Project roadmaps get you there

This article illustrates how correct project engineering documentation deliverables help to eliminate scope changes during concept development and design, and minimize analyzer system lifetime costs.

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Document Name or Information Information Needed
Pre-startup safety preview and punchlist Ensure the analyzer system is complete and safe
Analyzer system job book Technical and financial audit trait for replication and replacement
Project-sustan stage job book Documentation for ongoing lifetime operation and service
As-built documentation Accurate drawings to support operation, service and replication
Service personnel loading requirements and logistics Ensure adequate sustain-stage manpower, parts and supplies


Also note that the project closure documentation, often known as the “job book” for engineering and capital accounting archives may not be in the most useful format, nor include everything important to maintenance. For example, the pre-FAT analyzer system runout data, including stability testing and chromatograms, may not be important to engineering and capital accounting personnel. Therefore, it behooves engineering teams who need the continued cooperation and support of the analyzer maintenance group to put together documentation that is partially customized for that purpose.

Furthermore, the operations and maintenance documentation will include the current revision of nearly all of documentation from the preceding project stages. Earlier revisions are archived should the need arise to trace the history of a part of the project. There are two reasons for retaining documentation—to avoid “reinventing the wheel” the next time a similar project arises, and to provide a documentation trail to justify legally and financially why and how something was done.

Legal and accounting professionals may take a different view, but generally a mutually agreeable solution can be worked out once the parties understand each other’s needs.

No list of documentation is offered for the disposal and demolition life-cycle stage. Generally, an analyzer system at the end of its useful life is either part of an analyzer system replacement project or is part of a much larger demolition project and, therefore, will be explicitly included in narratives and drawing markups. Either way, the principle concerns associated with such an analyzer are safety and salvage. On the safety side, the project team must assure that the loss of measurement and signal do not create safety and process control problems and that hazardous process stream contents in the sample and sample return lines, sample handling system and analyzer do not create personnel and environmental hazards.

Both these safety concerns must be raised in the scope development project phase and directly addressed in the preliminary safety review, kept in mind during the detailed design phase, and again addressed directly in the construction and commission phases in both the construction kickoff safety review and the pre-startup safety review. Generally, the production owner/client will have a specific way to address removing the old analyzer and can offer constructive suggestions for executing the removal. On the salvage side, the analyzer maintenance group will know early in the project what parts of an old analyzer system are salvageable and which are not. The analyzer project manager has the responsibility to include the safety and salvage requirements in the narratives and drawings to ensure the corresponding safety and economy.

Nothing has been said about the documentation medium. The presumption is that all documents are held in electronic databases in appropriate formats such as word processing, spreadsheet, CAD or PDF files, with paper copy issued as necessary for meetings, signatures and stamps, field use during construction and maintenance, and so on. Maintenance generally wants paper copies for files, but even this is changing as analyzer technicians increasingly have access to PCs and other wireless tools.

Theoretically, each of these documents could be kept electronically and used in a paperless work environment throughout the life of the asset, provided each user has electronic access, and document security is such that permanent revisions to the respective documents is tightly controlled, but with classes of individual users having change privileges so far as needed to perform their jobs. For example, analyzer technicians could have their own markup copy with one or more “electronic layers” to graphically record and illustrate maintenance activities without affecting the current engineering revision.

Additionally, maintenance documentation can be layered starting with photos of the analyzer system installation and increasing in detail with close-ups of specific devices, (e.g., analyzer PC boards, photometric analyzer sources and detectors, check valves, pressure gauges, and chromatograph columns) with mouse-click links to the manufacturer’s cut sheets and service instructions.


  About the Author

Gary D. Nichols, PE, is principal control systems engineer with Jacobs Engineering Group and can be reached at

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