PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

Master Technical File (Work Package) Checklist

Category 4 Section 1 Sub ITEM No. Checklist Item
Master Technical
File (Work Package)
Checklist

Master Technical File

Checklist
4.1 4.1.1 Is there a master technical file for every plant asset, equipment tag item, major piping
system, and turnaround and shutdown support plan
4.1 4.1.2 Is there a master technical file for other plant systems such as structural, civil, hydrology,
undergrounds, cathodic protection grids, etc.
4.1 4.1.3 Is there an historical file of similar projects where a master technical file is not
reasonable or practical, such as concrete

4.1 4.1.4 It is never too late to start a master technical file with an historical record section
4.1 4.1.5 The master technical file may be hard copy and/or digital

4.1 4.1.6 All master technical files require an historical record section to use for reference when
planning for the upcoming shutdown work packages
4.1 4.1.7 All shutdown final master work packages should be able to be developed from
information contained in a master technical file with an historical records section

4.1 4.1.8 For master technical files without historical records such as plant facility’s first shutdown,
the number of work package planning labour hours is extensive, however, the historical
record section retains the value of this labour expended

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST
4.1 4.1.9 The master technical file should have a copy of the site plot plan, and any associated
P&ID’s, Process flow diagram (PFD), and Mechanical Flow Sheet (MFS)

4.1 4.1.10 The master technical file should contain any drawing changes, including copies of the up-
to-date drawings, as well as a copies of the original drawings, complete with As-Builts
and any engineering variances
4.1 4.1.11 The master technical file should contain all of the manufacturer’s specifications, original
manufacturer’s record book (MRB) including original inspection reports, and a copy of
the original operation, service and start up documentation

4.1 4.1.12 Name plate rubbings should be added to the master technical file where applicable

4.1 4.1.13 When ordering new plant assets, the contract order should include a full inspection set
of reports, such as wall thickness, opening measurements on tubes, dimensions, weights
etc. and be included in the master technical file

4.1 4.1.14 All fabrications, material components, etc. should be photographed after they are off-
loaded on the plant site and approved by Quality Assurance/ Engineering and those
pictures kept in the master technical file
4.1 4.1.15 Third party inspection reports, including digital pictures, should indicate if the
manufacture or fabrication is to the Engineering drawings, scope and specifications

4.1 4.1.16 All master technical files should contain a complete bill of materials and any upgrades

4.1 4.1.17 Master technical files for piping systems should contain a complete set of piping
isometrics plus the fabrication cut sheets
4.1 4.1.18 Many plants are using a ‘TML’ drawing (thickness measurement drawing)

4.1 4.1.19 The master technical file should retain all historical shutdown master work packages and
in many cases the sub work packages given to the contractors

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST
4.1 4.1.20 Shutdown support plans see very little change from one shutdown to the next, and it is
anticipated that the dust-off and upgrade rate is 2% to the originally expended labour
hours for full development
4.1 4.1.21 Historical records should include a summarized copy of the shortfalls and efficiencies

This next section will deal with what should be in a shutdown master work package
historical record
4.1 4.1.22 The master work package should contain the following for file administration:
4.1 4.1.22.1 Engineering file number
4.1 4.1.22.2 Equipment or tag number
4.1 4.1.22.3 Work order number
4.1 4.1.22.4 Work breakdown structure
4.1 4.1.22.5 Organizational breakdown structure
4.1 4.1.22.6 Cost control and activity code identifier list
4.1 4.1.22.7 Cost control tracking and reporting documentation forms
4.1 4.1.22.8 Copies of purchase orders
4.1 4.1.22.9 Copy of relevant section of shutdown Master Execution Schedule
4.1 4.1.22.10 Original schedule estimate with task duration and activity resource loading per shift

4.1 4.1.22.11 Required resources of manpower and machinery

4.1 4.1.22.12 Required support resources
4.1 4.1.22.13 Cost estimate including estimating sheets per task activity
4.1 4.1.22.14 Expected turnaround procedure and administration training for both the
owner/operator and contractor
4.1 4.1.22.15 Originator of shutdown work request and turnaround team who approved
4.1 4.1.22.16 Bid package work scope details
4.1 4.1.22.17 Contractor bid assessment details
4.1 4.1.22.18 Contract award details
4.1 4.1.22.19 HSE requirements
4.1 4.1.22.20 Rescue plans
4.1 4.1.22.21 Risk assessment and mitigation plans
4.1 4.1.22.22 Contractor bid package assessment
4.1 4.1.22.23 Contractor performance assessment
4.1 4.1.22.24 Contractor feedback
4.1 4.1.22.25 Summary of shortfalls, action items and notes on things that work well

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST
4.1 4.1.22.26 Any relevant sectional copies of the Turnaround Summary Report
4.1 4.1.22.27 Senior management technical approvals
4.1 4.1.23 The master work package should contain the following for work scope
4.1 4.1.23.1 General description of work
4.1 4.1.23.2 Work scope to be completed pre shutdown
4.1 4.1.23.3 Work scope to be completed post shutdown
4.1 4.1.23.4 Dates added to turnaround Master Milestone Schedule
4.1 4.1.23.5 On-site contractor scopes of work (sub work packages)
4.1 4.1.23.6 Off-site contractor scope of work (sub work packages)
4.1 4.1.23.7 Task activity details for the task, each activity that is required with all the significant
resource loading in detail should be found in the relevant section of the shutdown
Master Execution Schedule
4.1 4.1.23.8 Routine and special procedures
4.1 4.1.23.9 Procurement – bill of materials
4.1 4.1.23.10 Procurement – long and intermediate lead material ordering requirements
4.1 4.1.23.11 Procurement – fabrication details (most of this information will be found in the
fabrication contract award)
4.1 4.1.23.12 Procurement – any special shipping instructions such as weight, type of transport,
storage protection i.e. power for electric motor casings
4.1 4.1.23.13 Procurement - temperature storage needs
4.1 4.1.23.14 Procurement – receiving instructions including off-loading weights, storage, location of
off-loading, number of pieces and any shortages
4.1 4.1.23.15 Procurement – contact information for person completing the receiving inspection

4.1 4.1.23.16 Procurement – required paper work at time of delivery i.e. MTR’s, MRB
4.1 4.1.23.17 Procurement – specific material identification needs i.e. vessel number, name
4.1 4.1.23.18 Installation: Code requirements are activities that need to be scheduled and budgeted
for, and should be filed by name only as actual information will be found in QA files
which may or may not be part of this master technical file, such as heat treating, non
destructive examination reports, pressure tests, jurisdictional witness and reporting
requirements

4.1 4.1.23.19 Copies of special safety work permits such as confined space, number of safety watches,
special equipment, special precautions – x-ray no other work is allowed in immediate
area, fire hydrant, road closure
4.1 4.1.23.20 Temporary utility requirements such as plant air, water, power, nitrogen, instrument air

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST
4.1 4.1.23.21 For the pressure testing or flushing of some materials, the water must be analyzed prior
to its contact with the material. This is an activity which takes time, therefore needs to be
included in the budget and schedule
4.1 4.1.24 The master work package should contain the following from Engineering
4.1 4.1.24.1 Plant plot plan (see master technical file)
4.1 4.1.24.2 Process flow diagram (PFD) (see master technical file)
4.1 4.1.24.3 Mechanical flow sheet (MFS) (see master technical file)
4.1 4.1.24.4 Piping isometrics (package dependant)
4.1 4.1.24.5 Equipment drawings (package dependant)
4.1 4.1.24.6 Equipment specifications (package dependant)
4.1 4.1.24.7 Copy or reference to relevant plant standards
4.1 4.1.24.8 Digital pictures relevant to upcoming work
4.1 4.1.24.9 Critical crane lift studies and approval forms
4.1 4.1.25 The master work package should contain the following from Operations
4.1 4.1.25.1 Copy of the blind list, blind locations and relevant total isolation package
4.1 4.1.25.2 Copy of lock list, lock locations and lock out procedure
4.1 4.1.25.3 Plot plan of relevant utility locations
4.1 4.1.25.4 Pressure relieving device work scope (see technical checklist)
4.1 4.1.25.5 Copy of special permit forms for road closure, fire hydrant use, etc.
4.1 4.1.26 The master work package should contain the following for work package administration

4.1 4.1.26.1 Manpower blended rates

4.1 4.1.26.2 Contractor overtime rates
4.1 4.1.26.3 Any other cost rates not included in the overheads
4.1 4.1.26.4 Pricing for rental equipment and safety supplies that were supplied by the
owner/operator or charged back by the contractor
4.1 4.1.26.5 Overall control budget for the work package noting that budgets are usually based on
ideal weather and working conditions, which can become a definable variance

4.1 4.1.26.6 Actual cost of the work package plus any definable variances

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 PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

Estimated Actual
Task Required Person Completion Completion
Yes/No Responsible Date Date
Additional Comments

A master technical file begins when a plant is first built

and contains complete construction turnover
documents that cover the information this checklist
refers to. For plants of older construction, this original
information may not have been properly catalogued
in the operating plant information system and will
have to be compiled from a variety of sources

All hard-copy documentation should be kept in one

file for ease of access for the shutdown planner.
Should the master technical file be digital, hyperlinks
should be set up based on all technical information
required on this checklist

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 PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

This will normally be an increased cost but creates the

baseline set of inspection reports for risk based
decision making as the equipment degrades

Pictures are particularly useful to the night shift when

trying to find the shutdown material in the lay down
yard

This is an in-house developed process drawing from

one major piece of equipment to another showing
each pipe spool and flange joint. It is not a true
reflection of the pipe but it is of the piping assembly.
It has too many field applications for this checklist

This is particularly useful for plant assets or piping

systems that see high rates of replacement, or
repetitive routine maintenance work packages such as
cleaning of aerial coolers, from shutdown to
shutdown

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 PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST
Shutdown support plan master technical files should
have up-to-date drawings (plan dependant), other
historical records and pictures

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

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 PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

"Emergent Work" Quick Action Work Package Checklist

Checklist Item

Category 4 Section 2 Sub ITEM No.

Master Technical
File (Work Package)
Checklist

Quick Action Work

Package Checklist
4.2 4.2.1 The quick action work package is normally a result of found work during the execution
phase
4.2 4.2.2 Has the turnaround team a predetermined schedule for reviewing Quick Action Work
Packages or can it be included in the daily turnaround team meeting
4.2 4.2.3 Is there one turnaround team member designated to coordinate the Quick Action Work
Package
4.2 4.2.4 Has Engineering completed the risk based analysis and determined that the work cannot
be deferred

4.2 4.2.5 Has a general work description been written by Engineering and/or Quality Assurance

4.2 4.2.6 Has the work scope been conveyed to the shutdown planner
4.2 4.2.7 Has the shutdown planner developed the initial Quick Action Work Package, complete
with a budget and schedule for the task and activities, to present to the turnaround team
at the predetermined quick action meeting
4.2 4.2.8 Have all turnaround team members reviewed the Quick Action Work Package
4.2 4.2.9 Has the turnaround team and a senior management representative agreed on the Quick
Action Work Package, work scope, work procedure, safety and quality assurance
requirements, budget and schedule
4.2 4.2.10 Are there budget funds available (contingency) or does the turnaround team senior
manager have to secure them before work can start
4.2 4.2.11 Has the accepted Quick Action Work Package been sent to the shutdown planner to
develop the bill of materials and sub work packages to the contractor
4.2 4.2.12 Has the shutdown scheduler a copy of the Quick Action Work Package to update the
shutdown master execution schedule
4.2 4.2.13 Has the cost control budget been updated with the found work

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST
4.2 4.2.14 Has the bill of materials and the contractor sub work packages been distributed
4.2 4.2.15 Can the contractor commit to the work with the present labour resources
4.2 4.2.16 The work package becomes part of the shutdown work plan once the work is committed
to and the work package is financed

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 PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

Additional Comments
Task Required Person Responsible Estimated Actual
Yes/No Completion Date Completion Date

This is a predetermined authority so the work

submission does not have to be reviewed by the
turnaround team before the work package is
developed

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PMPT TASC TURNAROUND MANAGEMENT SYSTEM CHECKLIST

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