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AA REQ 131 QUALITY REQUIREMENTS THIRD PARTY DESIGN

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QUALITY REQUIREMENTS THIRD PARTY DESIGN
VERIFICATION

1 Scope and Definitions 3
1.1 Scope 3
1.2 Definitions 3
2 General 4
2.1 Tenders 4
2.2 Sub-Contracting of Inspection Work 4
2.3 Risk Management 4
2.4 Schedule 5
2.5 Independence of Inspectors 5
3 Quality Management System 5
3.1 ISO/IEC 17020 5
4 Design Assurance 6
4.1 General 6
4.2 Design Assurance Plan 6
4.3 Design control planning 6
4.4 Design assurance activities 7
4.5 Exceptions (Problems) 7
4.6 Reports 8


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AA REQ 131 QUALITY REQUIREMENTS THIRD PARTY DESIGN
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4.7 Business Intelligence 8
Appendix A: Referenced documents 9
Appendix B: Record of Amendments 9
Appendix C: Quotation for third party design verification 10
Example: Monthly Report 11



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AA REQ 131 QUALITY REQUIREMENTS THIRD PARTY DESIGN
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1 SCOPE AND DEFINITIONS
1.1 Scope
Certain equipment is very important to the user. It is categorised as Critical or Major by the
Company Representative and AA REQ 100 is included in related enquiries and contracts.
Independent third party inspection is required on manufacturing activities and AA REQ 130 is
included in enquiries and contracts for third party inspection work.
Independent third party checking of critical aspects of design is also required and this
document AA REQ 131 is included in enquiries and contracts for design quality assurance
1.2 Definitions
The following terms are defined in the contract: Approved, Company, Engineer.
Assess : Evaluate the suitability of the requirements
Company
Representative
: Person responsible for technical aspects of the contract
Design Assurance Plan : Document defining controls and procedures to be applied to the
assurance of design work.
Design Assurance
Representative
: Company responsible for independent 3rd party design
assurance activities
Design Audit : Repeat a piece of work and compare with the original.
Design Control Plan : Document listing design activities, showing the relevant
standards to be applied and marked up to identify intervention
points by other bodies.
Design Review : Examine the initialisation of a design activity and confirm that
the basis of design is suitable
Equipment : Goods and services required to be supplied in terms of the
contract
Items : Those components and assemblies that comprise the
equipment. May include software
RACI : Diagram listing deliverables against organisations showing who
are Responsible, Accountable, Consulted and Informed.


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AA REQ 131 QUALITY REQUIREMENTS THIRD PARTY DESIGN
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Review : Examine a piece of work and determine if it has been done
correctly
System Audit : Check procedures and systems comply with the Design
Assurance Plan
Supply Contract : Contract including design work
Verification : The process of ensuring the completeness and consistency of
the design against the specification requirements.
2 GENERAL
2.1 Tenders
2.1.1 The minimum content of Tenders for Design Assurance services is shown in APPENDIX C
unless otherwise specified in the enquiry document. The Design Assurance Representative
shall propose alternate staff where nominated staff is not acceptable or available.
2.1.2 On request, the Design Assurance Representative shall attend a design assurance pre-
award meeting to establish clarity on the technical requirements.
2.1.3 On request, the Design Assurance Representative shall attend a design assurance kick-off
meeting subsequent to the award of the Contract to initiate the contract requirements
2.2 Sub-Contracting of Inspection Work
2.2.1 The Design Assurance Representative shall obtain approval from the Company prior to any
services being subcontracted. This shall normally be proposed in the Tender for design
assurance work.
2.2.2 The Design Assurance Representative shall invoke AA REQ 131 and relevant technical
requirements in all levels of sub-contracts including overseas affiliates.
2.3 Risk Management
2.3.1 The Design Assurance Representative has a duty to ensure that his work is performed
without risk to health and safety. Where relevant they shall comply with all site specific
requirements.
2.3.2 The Design Assurance Representative shall review the proposed design activities with the
designer and review any risk assessments conducted by the Company relating to the design.
2.3.3 On request, the QAR shall provide expert input to any risk assessment exercises conducted
by the Company relating to the Equipment.


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2.4 Schedule
2.4.1 The Design Assurance Representative shall review the approved version of the schedule for
the supply contract and ensure that milestones related to design and design assurance is
included.
2.5 Independence of Design Assurance
2.5.1 The Design Assurance Representative shall meet the independence criteria for a type A
inspection body as defined in ISO/IEC 17020.
2.5.2 The Design Assurance Representative shall advise the Company within 1 working day of any
potential Conflict of Interest relating to the contract, supplier and or sub-suppliers.
2.5.3 On request, the Design Assurance Representative shall sign a confidentiality agreement with
the owner of the intellectual property.
2.5.4 On request, the Design Assurance Representative shall sign undergo a Technical
Assessment by the Company of his ability to comply with the requirements of this standard.
2.5.5 On request, the Design Assurance Representative shall sign a confidentiality agreement with
the Company.
3 QUALITY MANAGEMENT SYSTEM
3.1 ISO 9001
3.1.1 The Design Assurance Representative shall comply with ISO 9001 Quality Management
Systems.
3.2 ISO/IEC 17020
3.2.1 Competency requirements will be in equivalent to those in ISO / IEC 17020 for inspection
bodies
3.2.2 The Design Assurance Representative shall obtain approval from the Company for any
period greater than 5 working days for which any nominated staff are not available, stating
who is standing in for the period.


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4 DESIGN ASSURANCE
4.1 General
4.2 Design Assurance Plan
4.2.1 A draft Design Assurance Plan shall be produced in conjunction with the Design Authority
and submitted by the Design Assurance Representative to the Company with each tender for
work.
4.2.2 The Design Assurance Representative shall submit a final Design Assurance Plan to the
Company within 14 days of contract award or on a mutually agreed date between the parties.
The Design Assurance Plan shall include as a minimum:
a) Relevant project information (e.g. Title, EPCM, Contract Number, end users, etc.)
b) Scope
c) RACI
d) Referenced documents
e) Organogram
f) Reporting formats and protocol (e.g. exceptions, monthly reports / supplier visits)
g) Document routing / control (e.g. Drawings / calculations / reports / decision log )
h) Exclusions
4.3 Design control planning
The Design Assurance Representative shall:
4.3.1 Hold meetings with the designers as early as possible to identify and resolve design issues.
4.3.2 Review the Designers item list for the equipment and confirm the list of key items in terms of
design criticality.
4.3.3 Review the Designers risk assessment to ensure that all issues have been identified,
assessed and documented. The adequacy and effectiveness of controls shall be taken into
account. Any decisions by the Company to omit available controls from the design have been
clearly shown as exclusions on the Designers risk assessment.
4.3.4 Monitor the Designers register of Design Control Plans required for the contract showing
approval status, date received and date approved.





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4.3.5 Review Design Control Plans to ensure that:
a) All design activities which should be performed as risk controls have been identified on
the Designers baseline risk assessment which includes representation from the
Operation and incorporated into the Design Control Plans.
b) Contractual technical requirements are included as activities and acceptance
standards.
c) All relevant activities are shown.
d) Records required for the data books are shown.
4.3.6 Mark-up Design Control Plans with appropriate levels of intervention by the Design
Assurance Representative and the Company.
4.4 Design assurance activities
The Design Assurance Representative shall:
4.4.1 Ensure that personnel performing design assurance activities are competent.
4.4.2 Review the functional specification for completeness including any assumptions made.
4.4.3 Log technical queries to track closure.
4.5 Exceptions (Technical Queries)
4.5.1 Technical queries shall be identified on the activity reports and discussed with the Suppliers
representative before issuing the equipment report.
4.5.2 Significant technical queries shall be reported immediately by e-mail (and telephone in cases
of urgency) to the Company.
4.5.3 All technical queries shall be logged in the monthly reports.
4.5.4 Potential back charges and / or cost implications and potential delays shall be clearly
identified on the report.


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4.6 Reports
4.6.1 Reports shall be produced covering each activity shown on the Design Control plans.
4.6.2 Reports shall cover each piece of equipment reviewed summarising the conclusions reached
and any issues that need to be resolved.
4.6.3 Where applicable, a report shall be produced on the integrity of the system design.
4.6.4 Monthly reports shall be submitted with invoices to the Company for each calendar month the
design assurance contract is active (see attached example)
4.6.5 The Design Assurance Representative shall retain a copy of records produced for the
contract for at least three years after the completion of the contract. An electronic copy of all
of the records in pdf format shall be supplied to the company with the final invoice.
4.7 Business Intelligence
4.7.1 During the course of activities, the Design Assurance Representative shall take cognisance
of signs indicating potential problems at suppliers which could affect delivery or quality or
costs. Potential risks shall be highlighted to Company in confidence.




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APPENDIX A: REFERENCED DOCUMENTS
AA REQ 131; Quality Requirements for Third party Design Verification
AA REQ 100 : Quality Requirements for Critical and Major Equipment
ISO/IEC 17020 : General criteria for the operation of various types of bodies performing
inspection
ISO 9001 : Quality Management Systems

APPENDIX B: RECORD OF AMENDMENTS
Issue 0 : New document (J Orkney, G Dryden, K Xu, S Xin, A Aphane, Y Naidoo
April 2011)


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APPENDIX C: QUOTATION FOR THIRD PARTY DESIGN VERIFICATION
AA REQ 131 shall apply to this contract
CONTRACT NO.
EQUIPMENT DESCRIPTION
MAIN SUPPLIER
PLANNED START
ESTIMATED DURATION
NOMINATED STAFF (WITH SHORT CVS)
COSTS
COSTS BASED on time and rates for the following as appropriate.
CONTRACT MANAGEMENT
SYSTEM AUDITS/ASSESSMENTS
DESIGN
DESIGN PLAN REVIEW
DESIGN CONTROL PLAN REVIEW
RISK ASSESSMENT
REVIEW MEETINGS
DESIGN ACTIVITIES
TRAVEL
SUNDRY OTHER COSTS
TOTAL



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EXAMPLE: MONTHLY REPORT
Summary
Work is almost complete and the ABC response to Technical Query 019 is overdue. This will be
followed up during the next planned visit on 20
TH
August.
Cumulative Technical Query Log
TECHNICAL QUERY
NO. AND DATE
SUPPLIER SUMMARY STATUS
P001 19 J UN ABC
Design calculations for drawing 001 need to be re-
submitted for revision D
ACTION ABC
P002 21 J UN DEF
Drawing 003 rev B has not been updated in line with
the actions agreed on 1 May
CLOSED Report 123
Cost Summary
Date Description Credit Debit Balance
8 J an Contract confirmed 20 000 20 000
4 Feb Invoice 1234 3 000 17 000
13 Mar Invoice 2345 1 000 16 000
7 May Invoice 3456 7 000 9 000
14 J un Invoice 4567 4 000 5 000
21 J ul Contract Amendment 1 5 000 10 000
23 J ul Invoice 5678 3 000 7 000
15 Aug Invoice 6789 4 000 3 000
Totals 22 000 3 000

Forecast total expenditure R25 000
Forecast completion date September
Reports
Copies of reports for activities during (MONTH) are attached