the following requirements.

5.12

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PIP ADG005 Specification for Authors Developing Data Forms for Process Industry Practices

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5.1.2.1

Input providers shall be identified as follows: a. By Purchaser - circle (!) b. By Supplier - square (") c. By Supplier (if not given by Purchaser) - Diamond (#)

5.1.2.2 5.1.2.3 5.2

A Data Sheet may be configured as sections to be completed by Purchaser and sections to be completed by Supplier. Separate data sheets shall be developed for U.S. Customary Units and Metric Units.

Inspection and Testing Requirements Sheet (ITRS) 5.2.1 5.2.2 A PIP ITRS shall be in accordance with the Data Form Format Requirements in Section 6. See Appendix C for recommended first page format and content of an ITRS.

5.3

Documentation Requirements Sheet (DRS) 5.3.1 5.3.2 A PIP DRS shall be in accordance with the Data Form Format Requirements in Section 6. See Appendix D for recommended first page and second page format and content of a DRS.

6.

Data Form Format Requirements

6.1 General 6.1.1 6.1.2 6.1.3 6.1.4 A Data Form shall be developed using Microsoft Word or Excel. A Data Form shall be developed within the capability of the current PIPapproved version of Microsoft Word or Excel. A Data Form shall be created as a protected document suitable for electronic entry of data. Hand entry of data or marking of options shall not be required. Data fields on the Data Form shall be configured for the type and length of the data required (i.e., numeric, integer, dates, alphabetic, yes/no, option choices). Careful attention to the precision of the data field configurations is required when the potential exists for interfacing with data input/extraction software developed by others. Drop Down menus may be used; however, the completeness of the blank paper copy of a Data Form shall not be compromised. Protected Data Forms shall be available on the PIP website from the disciplines table of contents.

6.1.5 6.1.6

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PIP ADG005 Specification for Authors Developing Data Forms for Process Industry Practices

6.2

Page Set Up 6.2.1 A Data Form shall be page-numbered separately from its associated Practice. A Data Form shall be developed as a separate document and included in the composite .pdf file of its associated Practice. A Data Form shall be arranged in portrait format, if practicable. In general, a Data Form should use either a one- or two-column format. Font shall be Arial. Minimum font size shall be 8 pt Borders for a Data Form in portrait or landscape formats shall be in accordance with Appendix A. Weight of border lines shall be 3/4 pt. Margins for portrait format border shall be as follows: a. Right and left - 3/4" b. Top and bottom - 1/4" 6.2.8 Margins for landscape format border shall be as follows: a. Right and left - 1/4" b. Top and bottom - 3/4" 6.2.9 If line numbers are used, they may appear outside the borders, but the specified margins shall be maintained.

6.2.2 6.2.3 6.2.4 6.2.5 6.2.6 6.2.7

6.2.10 The Form Date shall be shown on each page. 6.2.11 A revision block is provided at the bottom of the first page of a Data Form. 6.2.12 Data Form may include references to paragraph numbers from the associated PIP Practice.

Process Industry Practices

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ASSOC. PIP: DOC NO.

DATA FORM TITLE 1 DATA FORM TITLE 2 DOCUMENT TITLE 1 DOCUMENT TITLE 2

DOC NO.
PAGE OF FORM DATE

ARIAL 11 PT FONT FONT 1 3/4 1 1/4

1/2 ARIAL18 PT
ARIAL 8 PT FONT

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ARIAL 11 PT FONT

DATA FORM TITLE 1 DATA FORM TITLE 2 1/2 ARIAL 12 PT FONT

DOC NO.
PAGE ___ OF ARIAL 8 PT FONT

1 1/4

COMMENT: This is an alternate portrait format for Data Sheets.

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1 1/2 ARIAL 11 PT FONT 3/8 ARIAL 8 PT FONT PAGE OF FORM DATE 1 1/4 2 1/2 MAXIMUM 3 3/4 MAXIMUM 1 1/2

ASSOC. PIP: DOC NO.

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DATA FORM TITLE 1 DATA FORM TITLE 2

DOCUMENT TITLE 1 DOCUMENT TITLE 2 DOCUMENT TITLE 3

DOC. NO.

ASSOC. PIP:

DATA SHEET PAGE 1 OF ___

Issued for: Proposal Facility Name/Location: Item Name: Item Tag No.: Service: Unit: P&ID No.: Data Provided by: ! Purchaser

Purchase

As Built Purchaser/Location: Job No: Purchaser Order No.: Supplier/Location: Supplier Order/Serial Nos.:

" Supplier

# Supplier if not by Purchaser

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Revision Description

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DATA SHEET PAGE 1 OF ___

Facility Name/Location: Item Name: Item Tag No.: Service: Unit: P&ID No.:

Purchaser/Location: Job No: Purchaser Order No.: Supplier/Location: Supplier Order/Serial Nos.:

1. 2. 3. 4. 5.

Purchaser denotes Purchaser or designated representative. Purchaser reserves the right to witness all aspects of manufacturing, to review and reject manufacturing equipment, testing equipment, test procedures, and test results; and to reject product not meeting specification. Purchaser shall be given written notice days before inspection or test. Purchaser may perform additional testing, inspection, or both. The submission of inspection and testing results is a condition of acceptance and payment. S = Supplier supplied inspection or test W = Purchaser witnessed inspection or test D = Document results of inspection or test INSPECTION OR TEST DP = Send documentation to Purchaser

1. 2. 3. 4. 5. 6. 7.

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S YES/ NO W YES/ NO D YES/ NO DP YES/ NO

REMARKS

Comment: Information about inspections and tests may be included on this and additional pages.

No.

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Revision

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DOCUMENTATION REQUIREMENTS SHEET PAGE 1 OF ___

Facility Name/Location: Item Name: Item Tag No.: Service: Unit: P&ID No.: Purchaser/Location: Job No: Purchaser Order No.: Supplier/Location: Supplier Order/Serial Nos.: /

Notes 1. 2. SUBMITTAL OF DOCUMENTATION IS A CONDITION OF INVOICE PAYMENT. REFER TO CONTRACT OR PURCHASE ORDER. Purchaser review of documentation shall not relieve Supplier of responsibility.

Instructions 1. 2. 3. 4. 5. Complete and return this form with quotation. Submit "With Quote" documentation with quotation. Supplier shall submit documentation in compliance with Documentation Requirements Sheet(s) as regards timing, quantity, and form of documentation. Documentation shall be identified by project, purchase order or contract number, and item number. All drawings and documents shall be black on white with clear image and be suitable for reproduction. Drawings and documents shall show information for this project only. Purchaser, at its sole discretion, may accept preprinted standard data if applicable information is clearly indicated and non-applicable information is cross-hatched out. "As Built" documents and data books shall be submitted at time of equipment completion. If hard copy data books are required, data shall be provided on three-hole paper and bound in hard covers. Unless clarity is adversely affected, drawings shall be reduced to scale on 11-inch by 17-inch paper. Where the clarity of reduced drawings is adversely affected, large drawings shall be folded and placed in heavy-duty three-sided plastic covers and inserted in the binders. Identify Supplier representative responsible for documentation: Name: Title: Phone: Definitions 1. 2. 3. Approval: Submitted for Purchaser review and comment. Certified: Certified correct by Purchaser/Supplier and incorporates comments by Purchaser from Approval copy. As Built: Incorporates modifications made during fabrication.

Example

6. 7.

8.

Remarks

No.

Date

Revision

By

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DOCUMENTATION REQUIREMENTS SHEET PAGE 2 OF ___

Document Type Legend X = Original P = Print R = Reproducible S = Shotdown E = Electronic media (disk, tape, etc.)

Time Legend A = Weeks after contract award B = Weeks before work starts C = Weeks after work complete D = Weekly E = Shipment
WITH QUOTE APPROVAL COPIES QTY TYPE TIME CERTIFIED COPIES QTY TYPE TIME AS BUILT COPIES QTY TYPE DATA BOOK COPIES QTY TYPE

DOCUMENTATION
QTY TYPE

1.1. 2. 3. 4. 5. 6. 7. 8.

Comment: Information about documents may be included on this and additional pages. Documents listed on an associated ITRS that are required for data books should also be listed on a DRS.

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