Engineering Procedure

SAEP-1610 25 June 2013

Preparation of Functional Specification Documents
Document Responsibility: Process Control Standards Committee

Saudi Aramco DeskTop Standards

Table of Contents

1 Scope............................................................. 2
2 Conflicts and Deviations................................. 3
3 Applicable Documents,
Acronyms and Definitions....................... 3
4 Instructions..................................................... 4
5 Responsibilities.............................................. 7

Appendix 1 – General Recommendations............ 9

Previous Issue: 26 Novemeber 2012 Next Planned Update: 25 June 2016

Revised paragraphs are indicated in the right margin Page 1 of 9
Primary contact: Kinsley, John Arthur on +966-3-8801831

Copyright©Saudi Aramco 2013. All rights reserved.

Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

1 Scope

1.1 Introduction

This Saudi Aramco Engineering Procedure (SAEP) provides instructions for the
development and approval of a Functional Specification Document (FSD) for
Process Automation Systems.

1.2 Purpose

The FSD formally establishes the functional requirements for the Process
Automation Systems (PAS) portion of the project. The FSD is a logical
extension of the Design Basis Scoping Paper (DBSP). The contents of an FSD
shall never conflict with the DBSP.

The FSD is part of the Request for Quotation (RFQ) issued to solicit bids for the
PAS. The bids for PAS equipment are combined with other project cost
estimates to for the Expenditure Request (ER) estimate which is generated at the
completion of Project Proposal.

The FSD, in addition to the applicable SAEPs, SAESs and SAMSSs, forms the
basis for testing the PAS to verify that it meets project requirements.

1.3 Timing

Per SAEP-16, the FSD is a deliverable required during the Project Proposal
phase. The FSD is part of the Request for Quotation (RFQ) package which is
sent to Control Systems vendors during the bidding period. This will occur at
different phases of the Project Proposal period depending on the procurement
method used for the project.

Projects where the control systems are part of an LSTK package to a single
contractor, the RFQ is released at the end of the project proposal period in order
to obtain final project cost estimates. In this case, the FSD is required at the end
of project proposal.

On larger size projects which will involve multiple EPC contractors, FSD’s are
required earlier in the project proposal period. For these projects, LSTK contracts
are awarded to multiple EPCs with each having separate plant areas or process
units. In order to standardize on a single Control System for the entire facility, the
PCS vendor is “Pre-Selected” by Saudi Aramco using a competitive bidding
process. The low cost vendor is selected and the pricing passed on the potential
LSTK contractors during the final project bidding period. FSD’s are included as
part of the RFQ package sent out to PCS vendors during the pre-selection period.
This typically occurs around the 50%-60% project proposal design phase.

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

On projects which utilize the Main Automation Contractor (MAC) approach,

SAEP-1650, FSD’s are required as part of the MAC bid package which is
required at the start of project proposal. Preliminary FSDs and Project Scope of
work are used in the MAC bid package for MAC selection. These are revised
during project proposal development and include in the revised MAC Scope
package required by the end of project proposal.

1.4 Application

An FSD is required for all process automation projects which are governed by
the scope of SAEP-16. Specifically, this means projects in which:
a) a process automation system is included and
b) overall cost of the PAS is at least $1,000,000.

Projects might be divided into two or more sub-projects each of which would
require its own FSD. Example: A project that includes a DCS and an ESD
could be separated into two distinct FSDs, one for the DCS and one for the ESD.
Each document would follow the procedures contained in this SAEP.

2 Conflicts and Deviations

2.1 Any conflicts between this Procedure and other applicable Saudi Aramco
Engineering Procedures (SAEPs), Engineering Standards (SAESs), Materials
System Specifications (SAMSSs), Standard Drawings (SASDs), or industry
standards, codes, and forms shall be resolved in writing by the Company or
Buyer Representative through the Manager, Process & Control Systems
Department of Saudi Aramco, Dhahran.

2.2 Direct all requests to deviate from this Procedure in writing to the Company or
Buyer Representative, who shall follow internal company procedure SAEP-302
and forward such requests to the Manager, Process & Control Systems
Department of Saudi Aramco, Dhahran.

3 Applicable Documents, Acronyms and Definitions

The requirements contained in the following documents apply to the extent specified in
this procedure:

3.1 Applicable Documents

Saudi Aramco Engineering Procedures

SAEP-14 Project Proposal
SAEP-16 Project Execution Guide for Process Automation

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

Systems
SAEP-302 Instructions for Obtaining a Waiver of a Mandatory
Saudi Aramco Engineering Requirement
SAEP-1650 Main Automation Contractor

Saudi Aramco Best Practice

SABP-Z-002 Functional Specifications for Process Control Systems

General Instruction
GI-0202.309 Allocation of Costs – New Facilities Start-Up

3.2 Acronyms
EPC - Engineering, Procurement and Construction
FSD - Functional Specification Document
P&CSD - Process and Control Systems Department
SABP - Saudi Aramco Best Practice
SAEP - Saudi Aramco Engineering Procedure
SAMSS - Saudi Aramco Materials System Specification
SAPMT - Saudi Aramco Project Management Team

3.3 Definitions

Operating Organization: The department responsible for operating the

facility, sometimes called Proponent.

Responsible Organizations: Organizations within Saudi Aramco responsible

for the approval of an FSD; Operating Organization, P&CSD and SAPMT.

4 Instructions

4.1 Functional Requirements vs. Scope of Work

The FSD shall be structured in a manner which separates the functional

requirements of the system from the project specific Scope of Work
requirements. The FSD should contain only the functional requirements which
are written in a manner which is not project specific. Project specific
requirements shall be contained in a separate document entitled ‘Project
Specification for Scope of Work’. By separating generic functionality from
project specific items; FSD’s can be developed which are re-useable with only
minor revision on projects requiring similar systems.

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

As an example, a Distributed Control System (DCS) will have a requirement for

Operator Workstations. Requirements such as, “each Operator Workstation
shall have view only access to all plant process graphics”, are functional and are
applicable to all DCS projects. The requirement describes a functionality which
is required but is not ‘project specific’. These requirements belong in the FSD.
The actual number of Operator Workstations required in order to determine the
scope of supply for the project. These types of requirements shall be contained
in a separate Scope of Work document which is specific to the project.

4.2 Vendor Services

Every PCS project will require Engineering Services from the PCS vendor.
These include project support services such as support for LSTK design offices,
design review and meeting coordination, testing, packaging, and shipping.
They may also include construction services such as installation supervision, site
acceptance testing, and / or pre-commissioning and commissioning support.

Engineering services requirements are not functional in nature. For this reason,
they should be treated separately from the FSD. Since the Scope of Work
document is meant to define the ‘Scope of the control system’ it is equipment
related and not service oriented.

Engineering Services required from the PCS Vendor shall be detailed in a separate
document entitled ‘Project Specification for Vendor Services’. This document
shall be prepared along with the FSDs and Project Scope of work during the
project proposal period.

4.3 Generic Functional Specification Documents

P&CSD and SAPMT have developed Recommended Functional Specification

Documents for the Process Control Systems. These shall be referred to as
‘Generic FSDs’ in this document. Generic FSDs shall be used as the starting
point for projects in the development of project specific FSDs. These documents
are listed as appendices to SABP-Z-002, Functional Specification Documents for
Process Control Systems and are available on the Saudi Aramco Standards
webpage under the link to “Other Documents -> Supplemental Pages”.

The generic FSDs developed by P&CSD and PMT are listed below for reference:
SABP-Z-002A Project Specification for Process Control System (PCS) Scope
of Work
SABP-Z-002B Functional Specification for Process Control Systems (PCS) and
Integration
SABP-Z-002C Functional Specification for Distributed Control Systems (DCS)

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

SABP-Z-002D Functional Specification for Emergency Shutdown Systems (ESD)

SABP-Z-002E Functional Specification for Compressor Control Systems (CCS)
SABP-Z-002F Functional Specification for Data Acquisition and Historization
System (DAHS)
SABP-Z-002G Functional Specification for Alarm Management Systems (ALMS)
SABP-Z-002H Functional Specification for System Design Document (SDD)
SABP-Z-002I Functional Specification for Maintenance Training System (MTS
SABP-Z-002J Functional Specification for Operator Training Simulator (OTS)
SABP-Z-002K Functional Specification for Supervisory Control and Data
Acquisition Systems (SCADA)
SABP-Z-002L Functional Specification for Remote Terminal Unit (RTU)
SABP-Z-002M Functional Specification for Leak Detection Systems (LDS)
SABP-Z-002N Functional Specification for Terminal Management Systems (TMS)

The generic FSDs shall be used (where available) along with the Project
Specification for PCS Scope of Work (SABP-Z-002A) and the Project
Specification for Vendor Services, to define requirements for the PAS portion of
a project. The items listed in red in the FSDs are to be completed by SAPMT
with project specific information. The amount of project specific information
should be kept to a minimum in the generic FSDs.

Project specific requirements and requirements for Vendor Services shall be

included in the ‘Project Specification for PCS Scope of Work’ and ‘Project
Specification for Vendor Services’ documents, respectively.

4.4 Revisions to Generic FSDs

SAPMT may make changes to the generic FSDs to suit specific project
requirements. These changes shall be reviewed by P&CSD on a per-project basis.

4.5 Duplication of Requirements

Requirements which are contained in either a Saudi Aramco Material

Specification or a Saudi Aramco Engineering Standards should not be
‘duplicated’ in an FSD. A reference to the applicable SAMSS or SAES shall be
made in the FSD to provide emphasis to the specific requirement.

4.6 Training, Maintenance and Spare Parts

Class room training of personnel for post project support, on-going maintenance
contracts and operational spare parts are not within the scope of a capital

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

expenditure project and should not be included in the project FSD. These items
are provided by Operating Expenses or Maintenance Expenses. They can be
specified separately and procured through separate contracts or purchase orders.
Refer to GI-0202.309 paragraph 4.5 and SAEP-14 item #3.7 for further details.

5 Responsibilities

Per SAEP-16, SAPMT has overall responsibility for the FSD. The Operating
Organization identifies requirements which are specific to the project and not already
required by the applicable standards or the generic FSDs. P&CSD assists both SAPMT
and the Operating Organization on a consultancy basis.

5.1 Saudi Aramco Project Management Team (SAPMT)

Responsibilities include:
a. Developing project FSDs using the Generic FSDs as guidelines.
b. Initiate formal reviews of Project FSD(s) with Operating Organization and
with P&CSD.
c. Provide feedback to P&CSD in recommended changes / modifications to
the generic FSD documents.

5.2 Operating Organization

Responsibilities include:
a. Assign one or more responsible engineer(s) to supply the site specific
information required for the Project FSD(s).
b. Identify any special requirements to be included in the Project FSD(s).
c. Review the final Project FSD document(s).
d. Participate in periodic reviews of the Generic FSDs.

5.3 Process & Control Systems Department

Responsibilities include:
a. Consult with the Operating Organization responsible engineer as requested
to define the functions that the Operating Organization requires.
b. Consult with SAPMT as requested to answer questions as they arise.
c. Review the final Project FSD document(s).
d. Initiate periodic reviews of Generic FSDs. Maintain the generic FSDs on
the Saudi Aramco standards webpage and incorporate SAPMT and

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

Operating Organization suggested revisions.

Revision Summary
25 June 2013 Revised the “Next Planned Update.” Reaffirmed the contents of the document, and reissued
with minor wording changes for clarity.

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Document Responsibility: Process Control Standards Committee SAEP-1610
Issue Date: 25 June 2013
Next Planned Update: 25 June 2016 Preparation of Functional Specification Documents

Appendix 1 – General Recommendations

a) Each functional requirement shall be uniquely identified with only one requirement stated
per paragraph.
b) Use the word “shall” when stating a requirement (e.g., The system shall...). The use of
the word “shall” places a demand on the vendor and the vendor is required to respond to
the requirement.
c) It shall be possible to test each requirement to demonstrate that the system conforms to
the requirement. These might be related to deliverables (hardware or software) or
performance (control, reliability, accuracy).
Example: “The system shall continuously monitor the status of MOVs and ZVs.”
The word “shall” places a demand on the supplier to provide the function of continuously
monitoring the status, with the system. However, the function might be difficult to test.
An additional function might be required, such as: “The status of MOVs and ZVs shall
be displayed as a tabular graphic.” Both functions can be easily tested by changing the
status of individual valves and observing the results on the graphic.
d) Each requirement shall be clearly and concisely stated. Avoid ambiguous words or
statements.
e) Sufficient information shall be provided to enable a bidder (or estimator) to prepare a
realistic bid (or estimate).
f) Slang, undefined acronyms or expressions difficult to define shall be avoided. The term
“totally integrated” for instance, is difficult to define and should be avoided.
g) Consistent format, writing style and terminology shall be used throughout the FSD.
h) Flow charts, control loop diagrams and other visual aids shall be used to supplement
and/or clarify the text.
i) Words such as “all”, “never”, “whenever” or “always” shall be avoided unless they really
apply.

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