Shell Petroleum Development Company of Nigeria

Classification Status: Restricted

NOVEMBER, 2013 DOCUMENT NUMBER

SSG-NG01012401-GEN-AA-5800-00008

SOUTHERN SWAMP ASSOCIATED GAS SOLUTION (SSAGS) PROJECT

PRODUCTION FACILITIES EPC

Contract No. : NG01012401

PROJECT INTERFACE MANAGEMENT PLAN

Proprietary Information: This document contains

proprietary information and may not be partly or wholly
reproduced without prior written permission from Shell
Petroleum Development COMPANY

Revisio
Date Description Originator Checker Approver
n

C01 28-Nov-2013 Approved for Construction A.ZACHARY S. PAGNONI D. ANELLI

CONTRACTOR:

CONTRACTOR Document No: GEN-ZX-E-09025

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 ADDITIONAL AGREEMENT/APPROVAL RECORD

Party Ref Ind. Name Sign Date

Revision Philosophy
 Revisions for Review - First issue will be issued at R01, with reason of issue description - Issued
for Review, (with subsequent R02, R03, etc. as required to be used in dependence of review
status received by SPDC). Last issue: A01, A02… with reason of issue description - Issued for
approval, A02 might be reissued in case further modification occurred A02, with reason of issue
description – Re-Issued for approval. When document is considered closed by SPDC, the revision
must be changed to C01, C02….. with reason of issue description - Approved for Construction

 Revisions for Design Documentation - First issue will be issued at D01, with reason of issue
description - Issued for Review, (with subsequent D02, D03, etc as required to be used in
dependence of review status received by SPDC). Last issue: C01, with reason of issue description
- Issued for Construction (Final Design) (C02 might be reissued in case further modification
occurred). When document is considered closed by SPDC, the revision must be increased (with no
change on the document itself) and issued , with reason of issue description - Approved for
Construction (Final Design).
 Revisions for Purchase - First issue will be issued at P01, with reason of issue description -
Issued for Purchase, (P02, etc to be used in dependence of review status received by SPDC).
Last issue: P03, with reason of issue description - Approved for Purchase (Final Issue) (P0X
might be reissued in case further modification occurred).
 Revisions for Information - First issue will be issued at R01, with reason of issue description -
Issued for Information.
 Revisions for As built - Documents or drawings revised as “As built” will be issued as Z01, Z02 Z03
etc as required.
 Narrative sections revised from previous approved issues are to be noted in the table below and/or
highlighted in the RH margin (using the appropriate revision status).
 Previous revision highlighting to be removed at subsequent issues.
 Drawings/diagrams revised from previous approved issues are highlighted by 'clouding' the
affected areas and by the use of a triangle containing the revision status.
 If a document is cancelled the document will be issued at the next sequential number by adding the
suffixed with a X. For example if R02 is the current revision then 03X will be the Cancelled revision
 All revisions to this document must be approved by the relevant Technical authority.

Revision History

Revision No. Date of issue Document ID/Reason for change

C01 28-Nov-2013 Approved for Construction

A01 11-Oct-2013 Issued for Approval

R02 10-Sept-2013 Re-Issued for review

R01 03-Apr-2013 Issued for review

CONTENTS

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1. SCOPE AND PURPOSES 4

2. REFERENCE DOCUMENTS 4

3. DEFINITIONS AND ABBREVIATIONS 4

3.1 Abbreviations for Project Organization 5

3.2 Other Abbreviations 6

4.0 RESPONSIBILITIES 6

5.0 TYPES OF INTERFACES 6

5.1 Operating Interfaces 6

5.2 Managerial Interfaces 7

6.0 WORK PROCESS DESCRIPTION 7

6.1 Identification of Interface 7

6.2 Classification of Interfaces 9

6.3 Operational Management of Interfaces 9

7.0 DOCUMENTS PRODUCED 10

7.1 Interface Management Plan (IMP) 11

7.2 Interface Register (IR) 11

7.3 Interface Agreement (IA) 11

7.4 Interface Management Final Report 11

APPENDIX 1 – INTERFACE REGISTER 13

APPENDIX 2 – INTERFACE AGREEMENT FORM 13

APPENDIX 3 – LIST OF CONTACTS 17

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 1. SCOPE AND PURPOSES
The purpose of the Interface Management Plan is to define the work process and
responsibilities for the identification, classification and management of Interfaces with
external Organizations during Project Execution. Each Interface is identified, classified
depending on its criticality, monitored with the Interface Register and closed when an
agreement is reached amongst Contractors, COMPANY and any other External
Organizations.

Southern Swamp Associated Gas Solution (SSAGS) Project is developed by

CONTRACTOR while Daewoo Nigeria Limited (DNL) is the main Contractor handling the
Pipelines connecting the Flow Stations and Tunu Central Processing Facilities.

2. REFERENCE DOCUMENTS

SSAGS Project EPC Execution Interface Management, Document Number: SSG-TPD-

GEN-AA-5800-00001.

3. DEFINITIONS AND ABBREVIATIONS

COMPANY Shell Petroleum Development COMPANY of Nigeria

Owner An Organization, other than COMPANY, with which CONTRACTOR

has no contractual agreement.

CONTRACTOR SCNL/Snamprogetti Eng. B.V./ Desicon Eng. LTD Consortium.

Interface Points of contact between the Scope of Work of different

Organizations, which affect each other’s activities.

Interface Document where the Procedures adopted for the management of

Management Project Interfaces with external Organizations are described.
Plan (IMP)

Interface List of Interfaces with external Organizations, identified and managed

Register (IR) by Project.

Interface Owner A Party that is responsible for developing and managing a specific
(IO) Interface.

Interface A formal document used to manage the identified Interfaces. The

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 Agreement (IA) document describes the actions that need to be performed and the
relative deadlines for their performances, mutually agreed by the
Parties in order to achieve completion of the interface in accordance
with the Project schedule.

Work Hierarchical structure that splits up the project into activities (e.g.
Breakdown Engineering, Construction), in order to monitor and evaluate their
Structure (WBS) progress.

Interface Resource assigned to the Project by the competent Project

Manager (IM) Management Department to support the Project Manager in
coordinating Project Interfaces.

3.1 ABBREVIATIONS FOR PROJECT ORGANIZATION

PD Project Director
PM-E&P Project Manager Engineering and Procurement
PM-C Project Manager Construction
TM Technical Manager
PCM Project Control Manager
IM Interface Manager
SM Site Manager
CM Construction Manager
PCOL Project Commissioning Leader
PQM Project Quality Manager
HSEM Project HSE Manager
HSESM Project HSE Site Manager
PSL Project Specialist Leader
PPL Project Process Leader
PPRC Project Procurement Coordinator
PPRM Project Procurement Manager

3.2 OTHER ABBREVIATIONS

IA Interface Agreement
IMP Interface Management Plan
IO Interface Owner
IR Interface Register (IR)
WBS Work Breakdown Structure
WBE Work Breakdown Element

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 4.0 RESPONSIBILITIES
The Project Manager is responsible for applying the Interface Management Procedures to
the assigned Project and for approving the documents produced.

The Interface Manager ensures smooth coordination of the Interface Management

Process, interacting with various Disciplines and external Organizations involved; acts as
the Interface Management Contact with COMPANY and ensures preparation of the
required documents for approval.

Interface Owners prepare the required documents and manage all aspects of assigned
interfaces. They are responsible for interacting with the interfacing organization and
determine (both as Requester and Receiver) all missing information and the format in
which such information is to be provided.

5.0 TYPES OF INTERFACES

The Interface types are as follows:

5.1 OPERATING INTERFACES

Physical A Physical Interface arises from the need to coordinate and manage
Interface a physical operation (e.g. flanged coupling, welded joint, cabling)
involving objects/items belonging to COMPANY and objects/items
belonging to other Organizations or vice versa.
Documental A Documental Interface arises from the need to coordinate and
Interface manage Technical Information flows (e.g. Datasheets, Coordinates,
Operating or Design pressures, etc.) from other Organizations
(Contractors and/or Owners) or vice versa, through a document or IT
exchange.

5.2 MANAGERIAL INTERFACES

Organizational An Organization Interface arises from the need to coordinate and

Interface manage activities for which one or more resources from other
Organizations (Contractors and/or Owners) are required, whether for
executive, coordination or supervision tasks, and vice versa (e.g.
Lifting operations with a radius extending over other Parties’ Work
Area require the involvement of the Health, Safety and Environment

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 function).

Bureaucratic A Bureaucratic Interface arises from the need to coordinate and

Interface manage executive and investigational activities that require a Pass,
Release note or other form of Authorization, from other Organizations
(e.g. Contractors and/or Owners) and vice versa.

INTERFACE

OPERATING MANAGERIAL

PHYSICAL ORGANIZATIONAL

DOCUMENTAL BUREAUCRATIC

Fig. 1 Interface Typology

6.0 WORK PROCESS DESCRIPTION

The main steps of the Work Process are listed below:
 Identification of the Interfaces
 Classification of the Interfaces
 Operational Management of Interfaces

6.1 IDENTIFICATION OF INTERFACE

Key Project Interfaces are identified on the basis of the information contained in the
Project Scope/Contract and during the course of the Project, especially in the initial
phase. For this purpose, the Interface Manager holds dedicated meetings with the key
Project positions when required.

Each Interface is classified depending on the Work Breakdown Structure and it is

analysed in order to identify the second level Interfaces and the relevant responsibilities
for each Organization:

In SSAGS Project, COMPANY and EPC Contractors agreed to have a common Interface
Register where all interface issues and relevant updates are documented. Ownership of
this Register belongs to COMPANY Interface representatives and it is updated at each
interface meeting.

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 The Interfaces thus obtained are re-classified according to a Criticality scale that takes
into account external and internal constraints. External Constraints are those elements for
which the Interface execution is linked to external factors (e.g. Interface completion within
a certain window determined by an entity external to the Project). Internal Constraints are
essentially a function of the degree of multi-disciplinary issues of a given Interface.

It is the responsibility of the Interface Manager to locate each Interface identified during
the steps described above within a Criticality Matrix like the one shown in Figure 2.

High
EXTERNAL CONSTRAINTS

Low
HL HH
High

Fig. 2 Interface Classification

LL LH
Interfaces falling within the high External
Constraints Areas (HL and HH as shown in
Figure 2) are managed using the Interface Management Process described in the present
Low INTERNAL CONSTRAINTS
Project Procedure which constitutes the basis of the Project Interface Register. Interfaces
falling within the low-level External Constraint areas (LL and LH in Figure 2) are managed
at discipline level, in accordance with standard COMPANY Procedures.
Subsequently, before classifying the Interfaces, the Interface Manager is responsible for
recording all the interfaces with other Organizations (Contractors and/or Owners) in the
Project Interface Register.

6.2 CLASSIFICATION OF INTERFACES

Once the Interface Register has been prepared, the Interface Manager calls a meeting
with CM, HSEM, PCM, PM, PPRM/PPRC, PQM and TM in order to classify the Interfaces
identified and designate Interface Ownership for each one.

Each Interface is assigned the following attributes at this stage:

 Interface Type;
 Organizations Involved;
 COMPANY’s Role;
 Interface Management Time frame and Closing date.

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 Intermediate milestones and the interface closing dates, which include all activities up to
Site Work completion or until necessary, are determined in accordance with the Project
Schedule and with the existing time constraints (milestones).

Following Interface classification and IO designation, the Interface Manager issues the
Project IR for all disciplinary functions involved to take action accordingly. A sample IR is
provided in Appendix 1 of this Work Instruction. The Project IR is a dynamic document to
be used during coordination meetings. Interface Manager is responsible for maintaining
and updating the Interface Register and for ensuring correct distribution.

6.3 OPERATIONAL MANAGEMENT OF INTERFACES

6.3.1 Operational Management of Interfaces

When managing Interfaces, it is essential to identify, receive, and/or provide the
information required by an Organization to complete its scope of work.
The IA Form can be found in Appendix 2 in which the information necessary for regulating
the agreement amongst Parties in order to make the requested information/element
available by a planned date and in line with the objectives of the Project. The IA Form is
issued by the Organization that requires the information/item (the Requester) and is
agreed upon and accepted by the Organization that is required to provide the information
(the Receiver).
IA transmission (whether a printed or an electronic document, or both) must be done via
the Project transmittal System under the control of the IM.

6.3.2 Interface Management

The IO is responsible for defining the Interface Requirements for Interface management.
Together with the counterpart, the IO establishes the level of detail of the requested
information, the format in which it should be provided and the time frame for Interface
closure, in compliance with the Project schedule.
Each step or progress in the Interface process must be notified by the IO to the Interface
Manager, so that the Project IR may be appropriately updated. The Interface Manager
shall arrange project Interface Coordination Meetings when required. The Interface
Manager monitors the Interfaces throughout the different Project Phases in compliance
with the set time constraints, up to their completion.
Should the Interfacing Organization not provide the necessary support for the resolution
of the Interface, the PM involves COMPANY for appropriate corrective actions.

6.3.3 Interface Management (COMPANY Acting As Provider)

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 The Procedure and Method described above also applies when COMPANY acts as the
Party providing information to the other Organization.

7.0 DOCUMENTS PRODUCED

The Interface Manager ensures the preparation and issuance of Interface Management
Reports.
The documents produced are as follows:

Document Description Prepared Checked Approved

by:
Interface Management Plan (IMP) IM TM PM
Interface Register (IR) IM TM PM
Interface Agreement (IA) IO TM PM
Interface Management Final Report IM PM Competent
PD/Operations
Managers

7.1 INTERFACE MANAGEMENT PLAN (IMP)

The IMP is issued within two months after the contractual effective date, and reissued
whenever significant changes are made to its contents.

7.2 INTERFACE REGISTER (IR)

CONTRACTOR’s IR is initially issued after classification of the interfaces and
identification of the IOs, and is reissued before each coordination meeting.
The classified Interfaces with respective WBE are distributed to the following key Project
Team personnel: CM, HSEM, IO, PCM, PM, PPRM/PPRC, PQM, TM and Risk Engineer,
since it may constitute a basis for the identification of risks.
When it is deemed necessary, it may also be distributed to COMPANY and to the
Organization with which the Interface exists.

The external interfaces identified as per the above procedure are shared in a joint
meetings led by COMPANY Interface Representatives where all the issues are analysed
and captured in a dedicated Register developed between COMPANY and EPC
Contractors. This dedicated Register is the official Project live document shared amongst
all the stakeholders.

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 7.3 INTERFACE AGREEMENT (IA)
IA Form is issued for each interface issue when the final agreement has been reached
and signed off with all the parties involved.

7.4 INTERFACE MANAGEMENT FINAL REPORT

The Interface Management Final Report is prepared by Interface Manager, with the
contribution of the CM, HSEM, IO, PCM, PM, PPRM/PPRC, PQM, SM and TM, and is
issued only once at the end of the Project.
It makes up an integral part of Project feedback.
The Interface Management Final Report must comply with the requirements of the
document management system and has the following minimum contents:
o Cost/benefit Analysis detailing:
 Risks avoided.
o Opportunities created (e.g. Time saved, Cost effectiveness e.t.c.)
o Lessons learned.

The Interface Management Final Report is distributed to the competent PD/Operations

Manager, CM, HSEM, IO, PCM, PM, PPRM/PPRC, PQM, SM and TM as well as to the
managers of the following COMPANY Functions: Procurement, Process Engineering,
Loss Prevention and Environment, Commissioning, Management and Construction, HSE,
Quality, Engineering, Operations Onshore, Project Management, Project Control.

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APPENDIX 1 – INTERFACE REGISTER

APPENDIX 2 – INTERFACE AGREEMENT FORM

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 Shell Petroleum Development COMPANY of Nigeria

XX MONTH, YEAR DOCUMENT NUMBER

SSG-NG01012401-XXX-XX-6015-0000X
Classification
Status:
Restricted

SOUTHERN SWAMP ASSOCIATED GAS SOLUTION (SSAGS) PROJECT

PRODUCTION FACILITIES EPC

Contract No. : NG01012401

INTERFACE AGREEMENT FORM
Interface Number
xxxx

Proprietary Information: This document contains proprietary information and may not be partly or wholly reproduced without prior
written permission from Shell Petroleum Development COMPANY

Revisio
Date Description Originator Checker Approver
n

IO IM PM

CONTRACTOR:

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 SSAGS Project - Contract No. : NG01012401
Interface Agreement Form
Document Number
Interface Reference

INVOLVED ORGANIZATION
Requester Name and Surname
Receiver Name and Surname

INTERFACE DETAILS
Interface Type
Interface Description

Actions
Acion Number 1 Due Date
Action by
Actual Date
Action Description:

Actions
Acion Number 2 Due Date
Action by
Actual Date
Action Description:

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 CLOSE-OUT ACTIONS
INTERFACE ISSUE NO.

S/No.

Action Requested Action Taken Date From To

DOCUMENTATION INVOLVED/EXCHANGED
INTERFACE ISSUE NO.
S/No. Description of Document Drawing Reference Rev. Mode Date From To

Close Out
Requester Sign Receiver Sign

Date Date

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APPENDIX 3 – LIST OF CONTACTS

Reference Person Organization Role Contacts

Augustine ZACHARY CONSORTIUM CONTRACTOR Augustine.Zachary@saipem.com

Daboner ARIGBALA Arigbala.s.Daboner@shell.com/

COMPANY COMPANY
Okey ANOZIE Okey.Anozie@shell.com

Francis EZERIBE Daewoo Nigeria Limited (DNL) Contractor Francis.Ezeribe@dwnigeria.com

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