ORIGINATING COMPANY:

SAIPEM S.P.A.
DOCUMENT NUMBER:
PROJECT:

South Stream Offshore Pipeline Project

SAI-QAC-PRO-302008

WP3
CONTRACT DESCRIPTION:

Line One Offshore Pipeline installation

CONTRACTORS JOB NO:

COMPANY Release Status:

CODE - 1

033751

SHEET NO.

1 of 11

DOCUMENT TITLE:
Preventive Action Request Procedure

03

22.04.2014

02

28.01.2014

01

29.11.2013

REV

DATE

AFC Issue For

Construction
AFC Issue For
Construction
IFA Issue For
Approval
REASON FOR
ISSUE

F. Settipani

D. Parrino

R. Picione

M. Pulici

SSTTBV

F. Settipani

D. Parrino

R. Picione

M. Pulici

F. Settipani

D. Parrino

R. Picione

M. Pulici

PREPARED

CHECKED

INTERNAL
APPROVAL

PROJECT
APPROVAL

COMPANY

Document No.: SAI-QAC-PRO-302008

REVISION RECORD SHEET

Revision

Description

Page No.(s)

01

IFA - Issued for Approval

11

02

AFC - Issued for Construction

11

03

AFC - Issued for Construction

(revision to align the document to the WP3 contract award)

Preventive Action Request Procedure

1, 3, 4, 5, 7, 8, 9, 10, 11

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Document No.: SAI-QAC-PRO-302008

INDEX

INTRODUCTION

1.1

SCOPE AND PURPOSE

1.2

DEFINITIONS & ABBREVIATIONS

REFERENCES

2.1

COMPANY DOCUMENTS

2.2

CONTRACTOR PROJECT DOCUMENTS

2.3

CONTRACTOR SYSTEM DOCUMENTS

2.4

APPLICABLE CODES AND STANDARDS

RESPONSIBILITIES

3.1

PROJECT RESPONSIBILITIES

3.2

OTHER RESPONSIBILITIES

ACTIVITIES DESCRIPTION

4.1

PREVENTIVE ACTIONS AND IMPROVEMENT ACTIONS POINTING OUT

4.2

FOLLOW-UP AND PA/IA ANALYSIS

4.3

ACHIEVING OF THE ESTABLISHED TARGET

4.4

UNSUCCESSFUL ACHIEVING OF THE ESTABLISHED TARGET

4.5

EFFECTIVENESS ASSESSMENT

4.6

QUALITY RECORDS

APPENDIXES & ANNEXES

5.1

ANNEXES

ANNEX 1 PREVENTIVE / IMPROVEMENT ACTION REQUEST

FORM (033751-QUAL-003)

10

ANNEX 2 PREVENTIVE / IMPROVEMENT ACTION REQUEST STATUS LOG

FORM (033751-QUAL-004)

Preventive Action Request Procedure

11

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Document No.: SAI-QAC-PRO-302008

INTRODUCTION

1.1

SCOPE AND PURPOSE

This Project Procedure defines responsibilities and operating methods to identify and manage Preventive
Actions (PA), after the pointing out of a potential deficiency and propose Improvement Actions (IA), when the
possibility to increase efficiency and/or effectiveness of a process is pointed out.

1.2

DEFINITIONS & ABBREVIATIONS

The following terms have been included for clarification.

Project

South Stream Offshore Pipeline Project WP3

Company

South Stream Transport B.V. (SSTTBV)

Contractor

Saipem SpA

Preventive Action /
Improvement Action

Action to eliminate the cause of a potential non conformity or other undesirable

potential situation or else to aim at efficiency and/or effectiveness improvement of a
process.

QMS

Quality Management System

QA/QC

Quality Assurance / Quality Control

PA

Preventive Action

PA

Improvement Action

Preventive Action Request Procedure

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Document No.: SAI-QAC-PRO-302008

2.1

2.2

REFERENCES

COMPANY DOCUMENTS
[1] Contract: LEG-CON-CON-151093

WP3 Line One Offshore Pipeline Installation

[2] Contract - Section IV

Scope of Work

[3] Contract - Section V

Administration Instruction

[4] Contract - Section VII

Quality Management

CONTRACTOR PROJECT DOCUMENTS

Applicable Contractor project documents shall make reference to the CONTRACTOR Master Document
Register (MDR - live document).

2.3

2.4

[5] SAI-DMS-MDR-300202

Master Document Register

[6] SAI-QAC-PLN-302001

Overall Project Quality Management Plan

[7] 033751-QUAL-003

Project Form Preventive/Improvement Action Request

[8] 033751-QUAL-004

Project Form Preventive/Improvement Action Request

Status Log

CONTRACTOR SYSTEM DOCUMENTS

[9] WI-SPA-QUAL-015-E

Saipem S.p.A. Work Instruction Preventive Actions and

Improvement Actions

[10] FORM-SPA-QUAL-003-E

Saipem S.p.A. Form Preventive/Improvement Actions

Status Log

[11] STD-COR-QUAL-001-E

Corporate Standard Procedure Quality reporting

APPLICABLE CODES AND STANDARDS

[12] EN ISO 9001:2008

Quality Management Systems Requirements

[13] EN ISO 9000:2005

Quality Management System - Fundamentals and

Vocabulary

Preventive Action Request Procedure

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Document No.: SAI-QAC-PRO-302008

RESPONSIBILITIES

3.1

PROJECT RESPONSIBILITIES

Project Quality Manager is responsible to:

3.2

ensure the application of this Project procedure;

keep the present Project Procedure updated;
analyses and identifies, among all the improvement objectives planned by each Process Owner,
those ones that constitute specific preventive or improvement actions
ensure the filing of Project Preventive Action and/or Improvement Actions into the relevant tool;
ensure correct reporting to Company Quality Manager in accordance with the Corporate Standard
Quality reporting (STD-COR-QUAL-001-E).

OTHER RESPONSIBILITIES

All Process Owners identify and plan their own improvement objectives, that can be constantly monitored
through appropriate performance indicators.

Preventive Action Request Procedure

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Document No.: SAI-QAC-PRO-302008

4.1

ACTIVITIES DESCRIPTION

PREVENTIVE ACTIONS AND IMPROVEMENT ACTIONS POINTING OUT

Any potential inadequacy or improvement opportunity found in the Quality Management System, as a result
of process analysis, definition and monitoring of objectives and performance indicators shall be clearly
identified and followed up as PA or IA.
These actions have the scope of preventing the occurrence of deficiencies by means of monitoring the
processes and respective performance indicators, identifying any deviation that could occur on planned
objectives and planning the continuous improvement of the processes.
The PA/IA Originator shall assign a number to it, in order to identify the action in a unique way, referring to
the following codification for the PA/IA:
033751-PAR-AAAA-NNN
where:

AAAA: relevant year;

NNN: progressive number.

The number is assigned by taking the next progressive number from the respective Preventive/Improvement
Action Request Status Log (Project Form 033751-QUAL-004). This log is held by the Project Quality
Department.
Later on the issuing of a PA/IA, it shall be filled in the Preventive/Improvement Action Request (Project
Form 033751-QUAL-003) including the following information:

4.2

PA/IA Code;
Relevant process;
Potential cause of deficiency (only for PAs);
Action description;
Objective which the PA/IA is coming from;
Target to be achieved;
Completion date;
Extension date;
Follow-up date;.
Effectiveness Assessment.

FOLLOW-UP AND PA/IA ANALYSIS

The Project Quality Manager, with the collaboration of Project Quality Engineer, analyzes and summarizes
the PA/IA carried out within the year during a general annual final balance regarding all PA/IA pointed out
that had been monitored by Process Owners through the final balance of the relevant objectives.
The analysis and synthesis about PA/IA shall be carried out once a year when preparing the document for
Management & Project Review Meeting.

4.3

ACHIEVING OF THE ESTABLISHED TARGET

If the follow-up check shows that the PA/IA has been correctly completed, the Project Quality Engineer
compiles the "Follow-up date" section of the Preventive/Improvement Action Request Status Log (Project
Form 033751-QUAL-004), filing the PA/IA as closed.

Preventive Action Request Procedure

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Document No.: SAI-QAC-PRO-302008

4.4

UNSUCCESSFUL ACHIEVING OF THE ESTABLISHED TARGET

If the follow-up check indicates that the potential deficiency has not been effectively solved or the
improvement objective has not been achieved, the Project Quality Engineer agrees with the relevant Process
Owner a new date within which the second follow-up visit must be carried out; if even in this case the result
is not positive, the specific PA/IA shall be transmitted to the higher functions of both parties for further actions
or plans.

4.5

EFFECTIVENESS ASSESSMENT

Later on the PA/IA closing, within a reasonable time agreed with the relevant Process Owner, the Project
Quality Engineer carries out the implemented PA/IA effectiveness assessment, reporting the results in the
"Effectiveness assessment" section of the Preventive/Improvement Action Request Status Log (Project
Form 033751-QUAL-004). During this activity, the Project Quality Engineer finally establishes if the cause of
the potential deficiency originally found has been removed or if the improvement objective has been
achieved. In negative case, further improvement or preventive actions will be necessary.

4.6

QUALITY RECORDS

All documents relevant to Preventive/Improvement Action implementation are managed according to relevant
Company/Project procedures.

Preventive Action Request Procedure

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Document No.: SAI-QAC-PRO-302008

5.1

APPENDIXES & ANNEXES

ANNEXES

Annex 1

Preventive / Improvement Action Request Project Form (033751-QUAL-003)

Annex 2

Preventive / Improvement Action Request Status Log Project Form (033751-QUAL-004)

Preventive Action Request Procedure

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Document No.: SAI-QAC-PRO-302008

ANNEX 1 PREVENTIVE / IMPROVEMENT ACTION REQUEST FORM (033751-QUAL-003)

Preventive/Improvement
Action code:

PREVENTIVE / IMPROVEMENT
ACTION REQUEST

Nonconformity ref.:
Date:

Preventive/Im provem ent Action Source:

Function responsible for Preventive/Im provem ent Action

im plem entation:

Preventive/Im provem ent Action Originator:

Function responsible for Preventive/Im provem ent Action

Approval:

Com pany:

Project:

Potential Deficiency Details (ISO 9001: 2008 reference, if applicable):

Reference Docum ent:

Attachm ents:
PA/IA Originator Nam e:

Date:

Signature:
________________________

Cause of the Potential deficiency:

Preventive/Im provem ent Action Planned:

PA/IA Approval
PA/IA Originator

Nam e:

Action to be
Com pletion
im plem ented
date:
by: (Nam e/Dept.)

Date:

Signature: _________________

A Follow -up vist w ill be perform ed after ______ days from the PA/IA com pletion date.

Extended com pletion date:

Delay Reason:

PA/IA Approval

Nam e:

Date:

Signature: _________________

Follow Up & Close Out Details:

Preventive/Im provem ent CLOSED

PA/IA Originator Nam e:

Date:

Signature: _________________

Effectiveness assessm ent (if not effective, please indicate new PA/IA code):

PA/IA Originator Nam e:

Date:

Signature: _________________

Form code: 033751-QUAL-003 rev1 (ref. to SAI-QAC-PRO-302008)

Preventive Action Request Procedure

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Preventive Action Request Procedure

012

011

010

009

008

007

006

005

004

003

002

001

N.

PA/IA code

Client:

Issuing Date

PA/IA originating activity

PA/IA Originator

Company/Project:
Company audited

Potential Deficiency
ISO 9001 ref.

Area under
review

Job Number:

PREVENTIVE / IMPROVEMENT ACTION REQUEST STATUS LOG

Completion Date

Rev. 01

Date: 22/04/2014

033751-QUAL-004

Follow-Up Date

Closing Date

Ref. Doc. SAI-QAC-PRO-302008

Site/Vessel/Rig:

Year:

Document No.: SAI-QAC-PRO-302008

ANNEX 2 PREVENTIVE / IMPROVEMENT ACTION REQUEST STATUS LOG FORM (033751-QUAL-004)

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