Generation and Control of Supplier Document Requirement Lists and Supplier Document Lists

g
Oil & Gas

Subsea Systems Subsea Projects
Generation and Control of Supplier Document Requirement

Lists and Supplier Document Lists
Document Number P-PM-18-002
Rev: 1.0
Approved By:
Name: Duncan Collins

Title: QMS Leader
Subsea Systems Management
Representative
Name: Rusty Justiss

Title: Executive Sourcing
Document Revision Chart

The following chart lists the revisions made to this document tracked by version. Use this to describe the changes
and additions each time this document is re-published. The description should include as many details of the
changes as possible.
#.#
Section Modified and Revision Description
Date
Author
0.0
0.1
1.0
Draft for comment

Draft for Review Board comment
Issued for approval and inclusion to QMS
16th April 2012

13th June 2012
31st July 2012
David Shaw
David Shaw
David Shaw
GE PROPRIETARY
UNCONTROLLED WHEN PRINTED OR

TRANSMITTED ELECTRONICALLY
PAGE 1 OF 16
Oil & Gas


Rev: 1.0
1. Purpose:
To define the standard process for the generation and control of equipment related Supplier Document
Requirement Lists (SDRLs), issued by the Profit and Loss Centre (P&L) to suppliers, and Supplier Document Lists
(SDLs), returned by the supplier to the P&L, for GE Oil and Gas Subsea project equipment.
NB. For each SDRL there will be a corresponding SDL. The SDRL is a GE request for document types required for a
particular item of purchased equipment contained in a purchase order (PO). The SDL is the suppliers response to
the SDRL and comprises a detailed list of documents to be supplied to fulfill the SDRL and purchase order item
requirements. The SDL, therefore, is considered to be the principal document for use within the project environment
when it has been approved, which may also include customer approval.
2. Scope:
2.1
One or more of the following reasons could initiate the need for a SDRL/SDL for a particular item of
equipment:through the process of Criticality Risk Assessment (CRA), an ITP is deemed to be required and, in turn,
the ITP requires items of documentation i.e. manufacturing data;
the Master Document Register requires the supply of certain items of documentation from the supplier
i.e. document deliverables for The Company (Client / Customer) e.g. Operating and Maintenance
Instructions;
Statutory and Regulatory requirements dictate the need for the supplier to provide certain documents
e.g. lifting equipment certificates.
The process is initiated during Product Engineering activity to establish the baseline, standard GE
requirements, and is completed during the Project phase of a contract to provide The Company
(customer/client), with equipment, documentation and services in accordance with contractual and other
requirements.
GE PROPRIETARY

PAGE 2 OF 16
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Rev: 1.0
3.0
Abbreviations and Definitions
BoM
Bill of Material
CRA
Criticality Risk Assessment
EPC
Engineering, Procurement and Construction
ePIC
Process for Information Control
ePIMS
eReq
Electronic, Part Information Management

System
eRequirements
ITO
ITP
Inquiry to Order
Inspection and Test Plan
MDR
Master Document Register
MoW
MPP
Made on Works
Manufacturing Process Plan
MRB
Manufacturing Record Book
NOI
Notification of Inspection
OTR
Order to Remittance
P&L
Profit and Loss Centre
Prod
Eng
Product Engineer
Proj
Eng
Project Engineer
PPM
Pre-production meeting
PQE
Project Quality Engineer
RFQ
Request for Quotation
SDL
Supplier Document List
SDRL
Supplier Document Requirement List
SQR
Special Quality Requirements
ToC
Table of contents
GE PROPRIETARY
Material, part, sub-assembly or assembly technical requirement. For GE

proprietary equipment, these requirements are held and controlled in the
ePIMS application (see below), including reference to supplier and free issue
equipment, as required.
Implemented during the ITO and OTR phases of a Project to determine the
level of control required for equipment EPC activity
The fundamental phases of a project, designated as EPC, the scope of which is
usually sourced from two or more P&Ls
Project document control database application for the registration and control
of status of customer document deliverables
Database used to establish quality and technical requirements for parts and to
provide the structure for a parts bill of material (BoM)
Data gathering and processing application for the management of notification
of inspection
Project phase from initial Company inquiry to the placement of Order
Document that defines the type, level and degree of inspection and test
required on an item of equipment, and the associated manufacturing data
records required
Lists the total document deliverables required by The Company during the
Project phase, part of which is the SDRL. Does not list the individual
manufacturing data records.
Major item of equipment that is completed at GE premises
Used to define the process steps and controls required to manufacture an item
of equipment. E.g. Forgings
Sometimes referred to as MDR (Manufacturing Data Book), and contains those
records required for equipment verification, as specified in the ITP and SDRL
The communication of the arrangements for the inspection and/or testing of
an item of equipment, as required by a particular section of an ITP
Project phase from the placement of Company order to final milestone
payment
Distinct organizational accounting centre within a GE entity. E.g SPS (Subsea
Production Equipement); MCS (Manifolds and Connection Systems); PCS
(Production Control Systems).
Engineer engaged on the introduction of new products and parts to the
engineering parts database ePIMS. Such parts may also be the modification to
an existing part, identified as a result of the need for improvement. E.g.
Corrective and preventive action, cost reduction, quality enhancement.
Engineer engaged within a project environment, who utilizes the existing parts
database in ePIMS, to apply parts and construct Bills of Material suitable for
the project scope and other requirements.
A structured meeting with the supplier to establish that all the requirements
for the procurement of the equipment ordered have been communicated to
the supplier, understood by the supplier and that the supplier has made the
necessary arrangements to ensure that the requirements are met
Responsible for ensuring the projects quality requirements for the applicable
P&L are defined and agreed with the Customer, when applicable.
Request for the supplier to provide information related to the price and
delivery of equipment or services
The supplier list of documents offering for an item of equipment, which must,
as a minimum, contain all the documents required by the SDRL
The GE specified list of documents required from a supplier for an item of
equipment, including the individual manufacturing data records and other
documents required by the MDR
Requirements that are considered to be over and above the standard or norm,
necessitating the implementation of special arrangements to ensure their
satisfactory completion.
Detailed list of documents to be provided in a MRB

PAGE 3 OF 16
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Rev: 1.0
4.0
Procedure
4.1
General Requirements
4.1.1
When an ITP has been deemed necessary via CRA, the SDRL / SDL must contain those documents
required by the ITP e.g. material certificates, test reports, etc., and other, additional documents, as
listed in the Master Document Register (MDR). e.g. Operation and Maintenance Instructions, drawings, data
sheets etc. Hence, the SDRL / SDL should be considered as the primary document for specifying which
Supplier or P&L documents are required, including specific documents required for the MRB and other GE
and customer deliverables.
4.1.2
Equipment referred to is considered to be an assembly, sub-assembly, part or material falling into one or
more of the following categories:for controlling the production fluid;
load bearing;
pressure retaining/containing;
process wetted;
part of the control system;
other equipment should be considered where the risk level is deemed to be potentially high. E.g.
thermal insulation.
4..1.3
This process shall be used during the initial phase of all Subsea Production Equipment Projects. For Frame
Agreement projects (none EPC projects), this process shall be adopted for the first order call off, and shall
be re-used on subsequent call off without alteration provided there is no change of scope or technical
requirement affecting the documents needed.
4.1.4
When a decision to make, rather than buy an item of equipment has been taken, this removes the need
for a SDRL because the documentation will be generated internally in accordance with the ITP and agreed
MRB ToC.
4.1.5
The standard product, Supplier Document Requirement List (SDRL), is selected by the Product Engineer and
attached to the part in EPIMS.
The project SDRL is the standard product SDRL, amended in accordance with contractual requirements, if
necessary. Otherwise, the standard product SDRL is used.
At OTR, when a standard product SDRL has to be updated to align with Contract requirements, the original
SDRL may be copied and amended but the original file is NOT to be updated, as this will change the
standard level. Hence, a new document number must be created for the copied and amended SDRL.
The SDL is provided by the supplier and is based on the standard or project SDRL. The document types
required in the SDL are specified in the SDRL. Further document types may be added by the supplier, as
necessary. E.g. documents required to cover statutory and regulatory requirements.
GE PROPRIETARY

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Rev: 1.0
4.1.6
The product standard SDRLs shall be initiated, controlled, applied and updated in accordance with the
flowchart (Appendix A), by the Product Engineering Group, by utilizing the standard template for the
equipment type, and ensuring the stated manufacturing data documents agree with those required by the
ITP.
NB. No more than one SDRL may be attached to a part. The same SDRL may be attached to two or
more parts.
4.1.7
The timeliness of submission of SDRLs and SDLs shall be compatible with the project Tollgate deliverables
and the overall planning schedule.
Likewise, the specifying for the timing of document completions required by the SDRL, must also be
compatible with the overall planning schedule.
4.1.8
The user must regard the contents of this document as a minimum standard and contractual or purchase
order requirements must be taken into consideration.
4.2
Procedure Product Engineering Phase
4.2.1
Part and document control requirements for ePIMS based activity must be in accordance with the relevant
TOPPS procedures and business rules.
Where changes to the standard SDRL for the part type or class are deemed necessary, due to error,
omission or review and improvement activity, the change shall be undertaken in accordance with TOPPS
procedures and business rules.
4.2.2
Product Engineer (Part Creator)

Using ePIMS, for a new part or part change- prior to release of the part- from established, populated
templates (also stored in e PIMS), select the correct SDRL for the part type and attach it to the part.
The attached files must be in original format to allow copying and editing during the project phase.
The attachment of additional file formats is permissible to provide a record of authorization. E.g. pdf.,
provided each document format is the same version.
Notify the Product Engineer (Part Reviewer) of the part number and that the SDRL requires review.
4.2.3
Product Engineer (Part Reviewer)

Check that the SDRL is suitable for the part in question, as follows:The SDRL attached to the part is correct for the part type;
The MRB documents required by the SDRL are the same as those required by the ITP for the
part type;
GE PROPRIETARY

PAGE 5 OF 16
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Rev: 1.0
The SDRL is compatible with and complementary to the ePIMS part number technical and
process data, including documents required by statutory and regulatory requirements. E.g.
lifting certificates, hazardous zone certificates etc;
Other documents required for the part, as identified in the MDR, have been included in the
SDRL.
If the SDRL does not meet requirements, return the part to the Product Engineer (Part Creator) with the
review comments.
If the SDRL meets the requirements above, send the part to the Product Engineer (Part Creator) or other
competent person for release.
GE PROPRIETARY

PAGE 6 OF 16
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Rev: 1.0
4.2.4
Product Engineer (Part Creator)

If the SDRL is satisfactory in its current state, and it is in the released state in ePIMS, the part may be
released.
If the SDRL is not satisfactory (see example below), requiring some addition or amendment, it will need to
be created under a different SDRL reference with notation in the SDRL header as to the difference in scope
of equipment that is covered from the original SDRL that was found to be insufficient.
e.g. Original SDRL Added SDRL -
SDRL-ABN-0032 Part Class or Commodity Description Small Bore Valves to

2 nominal bore.
SDRL-ABN- 0061 Part Class or Commodity Description Small Bore Valves to
2 nominal bore, with positive material identification (PMI).
NB.
Both the above SDRLs would then be considered as standard, populated templates for the
part class or commodity. It should also be noted that the additional PMI technical requirement would
require there to be a different part number from the standard in any case.
4.3
Procedure Project Phase
4.3.1
Lead Project Engineer / PQE - When preparing a RFQ, prior to the placement of a supplier Purchase Order,
select the required part for the project from ePIMS. If there is no SDRL attached to the part, select the
appropriate standard document for the part type or class and attach it to the part.
NB. In order for the Supplier or prospective Supplier to be able to view the SDRL or SDRLs (where
multiple parts of a different type or different part numbers are concerned) via the SIMON portal, ensure
that each part in the RFQ or PO scope, if necessary, has a SDRL attached to it.
If the SDRL is attached to the part, carry out a review of the SDRL with the PQE to ensure it is adequate for
the project requirements. i.e. The SDRL contains, as a minimum, those documents required by the ePIMS
BoM, MDR and ITP.
If no change to the standard SDRL is required, the subject part and associated SDRL may be used. If the
SDRL requires change, raise a new part in ePIMS (see 4.2.4 above).
On completion of the new SDRL, attach it to the new part in ePIMS.
If required PQE to issue SDRL to EPC DCC for issue to Company for comment.
On completion of satisfactory review, including satisfactory response to Company comments, release the
part in ePIMS, including the SDRL.
Initiate the Purchase Order Requisition (POR) and issue. Ensure that the SDRL is in the original file format to
allow editing by the supplier.
The RFQ is then processed according to Sourcing Procedures.
GE PROPRIETARY

PAGE 7 OF 16
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Rev: 1.0
4.4
Supplier
The SDL, to be produced by the supplier, is part of the same file containing the SDRL. See screenshot:-
To produce the SDL, review the SDRL minimum requirement document and supplement the SDL Supplier (see tab
on screenshot above) with additional documents, as required by the PO scope of work, ensuring that the minimum
requirement of the SDRL is met in the SDL. i.e. The SDRL, at this point, is converted to a SDL by utilizing the GE
format.
The README tab opens a sheet containing instructions and an explanation of how to use the SDL worksheet.
When completed, the supplier is to Issue the file containing the SDL to GE for review.
GE PROPRIETARY

PAGE 8 OF 16
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Rev: 1.0
4.4.1
Document Control Centre (DCC).

Register receipt of the SDL and issue to the PQE for review.
4.4.2
PQE
Check the SDL against the SDRL to ensure that the minimum requirements for documents requested has
been met.
NB. The attachment of project SDRLs to standard, base or generic parts is not allowed as this
can result in the attachment of two or more of them to the same part, causing confusion to users.
5.0
Quality Records
The following quality records resulting from this process shall be controlled and maintained in accordance
with the requirements of GEEQMS 4.2.4 Record Control:Supplier document requirement list and supplier document lists.
6.0
Responsibilities
6.1
Process Ownership
For the three P&Ls, the owner of this process is the Executive Sourcing Leader (ESL).
The ESL or designated person, shall ensure the following:That collectively the SDRLs provide a comprehensive package for use in ITO and OTR and that they
are used in accordance with this procedure.
That the procedure and SDRL templates are periodically reviewed for suitability.
That changes in the process are adequately communicated internally and to suppliers.
That suppliers correctly use the SDRL to produce a SDL and that the SDL complies with the SDL
requirements and is produced in a timely manner by the supplier.
Provide the supplier interface to answer any related supplier queries.
6.2
Engineering
The engineering function shall carry out the following:Create and update standard SDRL documents as required.
In OTR, review standard SDRL requirements against project requirements and attach and release
updated SDRLs to parts.
Refer project SDRLs to the PQE for review and agreement before their release.
Review supplier engineering related comments and take action to resolve related queries.
Obsolete SDRLs, in ePIMS, that are no longer required.
GE PROPRIETARY

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Rev: 1.0
6.3
Product and Project Quality

Work with Sourcing and Engineering to review standard SDRLs to ensure their ongoing suitability.
In OTR, review standard SDRL requirements against project requirements to ensure suitability for
project use.
In OTR, when necessary, ensure that SDRLs are agreed with the Customer in a timely manner and
the necessary information and documents are forwarded to the EPC DC for recording and
transmittal.
Review and approve supplier SDLs.
Review quality related supplier comments.
6.4
MRB Teams
Contribute to SDRL review to ensure that supplier document deliverables meet the requirements of
the MRB contents as specified in the standard and project inspection and test plan (ITP).
Review supplier documentation for completeness and correctness.
6.5
For EPC Projects, it is the responsibility of the the EPC Project Quality Manager to ensure that each P&L
Project Team is compliant with this process procedure.
For none EPC projects, it is the responsibility of the P&L Project Manager to ensure that this process
procedure is fully implemented at each of the P&Ls.
7.0
Reference to other documents
7.1
Process procedure for Criticality Risk Assessment
P-PM-09-001;
Process Work Instruction for Manufacturing Record Books
WI-PM-18-001;
Process Work Instruction for the Master Document Register
WI-PM-07-002;
Process procedure for Inspection an test Plans
P-PM-18-003;
Unpopulated template for SDRL /SDL
P-PM-18-002a;
NB. The prime location and point of control for this document, the documents referenced above and associated
unpopulated templates is contained and controlled within Documentum:QMS > Oil and Gas > O&G Drilling & Production Systems > D&P Subsea Projects > Global Project Procedures
7.2
Technical Operating Policies & Procedures (eTOPPS) for Engineers for the creation, review and release of
parts and their associated documents and data; located in the eBiz suite of applications.
GE PROPRIETARY

PAGE 10 OF 16
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Rev: 1.0
7.3
Sourcing Related documents

Procurement Philosophy and Organisation
OTR-SO-QMS-O&G-21
Requisitioning, evaluation of tenders and purchasing
QW-EUK-SOU-7.4
QW-SAN-SOU-001
QW-SAN-SOU-002
QW-SAN-SOU-003
Aberdeen and Nailsea sites

Sandvika
Sandvika
Sandvika
Sourcing procedures for the control and issue of Requests for Quotation and Purchase Orders; located in the GE
Energy Quality Management System
QMS > Oil and Gas > O&G Drilling & Production Systems > D&P Regions & Sites >
7.4
Reference to and effects on existing, related procedures.

The following procedures for MCS scope reside in Documentum > QMS > O&G > O&G D&P > SRC > Sandvika,
and will require review to ensure they are compatible with this procedure and make reference to it where
necessary.
PRO-VGS-QA-07
QW-QUA-SRC-008
QW-QUA-SRC-007
E00-SQG-0002
7.5
MRB Team Procedure

Pre-production Meetings
Approval of Supplier SDL & ITP
MRB Template for E00-SQG-0001 (see 7.8 below)
ENGWW 29.03 SDRL Requirements

Relates to the creation and control of SDRLs for MCS scope.
The procedure, if retained, should be revised to provide cross reference to this procedure and any other
changes necessary to ensure full compatibility.
The procedure resides in Documentum > QMS > O&G > O&G D&P > SRC > Sandvika > Engineering
GE PROPRIETARY

PAGE 11 OF 16
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Rev: 1.0
7.6
VGS 2.20 Supplier QA Codes

Relates to PCS scope for Nailsea. Defines the use of codes to be entered in the SQR data field in
ePIMS to communicate to the supplier the documentation and customer intervention requirements.
The procedure, if retained, should be revised to provide cross reference to this procedure and any other
changes necessary to ensure full compatibility. The Work Instruction will require further review and revision
(possibly removal) when ITPs are provided in digital format to support the Notification of Inspection
application in eRequirements. If possible, the WI or replacing procedure should be common to all 3 P&Ls.
With the provision of SDRL/SDL and ITPs as standard for projects, this procedure (VGS 2.20) should be
restricted to use for none EPC projects only. However, it must be considered that the attachment of such
documents to parts that are not project specific, will result in their communication to the supplier
through the SIMON portal or manually unless their visibility is nullified for a none EPC project. This will
apply to all P&Ls and will affect the RFQ & PO phases.
The procedure is stored in ePIMS.
7.7
MP100 Supplier Quality Requirements

Relates to SPS scope and covers a number of topics including, product specific quality
requirements, documentation, packaging etc.
The procedure, if retained, should be revised to provide cross reference to this procedure and any
other changes necessary to ensure full compatibility. The Work Instruction will require further review and
revision (possibly removal) when ITPs are provided in digital format to support the Notification of Inspection
The procedure is stored in ePIMS.
7.8
E000-SQG-0001 Supplier Quality Requirements

Relates to MCS scope and covers a number of topics including, product specific quality
requirements, documentation, packaging etc.
The procedure, if retained, should be revised to provide cross reference to this procedure and any
other changes necessary to ensure full compatibility. The Work Instruction will require further review and
revision (possibly removal) when ITPs are provided in digital format to support the Notification of Inspection
This procedure is more comprehensive than those used above for the other two P&Ls and could, therefore,
be used as the basis for a common procedure.
The procedure is located in Documentum - Regional Procedures Sandvika.
GE PROPRIETARY

PAGE 12 OF 16
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Rev: 1.0
7.9
PRO-VGS-QS-04 Quality Plans

Relates to MCS scope for quality plans for none EPC projects. Will require review to establish if still
relevant and, if so, the need for cross reference to this procedure and the Process Procedures under
section 3.0 above.
The procedure resides in Documentum > QMS > O&G > O&G D&P > SRC > Sandvika > Quality
7.10
ARSB-O&G-001 Supplier Quality Requirements

Contains requirements for supplier quality management and lists documents required, as related to
stages of manufacture.
The procedure resides in Documentum > GEE Process Control > QMS > Oil and Gas > O&G
Sourcing > QMS Documents
GE PROPRIETARY

PAGE 13 OF 16
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Rev: 1.0
APPENDIX A
No
PRODUCT ENGINEERING PHASE
Product Engineer
(Create)
Establish standard
SDRL for part
Product Engineer
(Review)
SDRL review for
product suitability
Product Engineering
Release part
Attach SDRL to
part
Product Eng
(Review)
SDRL Suitable for
Product type?
Yes
PRODUCT ENGINEERING PHASE

PROJECT PHASE
Lead Project Engineer

BoM structuring & part
selection

Part & SDRL may be used for
BoM
Lead
Project Engineer & PQE
Is there a suitable SDRL
attached to
the part?
Yes
At this stage, it will be

necessary to determine, through
consultation between the Lead Engineer &
PQE on review of the contract documents,
if there are additional technical or process
requirements that could affect the
SDRL content for the part.
No

Create project SDRL from
Standard SDRL
Where Company approval of GE supplier

documentation scope is required, the SDRL
and not the SDL is used for this purpose to
prevent delay during the RFQ & PO phases
described below.

Create project part.
No
PQE
Is Company
approval of SDRL
required?

Attach SDRL to part
Yes
Yes

Release part
EPC DCC
Receives and transmits
document
No
PQE
SDRL
Approved?
EPC DCC
Receives and transmits
documents
Company
Review and comment
PROJECT PHASE
GE PROPRIETARY

PAGE 14 OF 16
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Rev: 1.0
APPENDIX A continued
REQUEST FOR QUOTATION PHASE
Lead Project
Engineer
Initiate POR

Release part
RFQ issued to supplier
RFQ processing and approval in

accordance with Sourcing
Procedures
Issue PO to supplier
REQUEST FOR QUOTATION PHASE
PURCHASE ORDER PHASE
Supplier
Receives PO
Supplier
Issues PO acknowledgement
(agreement to SDRL)
CoE DCC
Creates ePIC profile &
workflow for SDL issue
& review
Supplier
Reviews GE SDRL & updates
file to provide SDL
PQE
SDL OK?
No
Yes
PURCHASE ORDER PHASE
GE PROPRIETARY
PQE
Issue to DCC for
recording in
ePIC

PAGE 15 OF 16
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Rev: 1.0
Title:
Reference:
Revision:
Application Date:
Expiration Date:
Author:
External References:
GE PROPRIETARY
Oil & Gas Subsea Projects

Generation and control of SDRLs and SDLs
P-PM-18-002
1.0
8/20/2012 10:33:37 AM
8/19/2015 7:00:00 PM
David Shaw
See section 7

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