TECHNICAL REVISION

October 2016

Work Processes

PIP ADG005
Specification for Developing
Data Forms for Practices
 PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES

In an effort to minimize the cost of process industry facilities, this Practice has been
prepared from the technical requirements in the existing standards of major industrial users,
contractors, or standards organizations. By harmonizing these technical requirements into a single
set of Practices, administrative, application, and engineering costs to both the purchaser and the
manufacturer should be reduced. While this Practice is expected to incorporate the majority of
requirements of most users, individual applications may involve requirements that will be
appended to and take precedence over this Practice. Determinations concerning fitness for purpose
and particular matters or application of the Practice to particular project or engineering situations
should not be made solely on information contained in these materials. The use of trade names
from time to time should not be viewed as an expression of preference but rather recognized as
normal usage in the trade. Other brands having the same specifications are equally correct and may
be substituted for those named. All Practices or guidelines are intended to be consistent with
applicable laws and regulations including OSHA requirements. To the extent these Practices or
guidelines should conflict with OSHA or other applicable laws or regulations, such laws or
regulations must be followed. Consult an appropriate professional before applying or acting on any
material contained in or suggested by the Practice.

This Practice is subject to revision at any time.

© Process Industry Practices (PIP), Construction Industry Institute, The University of Texas at
Austin, 3925 West Braker Lane (R4500), Austin, Texas 78759. PIP Member Companies and
Subscribers may copy this Practice for their internal use. Changes or modifications of any kind are not
permitted within any PIP Practice without the express written authorization of PIP. Authorized Users
may attach addenda or overlays to clearly indicate modifications or exceptions to specific sections of
PIP Practices. Authorized Users may provide their clients, suppliers and contractors with copies of the
Practice solely for Authorized Users’ purposes. These purposes include but are not limited to the
procurement process (e.g., as attachments to requests for quotation/ purchase orders or requests for
proposals/contracts) and preparation and issue of design engineering deliverables for use on a specific
project by Authorized User’s client. PIP’s copyright notices must be clearly indicated and
unequivocally incorporated in documents where an Authorized User desires to provide any third party
with copies of the Practice.

PRINTING HISTORY
March 2000 Issued August 2010 Technical Revision
February 2005 Complete Revision October 2016 Technical Revision

Not printed with State funds

 TECHNICAL REVISION
October 2016

Work Processes

PIP ADG005
Specification for Developing
Data Forms for Practices
Table of Contents

1. Scope ...........................................2

2. References ..................................2
2.1 Process Industry Practices .................2
2.2 Industry Codes and Standards ...........2

3. Definitions ...................................2

4. Requirements ..............................3
4.1 Data Form Types ...............................3
4.2 Data Form Formatting ........................3

APPENDIXES
A – Data Form Borders .................... 6
B – Data Sheet Format..................... 9
C – Inspection and Testing
Requirements Sheet (ITRS) ... 12
D – Documentation Requirements
Sheet (DRS) ........................... 15

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

1. Scope
This Practice provides requirements for developing data forms for Process Industry Practices
(Practices). PIP data forms are used to define project-specific requirements and quantities. Data
forms include data sheets, inspection and testing requirements sheets (ITRS), and documentation
requirements sheets (DRS).
This Practice addresses basic editable documents not requiring software development or
maintenance.
This Practice may be used for any data forms (e.g., checklists) provided with Practices.

2. References
Applicable parts of the following Practices and industry codes and standards shall be considered
an integral part of this Practice. Short titles are used herein where appropriate.

2.1 Process Industry Practices (PIP)

– PIP Operations Manual

2.2 Industry Codes and Standards

• International Organization for Standardization (ISO)

– ISO 1000 – SI units and recommendations for the use of their multiples and of
certain other units

3. Definitions
data form: A protected document that permits data entry, but not form modification. A data form
is not software-enhanced. See definition for software-enhanced data forms. PIP refers to the
protected data forms as electronic entry data sheets (EEDS).

data sheet: A document that provides a format for specifying design, material, or procedural
requirements for equipment or a system. A data sheet can specify the characteristics of the
process and environment in which the equipment/system is to be used.

documentation requirements sheet (DRS): A document that provides a format for specifying
required documentation for services, equipment, and/or materials

form date: The date that the data form is developed or last revised

inspection and testing requirements sheet (ITRS): A document that provides a format for
specifying required inspection and testing for equipment and/or materials

software-enhanced data form: Electronic data entry document that contains any or all of the
following software elements: calculations, algorithms, logic, macros, access to outside databases,
and transfer of data. See policy in PIP Operations Manual.

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

4. Requirements

4.1 Data Form Types

4.1.1 Data Sheet
4.1.1.1 If an industry-standard data sheet is available and meets the
requirements of a Practice, the industry-standard data sheet shall be
referenced in the Practice.
4.1.1.2 In addition to the format requirements for data forms in Section 4.3, data
sheets shall incorporate the following requirements:
a. All-capital lettering shall be used except for SI units as specified
in ISO 1000.
b. Check boxes shall be placed to the left of the option description.
c. For Excel data forms, cells shall be configured as check boxes
with options of blank and “X”.
d. Input providers shall be identified as follows:
1) By purchaser – circle ()
2) By supplier – square ()
3) By supplier if not by purchaser – diamond ()
e. A data sheet may be configured as sections to be completed by
purchaser and sections to be completed by supplier.
f. Separate data sheets should be developed for U.S. customary
system units and metric units.
g. Entry blanks for “Item Tag No.,” “Job No.,” and “Revision Date”
shall be provided on each page.
4.1.1.3 See Appendix B for first page and subsequent page format and content.
4.1.2 Inspection and Testing Requirements Sheet (ITRS)
4.1.2.1 An ITRS shall be formatted in accordance with Section 4.3.
4.1.2.2 See Appendix C for first page and subsequent page format and content
of an ITRS.
4.1.3 Documentation Requirements Sheet (DRS)
4.1.3.1 A DRS shall be formatted in accordance with Section 4.3.
4.1.3.2 See Appendix D for first page, second page, and subsequent page format
and content of a DRS.

4.2 Data Form Formatting

4.2.1 General
4.2.1.1 Data forms shall be developed using the following software:

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

a. Microsoft Excel – Data sheets

b. Microsoft Word – ITRS, DRS and data sheets that require mostly
narrative input
4.2.1.2 Data forms shall be developed within the capability of the current PIP-
official versions of Microsoft Word and Microsoft Excel.
4.2.1.3 Data forms shall be created as protected documents suitable for
electronic entry of data.
4.2.1.4 Data fields on data forms shall be configured for the type and length of
the data required (i.e., numeric, integer, dates, alphabetic, yes/no, option
choices).
4.3.1.5 Drop-down menus should be used for multiple predefined options.
4.2.2 Page Set Up
4.2.2.1 Data forms shall be numbered using the appropriate data input form
suffix required in the PIP Operations Manual.
Comment: It is helpful to the user of the data form if an associated
Practice is directly identifiable within the data form
number, e.g., PIP PCSV001-D.
4.2.2.2 Data forms shall be developed as separate documents and shall be
attached to the associated Practice.
4.2.2.3 Data forms shall be arranged in portrait format, if practicable.
4.2.2.4 Data forms should use either a one-column or two-column format.
4.2.2.5 The font shall be Arial, with a minimum size of 8 point. Italics entries
shall be 9 point minimum.
4.2.2.6 The borders for data forms in portrait or landscape formats shall be in
accordance with Appendix A.
4.2.2.7 The weight of borderlines shall be 3/4 point.
4.2.2.8 The margins for portrait format borders shall be as follows:
a. Right and left - 3/4 inch
b. Top and bottom - 1/2 inch
4.2.2.9 The margins for landscape format borders shall be as follows:
a. Right and left - 1/2 inch
b. Top and bottom - 3/4 inch
4.2.2.10 If used, line numbers may appear outside the borders, but the specified
margins shall be maintained.
4.2.2.11 The form date shall be shown on each page of a data form.
4.2.2.12 A revision block shall be provided at the bottom of the first page of a
data form.

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

4.2.2.13 Data forms may include references to paragraph numbers from the
associated Practice.
4.2.2.14 Excel data forms that have more than one page shall be labeled “Page 1,”
“Page 2,” etc. in the worksheet tabs.

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PIP ADG005 TECHNICAL REVISION – STEERING TEAM BALLOT
Specification for Developing Data Forms for Practices July 5, 2016

APPENDIX A

Data Form Borders

Process Industry Practices Page 6 of 18

 ASSOC. PIP: DATA FORM TITLE 1
DOC. NO. DATA FORM TITLE 2 DOC. NO.

DOCUMENT TITLE 1 PAGE __ OF __

DOCUMENT TITLE 2 FORM DATE: __________

LEGEND – FORMATTING OF DATA FORM HEADER

1. ALL TEXT – CAPITALIZED

2. ASSOCIATED PIP DOCUMENT NO. – ARIAL, 11 POINT, NO BOLDING
3. DATA FORM TITLE – ARIAL, 11 POINT, BOLD
4. DOCUMENT NO. – ARIAL, 11 POINT, NO BOLDING
5. DOCUMENT TITLE – ARIAL, 11 POINT, NO BOLDING
6. PAGE – ARIAL, 9 POINT, BOLD
7. FORM DATE – ARIAL, 8 POINT, BOLD (MONTH MAY BE ABBREVIATED)

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LEGEND – FORMATTING OF DATA FORM HEADER – ALTERNATE LANDSCAPE FORMAT

1. ALL TEXT – CAPITALIZED

2. ASSOCIATED PIP DOCUMENT NO. – ARIAL, 11 POINT, NO BOLDING
3. DATA FORM TITLE – ARIAL, 11 POINT, BOLD
4. DOCUMENT NO. – ARIAL, 11 POINT, NO BOLDING
5. DOCUMENT TITLE – ARIAL, 11 POINT, NO BOLDING
6. PAGE – ARIAL, 9 POINT, BOLD
7. FORM DATE – ARIAL, 8 POINT, BOLD (MONTH MAY BE ABBREVIATED)

PAGE __ OF __
DOCUMENT TITLE 1 FORM DATE __________
ASSOC. PIP: DATA FORM TITLE 1
DOC. NO. DATA FORM TITLE 2 DOCUMENT TITLE 2
DOCUMENT TITLE 3 DOC NO.

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

APPENDIX B
Data Sheet Format

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 ASSOC. PIP: DATA SHEET

PAGE 10 OF ___
FORM DATE: ____________

DOCUMENT NO. ___________________ ALTERNATE DOCUMENT NO. _____________________________

ISSUED FOR: PROPOSAL PURCHASER AS BUILT
FACILITY NAME/LOCATION:
ITEM NAME: PURCHASER/LOCATION:
ITEM TAG NO.: JOB NO:
SERVICE: PURCHASE ORDER NO.:
UNIT: SUPPLIER/LOCATION:
P&ID NO.: SUPPLIER ORDER/SERIAL NOS.: /
DATA PROVIDED BY:  PURCHASER  SUPPLIER  SUPPLIER IF NOT BY PURCHASER

NO. DATE REVISION DESCRIPTION BY APPROVED

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 ASSOC. PIP: DATA SHEET

PAGE 11 OF ___
FORM DATE: ____________

ITEM TAG NO.: JOB NO.: REVISION DATE:

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

APPENDIX C
Inspection and Testing Requirements Sheet (ITRS)

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 ASSOC. PIP: INSPECTION AND TESTING
REQUIREMENTS SHEET
PAGE 13 OF ___
FORM DATE: ________

DOCUMENT NO. ___________________ ALTERNATE DOCUMENT NO. _____________________________

FACILITY NAME/LOCATION:
ITEM NAME: PURCHASER/LOCATION:
ITEM TAG NO.: JOB NO:
SERVICE: PURCHASER ORDER NO.:
UNIT: SUPPLIER/LOCATION:
P&ID NO.: SUPPLIER ORDER/SERIAL NOS.: /

1. PURCHASER DENOTES PURCHASER OR DESIGNATED REPRESENTATIVE.

2. PURCHASER RESERVES THE RIGHT TO WITNESS ALL ASPECTS OF MANUFACTURING, TO REVIEW AND
REJECT MANUFACTURING EQUIPMENT, TESTING EQUIPMENT, TEST PROCEDURES, AND TEST RESULTS;
AND TO REJECT PRODUCT NOT MEETING REQUIREMENTS.
3. PURCHASER SHALL BE GIVEN WRITTEN NOTICE DAYS BEFORE INSPECTION OR TEST.
4. PURCHASER MAY PERFORM ADDITIONAL TESTING, INSPECTION, OR BOTH.
5. THE SUBMISSION OF INSPECTION AND TESTING RESULTS IS A CONDITION OF ACCEPTANCE AND
PAYMENT.
DEFINITIONS:
Review = Manufacturer provides documentation for verifying performance of
inspection or test
Witness = Purchaser has option to observe inspection or test
INSPECTION OR TEST Inspect = Purchaser shall have access to physically conduct inspection
Hold Point = Purchaser shall provide authorization to perform inspection or test
Document = Manufacturer provides documentation of inspection or test results
Review Witness Inspect Hold Point Document Remarks
Yes/No Yes/No Yes/No Yes/No Yes/No
1.
2.
3.
4.
5.
6.
7.

COMMENT: INFORMATION ABOUT INSPECTIONS AND TESTS MAY BE INCLUDED ON THIS AND
ADDITIONAL PAGES.

NO. DATE REVISION BY APPROVED

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 ASSOC. PIP: INSPECTION AND TESTING
REQUIREMENTS SHEET
PAGE 14 OF ___
FORM DATE: ________

ITEM TAG NO.: JOB NO.: REVISION DATE:

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PIP ADG005 TECHNICAL REVISION
Specification for Developing Data Forms for Practices October 2016

APPENDIX D
Documentation Requirements Sheet (DRS)

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 ASSOC. PIP: DOCUMENTATION
REQUIREMENTS SHEET

PAGE 1 OF ___
FORM DATE: ________

DOCUMENT NO. ___________________ ALTERNATE DOCUMENT NO. _____________________________

FACILITY NAME/LOCATION:
ITEM NAME: PURCHASER/LOCATION:
ITEM TAG NO.: JOB NO.:
SERVICE: PURCHASER ORDER NO.:
UNIT: SUPPLIER/LOCATION:
P&ID NO.: SUPPLIER ORDER/SERIAL NOS.: /

1. SUBMITTAL OF DOCUMENTATION IS A CONDITION OF INVOICE PAYMENT. REFER TO CONTRACT OR PURCHASE

ORDER.
2. PURCHASER REVIEW OF DOCUMENTATION SHALL NOT RELIEVE SUPPLIER OF RESPONSIBILITY.
INSTRUCTIONS

1. COMPLETE AND RETURN THIS FORM WITH QUOTATION.

2. SUBMIT "WITH QUOTE" DOCUMENTATION WITH QUOTATION.
3. SUPPLIER SHALL SUBMIT DOCUMENTATION IN COMPLIANCE WITH DOCUMENTATION REQUIREMENTS SHEET(S)
AS REGARDS TIMING, QUANTITY, AND FORM OF DOCUMENTATION.
4. DOCUMENTATION SHALL BE IDENTIFIED BY PROJECT, PURCHASE ORDER OR CONTRACT NUMBER, AND ITEM
NUMBER.
5. ALL DRAWINGS AND DOCUMENTS SHALL BE BLACK ON WHITE WITH CLEAR IMAGE AND SUITABLE FOR
REPRODUCTION. DRAWINGS AND DOCUMENTS SHALL SHOW INFORMATION FOR THIS PROJECT ONLY.
PURCHASER, AT ITS SOLE DISCRETION, MAY ACCEPT STANDARD DATA IF APPLICABLE INFORMATION IS
CLEARLY INDICATED AND NONAPPLICABLE INFORMATION IS CROSS-HATCHED OUT.
6. "AS BUILT" DOCUMENTS AND DATA BOOKS SHALL BE SUBMITTED AT TIME OF EQUIPMENT COMPLETION.
7. IF HARD COPY DATA BOOKS ARE REQUIRED, DATA SHALL BE PROVIDED ON THREE-HOLE PAPER AND BOUND IN
HARD COVERS. UNLESS CLARITY IS ADVERSELY AFFECTED, DRAWINGS SHALL BE REDUCED TO SCALE ON 11-
INCH BY 17-INCH PAPER. IF THE CLARITY OF REDUCED DRAWINGS IS ADVERSELY AFFECTED, LARGE
DRAWINGS SHALL BE FOLDED AND PLACED IN HEAVY-DUTY, THREE-SIDED PLASTIC COVERS AND INSERTED
INTO THE BINDERS.
8. SUPPLIER REPRESENTATIVE RESPONSIBLE FOR DOCUMENTATION:

NAME:
TITLE:
PHONE:
DEFINITIONS
1. APPROVAL: SUBMITTED FOR PURCHASER REVIEW AND COMMENT.
2. CERTIFIED: CERTIFIED CORRECT BY PURCHASER/SUPPLIER AND INCORPORATES COMMENTS BY PURCHASER
FROM APPROVAL COPY.
3. AS BUILT: INCORPORATES MODIFICATIONS MADE DURING FABRICATION.
REMARKS

NO. DATE REVISION BY APPROVED

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 ASSOC. PIP: DOCUMENTATION
REQUIREMENTS SHEET
PAGE 2 OF ___
FORM DATE: ________

ITEM TAG NO.: JOB NO.: REVISION DATE:

DOCUMENT MEDIA LEGEND: TIME LEGEND:
X = ORIGINAL ELECTRONIC MEDIA: A= WEEKS AFTER CONTRACT AWARD
PAPER: E1 = CD B= WEEKS BEFORE WORK STARTS
PF = FULL SIZE E2 = DVD C= WEEKS AFTER SHIPMENT
PA = 8 ½ x 11 IN E3 = EMAIL D = WEEKLY
PB = 11 x 17 IN E4 = DISK E = SHIPMENT
PC = 17 x 22 IN E5 = OTHER: ____
PD = 22 x 34 IN FILE FORMAT (e.g., E1A):
P0 = 841 x 1189 MM (A0) A = .DOCX
P1 = 594 x 841 MM (A1) B = .XLSX
P2 = 420 x 594 MM (A2) C = .PDF
P3 = 297 x 420 MM (A3) D = .DWG
P4 = 210 x 297 MM (A4) E = .DGN
F = OTHER:
AS DATA
WITH APPROVAL CERTIFIED
BUILT BOOK
QUOTE COPIES COPIES
DOCUMENTATION COPIES COPIES
QTY QTY QTY QTY QTY
TIME TIME
TYPE TYPE TYPE TYPE TYPE
1.
2.
3.
4.
5.
6.
7.
8.

Comment: Information about documents may be included on this and additional pages. Documents listed on an associated
ITRS that are required for data books should also be listed on a DRS.

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 ASSOC. PIP: DOCUMENTATION
REQUIREMENTS SHEET
PAGE 3 OF ___
FORM DATE: ________

ITEM TAG NO.: JOB NO.: REVISION DATE:

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