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Document Requirements For Suppliers - NEPTUNE
Document Requirements For Suppliers - NEPTUNE
Document Requirements For Suppliers - NEPTUNE
Document Approval
This document is the property of Neptune Energy. It must not be stored, reproduced or disclosed without authorisation. 2.1 - 2019 Page 1 of 15
SPECIFICATION
Document code Document title Version Classification
MSD-PROJ-12-00103 Document Requirements for Suppliers 1 Internal
0.1 First Version Revision of Specification 103, rev 8 – Supplier Document Requirements
Rev Location of Change Brief Description of Change
Table of Contents
1. Introduction ............................................................................................................... 4
2. General Documentation Requirements ................................................................... 4
2.1 Language .......................................................................................................................... 4
2.2 Document Numbering ....................................................................................................... 4
2.3 Hardcopy Formats ............................................................................................................. 4
2.4 File Formats ...................................................................................................................... 4
2.5 File Names ........................................................................................................................ 5
2.6 Document Identification ..................................................................................................... 5
2.7 Revision Indication ............................................................................................................ 5
2.8 Verification of Documentation ............................................................................................ 5
2.9 Units of Measure ............................................................................................................... 6
3. Supplier Document Requirements List (SDRL) ...................................................... 6
4. Document Delivery .................................................................................................... 6
5. Document Review ..................................................................................................... 7
5.1 Review Codes.................................................................................................................... 7
5.2 Review Turnaround Time ................................................................................................... 7
6. Final Handover .......................................................................................................... 8
7. Installation, Operating & Maintenance Manual (IOM) ............................................. 9
8. Manufacturing Data Book (MDB) ........................................................................... 11
9. Supplier Document Types ...................................................................................... 13
1. INTRODUCTION
This Specification for Document Requirements for Suppliers is intended for Suppliers who have a
direct Purchase Order with Neptune Energy Netherlands B. V. (COMPANY) to provide goods or
services and includes the delivery of documentation in the scope. This Specification outlines the
minimal requirements for documentation and the delivery of documentation to ensure the
document review and handover process can be handled smoothly from PO Placement to PO Close
Out.
The default file format to be used during handover of final documentation is PDF. If native files of
the final documentation handover are required this will be indicated in section 9.0.
PDF files shall be flattened. This means there shall be no layers or drawing elements separate in the
PDF files. Supplier shall strive to deliver the best quality of PDF files while keeping the file size limited.
To achieve this PDF files are preferably created from natives (e.g. dwg, xls, doc) instead of being scanned
whenever possible.
i.e. L5-A_ST-S46-0001_00.pdf
Revision numbers shall be sequential 2-digit numbers, i.e. 00, 01, 02, 03 etc. The first revision shall
be 00.
• Nominal pipe/fitting/valve sizes in inches and pressure rating in lbs in accordance with ASME
pressure classes
• Pressure in bar
• Liquid flow in m3/h
• Gas flow in Nm3/h (0oC, 1.01325 bara)
COMPANY will provide a Supplier Document Requirement List (SDRL) template in native format filled
in with all the information available. Supplier shall complete the SDRL with the detailed titles,
planned delivery dates and other required information of the documentation that will be provided.
If Supplier deems additional documents are required, required documents are not applicable,
document types are combined, multiple documents are required for 1 document type, or other
changes, Supplier is expected to indicate this on the SDRL. The SDRL shall always be issued in native
format. COMPANY will assign COMPANY document numbers to be used by Supplier.
4. DOCUMENT DELIVERY
The standard way of delivering documents to COMPANY is by e-mail. COMPANY will provide the e-mail
address to be used. The size limit of e-mails COMPANY can receive is 20 Mb. When a document exceeds
this limit, it can be sent in parts or by file sharing tools like WeTransfer and Dropbox.
COMPANY will store, distribute and review the Supplier documents in PIMS EDMS system. Reviewed
documents will be returned to Supplier by e-mail.
Supplier can request access to PIMS in order to upload and download files directly in PIMS. In general,
this access will only be granted if the expected number of documents is high. Access can be requested
from the assigned Document Controller.
5. DOCUMENT REVIEW
All documents stated in the SDRL shall be subject to review by COMPANY, except documents with
Review Class I (For Information). Supplier shall not start fabrication until COMPANY has acknowledged
such review (hold point) and possible comments have been implemented.
When a document is reviewed with Code C, work may not proceed. Supplier shall revise and resubmit
the document for review by COMPANY.
Note that a review code given by COMPANY does not relieve the Supplier from good engineering
practice. Suppliers in no way are absolved from responsibilities for their accuracy for the design,
construction and performance of the equipment.
Documents returned by COMPANY to Supplier with review Code B or C shall be revised and resubmitted
for review by Supplier within 10 working days.
6. FINAL HANDOVER
Once all the individual documents have been reviewed and returned with review code A or D by
COMPANY, Supplier can assemble the Final Data Books, being:
The Final Data Books shall be in accordance with paragraph 7.0 and 8.0. The requirements as described
in latter paragraphs are minimum requirements, which shall be supplemented as necessary to fulfil the
requirements and to allow professional operation and use of the subject equipment. In case of doubt
Supplier shall contact COMPANY for final advice.
1 Data book shall have 1 PDF file. The PDF file shall be bookmarked reflecting the index of the data book
and shall contain bookmarks for all individual documents. Supplier shall strive to deliver the best quality
of PDF files while keeping the file size limited. To achieve this PDF files are preferably created from
natives (e.g. dwg, xls, doc) instead of being scanned whenever possible.
- Material lists.
Section 8 Parts data
- Equipment/package component details (for re-ordering from original
manufacturer, including parts not supplied as spare).
- Completed spare parts list, including all sectional/exploded view
drawings necessary to identify and install the spare parts.
Section 9 Special tools
- Schedule and technical description.
- Usage instructions
Section 10 Sub-Supplier data
- For all supplied items.
- Marked to show specific type supplied.
- (Operation and maintenance instructions shall be structured as
standard Supplier documentation.)
Section 9 Drawings
- Index.
- Fabrication and design drawings.
- Weld and NDE identification drawings.
- "Certified as-built" drawings.
Section 10 Other relevant documentation