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March 2000

Process Industry PracticesWork Processes

PIP ADG005Specification for Authors Developing

Data Forms forProcess Industry Practices

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PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES

In an effort to minimize the cost of process industry facilities, this Practice hasbeen prepared from the technical requirements in the existing standards of majorindustrial users, contractors, or standards organizations. By harmonizing thesetechnical requirements into a single set of Practices, administrative, application, andengineering costs to both the purchaser and the manufacturer should be reduced. Whilethis Practice is expected to incorporate the majority of requirements of most users,individual applications may involve requirements that will be appended to and takeprecedence over this Practice. Determinations concerning fitness for purpose andparticular matters or application of the Practice to particular project or engineering

situations should not be made solely on information contained in these materials. Theuse 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 thesame specifications are equally correct and may be substituted for those named. AllPractices or guidelines are intended to be consistent with applicable laws andregulations including OSHA requirements. To the extent these Practices or guidelinesshould conflict with OSHA or other applicable laws or regulations, such laws orregulations must be followed. Consult an appropriate professional before applying oracting on any material contained in or suggested by the Practice.

Process Industry Practices (PIP), Construction Industry Institute, TheUniversity of Texas at Austin, 3208 Red River Street, Suite 300, Austin,Texas 78705. PIP member companies and subscribers may copy this Practicefor their internal use.

Not printed with State funds

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March 2000

Process Industry Practices Page 1 of 5

Process Industry PracticesWork Processes

PIP ADG005Specification for Authors Developing

Data Forms forProcess Industry Practices

Table of Contents

1. Introduction..................................21.1 Purpose ............................................. 21.2 Scope................................................. 2

2. References ...................................22.1 Process Industry Practices ................ 2

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

4. PIP Data Form Policy...................3

5. Data Form Types..........................35.1 Data Sheet......................................... 35.2 Inspection and Testing

Requirements Sheet..........................45.3 Documentation Requirements

Sheet ................................................. 4

6. Data Form FormatRequirements............................... 46.1 General .............................................. 4

6.2 Page Set Up ...................................... 5Appendix A

Sheet 1Sheet 2Sheet 3

Appendix B

Appendix C

Appendix DSheet 1

Sheet 2

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PIP ADG005 Specification for Authors Developing Data Forms for March 2000 Process Industry Practices

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1. Introduction

1.1 Purpose

The purpose of this Practice is to provide requirements for authors developing DataForms for Process Industry Practices (PIP).

1.2 Scope

This Practice covers requirements for Data Forms developed to define projectspecific requirements and quantities. Data forms include Data Sheets, Inspection andTesting Requirements Sheets (ITRS), and Documentation Requirements Sheets(DRS).

This Practice addresses basic editable documents not requiring softwaredevelopment or maintenance.

2. References

Applicable requirements in the latest edition (or the edition indicated) of the followingpractices and industry standards shall be utilized. Any conflict between this guideline andreasonable practices, codes, and standards shall be brought to the attention of the companiesinvolved for resolution. Short titles will be used herein when appropriate.

2.1 Process Industry Practices (PIP)

PIP ADG001 - Guide for Authors Developing Process Industry Practices ,Section 4

PIP Operations Manual

3. Definitions

For the purposes of this Practice the following definitions apply:

Data Form : An editable data entry document that does not require development ormaintenance of software by PIP. Data Forms include Data Sheets, ITRSs, and DRSs.

Data Sheet : A Data Sheet provides a format for specifying design, material, or proceduralrequirements for equipment or a system. A Data Sheet can specify the characteristics of theprocess and environment in which the equipment/system will be used.

Documentation Requirements Sheet (DRS) : A DRS provides a format for specifying requireddocumentation for services, equipment, and/or materials.

Form Date: Date that the Data Form was generated or last revised

Inspection and Testing Requirements Sheet (ITRS): An ITRS provides a format forspecifying required inspection and testing for equipment and/or materials.

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PIP ADG005 March 2000 Specification for Authors Developing Data Forms for

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Landscape Format : The orientation of the PIP border form that presents the data in ahorizontal style 11" wide, 8.5" high

Portrait Format : The orientation of the PIP border form that presents the data in a vertical

style 8.5" wide, 11" high

Software - Enhanced Data Form: An electronic data entry document that contains any or allof the following software elements: calculations, algorithms, logic, macros, access to outsidedatabases, and transfer of data

4. PIP Data Form Policy

4.1 The Document Management Team, in cooperation with the other Function Teams, isresponsible for developing the format, the header and footer information, and thestyle and basic symbology of Data Forms.

4.2 The Function Teams are responsible for determining the type of information toinclude in the Data Form, for defining the data fields, and for determining thearrangement of the data fields within the Data Form block.

4.3 PIP does not develop, maintain, or provide technical support for Software-EnhancedData Forms. PIP does not expend funds for the development of Software-EnhancedData Forms.

4.4 Any software provider may apply for a non-exclusive license with PIP to createSoftware-Enhanced Data Forms. Marketing of Software-Enhanced Data Forms issubject to formal agreement between PIP and the software provider. The provider isresponsible for all software maintenance and for ensuring that any future revisions tothe forms are reflected in the providers product. The provider is also responsible fortroubleshooting problems related to the use of Software-Enhanced Data Forms.

4.5 PIP does not collaborate exclusively with any or any one software provider for thecreation of Software-Enhanced Data Forms.

5. Data Form Types

5.1 Data Sheet

5.1.1 When an industry standard Data Sheet is available and meets therequirements of a PIP Practice, the industry standard data sheet shall bereferenced in the Practice.

5.12 See Appendix B for recommended first page format and content. In additionto the format requirements for Data Forms in Section 6, a PIP Data Sheetshall incorporate the following requirements.

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5.1.2.1 Input providers shall be identified as follows:

a. By Purchaser - circle ( ! )

b. By Supplier - square ( " )

c. By Supplier (if not given by Purchaser) - Diamond ( # )

5.1.2.2 A Data Sheet may be configured as sections to be completed byPurchaser and sections to be completed by Supplier.

5.1.2.3 Separate data sheets shall be developed for U.S. Customary Unitsand Metric Units.

5.2 Inspection and Testing Requirements Sheet (ITRS)

5.2.1 A PIP ITRS shall be in accordance with the Data Form Format Requirementsin Section 6.

5.2.2 See Appendix C for recommended first page format and content of an ITRS.

5.3 Documentation Requirements Sheet (DRS)

5.3.1 A PIP DRS shall be in accordance with the Data Form Format Requirementsin Section 6.

5.3.2 See Appendix D for recommended first page and second page format andcontent of a DRS.

6. Data Form Format Requirements

6.1 General

6.1.1 A Data Form shall be developed using Microsoft Word or Excel.

6.1.2 A Data Form shall be developed within the capability of the current PIP-approved version of Microsoft Word or Excel.

6.1.3 A Data Form shall be created as a protected document suitable for electronicentry of data. Hand entry of data or marking of options shall not be required.

6.1.4 Data fields on the Data Form shall be configured for the type and length of the data required (i.e., numeric, integer, dates, alphabetic, yes/no, optionchoices). Careful attention to the precision of the data field configurations isrequired when the potential exists for interfacing with data input/extractionsoftware developed by others.

6.1.5 Drop Down menus may be used; however, the completeness of the blank paper copy of a Data Form shall not be compromised.

6.1.6 Protected Data Forms shall be available on the PIP website from thedisciplines table of contents.

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6.2 Page Set Up

6.2.1 A Data Form shall be page-numbered separately from its associated Practice.A Data Form shall be developed as a separate document and included in the

composite .pdf file of its associated Practice.6.2.2 A Data Form shall be arranged in portrait format, if practicable.

6.2.3 In general, a Data Form should use either a one- or two-column format.

6.2.4 Font shall be Arial. Minimum font size shall be 8 pt

6.2.5 Borders for a Data Form in portrait or landscape formats shall be inaccordance with Appendix A .

6.2.6 Weight of border lines shall be 3/4 pt.

6.2.7 Margins for portrait format border shall be as follows:

a. Right and left - 3/4"

b. Top and bottom - 1/4"

6.2.8 Margins for landscape format border shall be as follows:

a. Right and left - 1/4"

b. Top and bottom - 3/4"

6.2.9 If line numbers are used, they may appear outside the borders, but thespecified margins shall be maintained.

6.2.10 The Form Date shall be shown on each page.

6.2.11 A revision block is provided at the bottom of the first page of a Data Form.

6.2.12 Data Form may include references to paragraph numbers from the associatedPIP Practice.

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ASSOC. PIP:DOC NO.

DATA FORM TITLE 1DATA FORM TITLE 2 DOC NO.

DOCUMENT TITLE 1DOCUMENT TITLE 2

PAGE OFFORM DATE

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COMMENT: This is an alternate portrait format for Data Sheets .

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DATA FORM TITLE 1DATA FORM TITLE 2

DOCUMENT TITLE 1DOCUMENT TITLE 2DOCUMENT TITLE 3

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ASSOC. PIP: DATA SHEET

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Issued for: Proposal Purchase As BuiltFacility 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.: /

Data Provided by: ! Purchaser " Supplier # Supplier if not by Purchaser

No. Date Revision Description By Apvd.

APPENDIX B

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ASSOC. PIP: DATA SHEET

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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 specification.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.

S = Supplier supplied inspection or testW = Purchaser witnessed inspection or testD = Document results of inspection or test

INSPECTION OR TEST DP = Send documentation to PurchaserS W D DP REMARKS

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 Apvd

APPENDIX C

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ASSOC. PIP: DOCUMENTATIONREQUIREMENTS SHEET

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Example

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.: /

Notes

1. SUBMITTAL OF DOCUMENTATION IS A CONDITION OF INVOICE PAYMENT. REFER TO CONTRACT ORPURCHASE 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 be suitable for reproduction. Drawings and

documents shall show information for this project only. Purchaser, at its sole discretion, may accept preprintedstandard data if applicable information is clearly indicated and non-applicable 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. Where the clarity ofreduced drawings is adversely affected, large drawings shall be folded and placed in heavy-duty three-sided plasticcovers and inserted in the binders.

8. Identify 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 Apvd.

APPENDIX D - SHEET 1

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ASSOC. PIP: DOCUMENTATIONREQUIREMENTS SHEET

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Document Type Legend Time LegendX = Original A = Weeks after contract awardP = Print B = Weeks before work startsR = Reproducible C = Weeks after work completeS = Shotdown D = WeeklyE = Electronic media (disk, tape, etc.) E = Shipment

WITH APPROVAL CERTIFIED AS DATAQUOTE COPIES COPIES BUILT BOOK

DOCUMENTATION COPIES COPIESQTY QTY TIME QTY TIME QTY QTY

TYPE TYPE TYPE TYPE TYPE1.1. 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.

APPENDIX D - SHEET 2