PR-1005 - Maintenance and Inspection Activity Variance Control Procedure

Petroleum Development Oman L.L.C.
UNRESTRICTED
Aug-10
Document ID: PR-1005

Filing Key: Business Control
Engineering and Operations

Maintenance and Inspection
Activity Variance and
Deviation Control
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the Document Owner or his Delegate through STEP-OUT approval.
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recording or otherwise) without prior written consent of the owner
Petroleum Development Oman LLC
Revision: 4.0
Effective: Aug-10
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PR-1005 - Maintenance and Inspection Activity and

Deviation Variance Control
Printed 15/08/10
The controlled version of this CMF Document resides online in Livelink. Printed copies are UNCONTROLLED.
Revision: 4.0
Effective: Aug-10
Document Authorisation
Authorised For Issue August 2010
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Revision: 4.0
Effective: Aug-10
ii Revision History
The following is a brief summary of the 4 most recent revisions to this document. Details of all
revisions prior to these are held on file by the issuing department.
Revision No.
Date
Author
Scope / Remarks
4.0
Aug-10
Robin Norman UOP6
Full
Revision.
Main
additions
alignment
of
Non-SCE
Activity
Variance and addition of FSR for SCE
Deviation
3.0
Dec. 01
Leo de Best
Alignment of deviation bands to SAP

PM work order management
2.0
Apr. 99
Shaun Wilson,
OMO/4
Revision.
1.0
Mar. '98
Shaun Wilson,
OTT/331
New Procedure - Initial Issue.
iii Related Business Processes

Code
EP72
Business Process (EPBM 4.0)

Maintain and Assure Facilities Integrity
iv Related Corporate Management Frame Work (CMF)

Documents
The related CMF Documents can be retrieved from the CMF Business Control Portal.
Refer to Appendix 3 Reference Material
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Revision: 4.0
Effective: Aug-10
TABLE OF CONTENTS
1
Introduction........................................................................................................................... 3
1.1
Background..................................................................................................................... 3
1.2
Purpose........................................................................................................................... 3
1.3
Distribution / Target Audience.......................................................................................... 3
1.4
Changes to the Document............................................................................................... 3
1.5
Step-out Approval............................................................................................................ 3
Roles and Responsibilities.................................................................................................... 3
Maintenance and Inspection Activity Variance and Deviation Control..................................3

3.1
Non-SCE Variance Control.............................................................................................. 3
3.1.1
Overview................................................................................................................... 3
3.1.2
Compliance Category............................................................................................... 3
3.1.3
Planning.................................................................................................................... 3
3.1.4
Non-SCE Maintenance and Inspection Activity Variance Control Process...............3
3.2
SCE Deviation Control.................................................................................................... 3
3.2.1
Overview................................................................................................................... 3
3.2.2
SCE Maintenance and Inspection Deviation Control Process..................................3
Appendix 1 Maintenance and Inspection Deviation Ranges.....................................................3

Appendix 2 - Abbreviations.......................................................................................................... 3
Appendix 3 Reference Material................................................................................................. 3
Appendix 4 - User Feedback Page.............................................................................................. 3
FIGURES
Figure 1 - Compliance and Planning Dates and Data..............................................................9
Figure 2 Maintenance and Inspection Activity Variance Control Process Flow....................11
Figure 3 High Level SCE Deviation Process.......................................................................13
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Introduction
1.1
Background
Revision: 4.0
Effective: Aug-10
Maintainable Items in the Asset Register are recorded in the Computerised

Maintenance Management System (CMMS) . Each maintainable item will be allocated
a maintenance and / or inspection routine which will be managed and maintained by
the CMMS. Within the CMMS, Safety Critical Equipment (SCE) is identified and
recorded. Refer to EP 2009-9009 Safety Critical Element Management.
The maintenance and inspection tasks allocated to each item of equipment, SCE or
Non-SCE, will have specific periodicity and dates for the execution of the maintenance
and / or inspection task. These tasks and their due dates will be used by the area
planner to build the Integrated Activity Planning (IAP) plan.
At the lower level each task will be assigned a compliance category or tolerance which
provides float for the activity and is applied to the completion date of the task. Tasks
that cannot be started to complete or be completed by the planned duration plus the
tolerance are considered as not in compliance and will require an activity variance to
be raised.
1.2
Purpose
The purpose of this procedure is to define the processes to ensure that scheduled
maintenance and / or inspection tasks that cannot be carried out or completed within
the planned period + tolerance, are recorded and re-scheduled as appropriate.
1.3
Distribution / Target Audience

This procedure targets and should be distributed to:
1.4
Delivery Team Leaders
Maintenance Coordinators and Supervisors
Production Coordinators
Integrated Activity Planning Team Leaders / Planning Engineers / Area

Planners
Corporate Discipline Focal Points
Discipline Engineers / Technical Authority
Maintenance Strategy and Support Teams
Changes to the Document

Responsibility for the upkeep of the Document shall be with the Functional
Maintenance and Integrity Management Team Leader UOM, the Owner. Changes to
this document shall only be authorised and approved by the Owner.
Users of the Document who identify changes, revisions or update requirements can
notify the Custodian or his / her delegate and request changes be initiated. The
Requests shall be forwarded to the Custodian using the User Feedback Page provided
in this Document.
The Document Custodian on behalf of the Document Owner shall ensure review and
re-verification of this procedure every 3 years.
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1.5
Revision: 4.0
Effective: Aug-10
Step-out Approval
Not applicable for this procedure.
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Revision: 4.0
Effective: Aug-10
Roles and Responsibilities

Operations Manager
Approve FSR Deviation (High Risk)
Delivery Team
Leader
Approve FSR Deviation (Low and Medium Risk)
Provide input at Maintenance Challenge Meeting
Accountable for the adherence to the planning of

activities and execution within the deviation bands
Approve Z6 Notification for Non-SCE changes
Review FSR Deviation request
Approve SCE Standard
Reviewing FSR Deviation request
Developing Technical Standards when required
Schedule maintenance and inspection task(s) to

realise opportunities
Provide input at Maintenance Challenge Meeting
Raise Z6 Notification for look ahead maintenance
Create FSR deviation request for SCE as required
Schedules the Maintenance and Inspection tasks

into weekly or monthly plans
Integrates Contractor schedules
Chairs the Maintenance Challenge Meeting
Create FSR Deviation request
Advise Maintenance
Variance
Raise Z6 Notification for Non-SCE changes
Attends Maintenance Challenge Meeting
Corporate Discipline
Focal Point
Technical Authority /
Discipline Engineer
Area Planning
Engineer
Area Planner
Maintenance
Coordinator
Maintenance
Supervisor
Production
Coordinator /
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Coordinator

of
Activity
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Revision: 4.0
Effective: Aug-10
Maintenance and Inspection Activity Variance and

Deviation Control
There are two methods for controlling Variance and Deviation Activities, one being
applied to non-SCEs and the other to SCEs. Non-SCEs are recorded and controlled
using the Z6 Notification and SCEs through the Facilities Status Report (FSR). The Z6
is an integral function of the CMMS, whereas the FSR is an external Web Based
application that interfaces with CMMS.
Further Reference should be made to PR-1528 Z6 Notification Procedure and
Facilities Status Report for more detailed descriptions.
3.1
Non-SCE Variance Control
Overview
All surface facilities maintenance and inspection tasks contained within the CMMS, in
particular those that are Integrity Critical, are required to be executed within a given
time span in order to ensure that Design Integrity is maintained. This time span is
calculated in CMMS from the data entered and is referred to as the 'Deviation Range'.
Figure 1 - Compliance and Planning Dates and Data

Referring to Figure 1 the deviation range is defined as the maximum period, from the
Original Start Date on a work order, within which an activity may be rescheduled,
without the need for further approval or action.
Page 9
Original Due Start 04-12-2007. This is the date planned in CMMS for the
work to be undertaken.
Original Due Finish 04-12-2007. This is the date planned in CMMS for the
work to be completed and signed off.

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Revision: 4.0
Effective: Aug-10
The work has been allowed a deviation range of 73 days called the Tolerance in
days. This is a function of the Compliance Category and interprets in this illustration
to an allowance of 73 days to plan the start of the work from the Original Due Start.
Based on this the Original Latest Allowed Start Date (OLASD) becomes 15-022008. This is original due start + 73 days. If the work were to be completed within the
deviation range then the Original Latest Allowed Finish Date (OLAFD) would be
15-02-2008.
However in Figure 1 the Latest Allowed Start Date is still 15-02-2008 but the Latest
Allowed Finish Date is 31-12-2009 which indicates that an Activity Variance has been
applied to the work.
Effectively this means that the required external inspection of the vessel can be
deferred until 31-12-2009 before the vessel is no longer in compliance and requires to
be removed from service.
Compliance Category
The compliance category is obtained from a data base which lists the task lists and the
deviation band allowed. The deviation bands will be reviewed and approved by the
Corporate Discipline Focal Point (CDFP) at least every two years. The compliance
category is used to develop the tolerance period.
Planning
The CMMS can produce look-ahead plans for two years and 90 days which the IAP
planner will use to minimise deferment and optimise resources.
As previously stated all CMMS Work Order (WO) will have an original due start and
an original due finish. The maintenance team and /or the planning team will use these
dates to best utilise the resources available by implementing as required the inclusion
of the deviation range. Movement of start and finish dates with in the deviation range
is termed as Planned Start for maintenance and Extended Date for inspection.
However should the work be scheduled for whatever reason outside of the deviation
range then approval is required from the CDFP. The approval is an integral part of the
Z6 Notification process as detailed in PR-1528 Z6 Notification Procedure.
Once approved by this process a new Latest Allowed Start and / or Finish dates will be
given. Provided the work is completed within the Activity Variance time period
compliance will not be affected. Failure to complete within the Latest Allowed Finish
date will take the maintenance or inspection task out of compliance and result in the
system, unit or plant being taken out of services.
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Revision: 4.0
Effective: Aug-10
Non-SCE Maintenance and Inspection Activity Variance Control Process
Figure 2 Maintenance and Inspection Activity Variance Control Process Flow

1.
WOs are issued from CMMS before the due start date to enable the work to be
planned. The work is scheduled by the planner into the IAP.
NOTE: This applies to breakdown maintenance as well.
2.
The WO will be reviewed by the Maintenance and Planning Team and the work
prioritised for execution with the deviation range, but before the latest allowable
finish date.
In the case of WOs raised for breakdown maintenance the above will still apply.
The WO will have a latest allowable finish date which must be met for the item to
remain in compliance.
3.
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If, for sound business reasons, the WO cannot be completed by the latest allowable
finish date (including the deviation range), then an Activity Variance will require to
be raised. The process for this activity can be referenced in PR-1528 Z6
Printed 15/08/10
Revision: 4.0
Effective: Aug-10
Notification Procedure Section 3.6.

4.
Approval of the Z6 by the CDFP will enable a new latest allowable start and / or
finish date to be entered into CMMS and a new updated WO issued.
5.
The work will be scheduled to start on or before the latest allowable start date and to
be completed by the latest allowable finish date.
6.
On completion of the work the WO will be closed out and the CMMS history
updated.
End of Process
3.2
SCE Deviation Control
Overview
The acronym FSR stands for Facility Status Report. This sub-section does not intend to
reproduce the web pages that can be accessed from the following link FSR.
A fundamental principle in the management of technical integrity is that our facilities
have been designed so that the risk of failure endangering the safety of personnel,
environment or asset value is . Failure to undertake critical maintenance and
inspection by the latest allowable finish date would constitute a failure to meet
the standard.
FSR has been designed as tool to support the business and manage the technical
integrity of its facilities, by providing 3 main functions:
1.
Identifying the CMMS work order and notification.
2.
Provide FSR flags and monitors those items that require action.
3.
Controlling Deviation
This procedure will concentrate on the third function, deviation.
SCE Maintenance and Inspection Deviation Control Process

NOTE: The detailed information on FSR is maintained on a separate dedicated web
site on the PDO Intranet and will not be duplicated here. Reference where applicable
shall be made to the reference material with links as necessary.
The FSR is interfaced with CMMS for all identified SCEs. The FSR monitors the SCEs
and uses the flags, Red, Amber and Green to provide visual status indication.
The following are carried out once the failure to meet the required performance
standard is indicated, either by incomplete maintenance and inspection or inability to
complete required maintenance and inspection in time.
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Revision: 4.0
Effective: Aug-10
Figure 3 High Level SCE Deviation Process

NOTE: The FSR records and manages failures of the SCE barriers due to breakdown
and malfunction in addition to maintenance and inspection activities.
Flag Status
SCEs status is monitored in FSR using flags, Red, Amber and Green.
Red a severity status indicating an unacceptable reduction or loss of Technical
Integrity that requires immediate attention;
Amber A severity status indicating an imminent need for action or a temporary,
controlled reduction in Technical Integrity that requires time-bounded action
Green A severity status indicating no current integrity impact
A red flag will signal the SCE is out of compliance e.g. outside of latest allowable start /
finish date, and requires a deviation to be raised immediately; an amber flag will signal
the SCE is approaching non-compliance and a deviation should be prepared or
remedial actions carried out; a green flag indicates the SCE is in compliance.
The method for raising a deviation is covered in detail in the overview help or help
index in the FSR Web Page.
Risk Assessment
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Effective: Aug-10
A risk assessment using the Risk Assessment Matrix (RAM) is carried out on the SCE
that has entered, or is about to enter non-compliance. The risk assessment uses PEAR
to provide the overall risk severity. All information including the participants of the risk
assessment is entered in FSR.
Mitigation Actions
Following the risk assessment mitigation will be proposed to address the findings and
reduce the risks to ALARP. The mitigation implemented will be reviewed and recorded.
Execute Mitigation Action
This is outside of FSR and is reliant on close inspection and monitoring to ensure that
all required measures identified to reduce the risk of an incident are implemented.
Review and Approval
FSR is configured to provide a Key Reviewer for each type of SCE, who will have the
correct level of technical authority and experience. All reviewer can also nominate
additional reviewers if and as required.
Documentation to back up the deviation can be attached and sent via a work flow to
the appropriate reviewers.
Repairs or modification that may be recommended to support the deviation and will
require to have a standard provided or an existing standard modified. The standard
requires to be approved by the appropriate technical authority before the deviation can
be approved.
When all the required information has been entered in the FSR and the FSR creator
submit the deviation, automatic email with FSR link will be sent to the reviewers. Once
all reviewers acknolowedged the deviation, the final deviation will be transmitted,
depending in the risk, to the right party for final approval.
For Low to Medium risk deviations this will be the Delivery Team Leader or equivalent
and for High risk deviations the Operations Manager.
Once the FSR deviation approved, the LAFD will be reflected in CCMS and the item
will be shifted to the deviation column in FSR screen
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Effective: Aug-10
Appendix 1 Maintenance and Inspection Deviation Ranges

The embedded file contains a spreadsheet of Maintenance and Inspection Deviation
Ranges that are applied to CMMS Work Orders.
Deviation Ranges
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Revision: 4.0
Effective: Aug-10
Appendix 2 - Abbreviations
The following abbreviations are used in this Procedure.
CDFP
Corporate Discipline Focal Point
CMMS
Computerised Maintenance Management System
FSR
Facility Status Report
IAP
Integrated Activity Plan
LAFD
Latest Allowed Finish Date
OLAFD
Original Latest Allowed Finish Date
OLASD
Original Latest Allowed Start Date
PEAR
People, Environment, Asset, Reputation
RAM
Risk Assessment Matrix
SCE
Safety Critical Element
TA
Technical Authority
WO
Work Order
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Appendix 3 Reference Material

Code of Practice
CP-114
Maintenance and Integrity Management CoP
CP-156
Integrated Activity Planning CoP
Procedure
PR-1528
Z6 Notification Procedure
PR-1721
Shutdown Management
On-Line Help
Facility Status Reporting
Shell Process
EP 2009-9009 Safety Critical Element Management.
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Revision: 4.0
Effective: Aug-10
Appendix 4 - User Feedback Page

PR-1005 Maintenance and Inspection Activity and Deviation variance
Control User Feedback Page
Any user who identifies an inaccuracy, error or ambiguity is requested to notify
the custodian so that appropriate action can be taken. The user is requested
to return this page fully completed, indicating precisely the amendment(s)
recommended.
Name:
Ref ID
Page Ref:
Date:
Brief Description of Change Required and Reasons
UOM2
Custodian of Document
Page 18
Date:

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Petroleum Development Oman L.L.C.

Document ID: PR-1005

Engineering and Operations

Petroleum Development Oman LLC

This page was intentionally left blank

PR-1005 - Maintenance and Inspection Activity and

Petroleum Development Oman LLC

Authorised For Issue August 2010

PR-1005 - Maintenance and Inspection Activity and

Petroleum Development Oman LLC

Robin Norman UOP6

Alignment of deviation bands to SAP

New Procedure - Initial Issue.

iii Related Business Processes

Business Process (EPBM 4.0)

iv Related Corporate Management Frame Work (CMF)

PR-1005 - Maintenance and Inspection Activity and

Petroleum Development Oman LLC

Distribution / Target Audience.......................................................................................... 3

Changes to the Document............................................................................................... 3

Roles and Responsibilities.................................................................................................... 3

Maintenance and Inspection Activity Variance and Deviation Control..................................3

Non-SCE Variance Control.............................................................................................. 3

Non-SCE Maintenance and Inspection Activity Variance Control Process...............3

SCE Deviation Control.................................................................................................... 3

SCE Maintenance and Inspection Deviation Control Process..................................3

Appendix 1 Maintenance and Inspection Deviation Ranges.....................................................3

PR-1005 - Maintenance and Inspection Activity and

Petroleum Development Oman LLC

Maintainable Items in the Asset Register are recorded in the Computerised

Distribution / Target Audience

Delivery Team Leaders

Maintenance Coordinators and Supervisors

Integrated Activity Planning Team Leaders / Planning Engineers / Area

Corporate Discipline Focal Points

Discipline Engineers / Technical Authority

Maintenance Strategy and Support Teams

Changes to the Document

PR-1005 - Maintenance and Inspection Activity and

Petroleum Development Oman LLC

PR-1005 - Maintenance and Inspection Activity and

Petroleum Development Oman LLC

Roles and Responsibilities

Approve FSR Deviation (High Risk)

Approve FSR Deviation (Low and Medium Risk)

Provide input at Maintenance Challenge Meeting

Accountable for the adherence to the planning of

Approve Z6 Notification for Non-SCE changes

Review FSR Deviation request

Approve SCE Standard

Reviewing FSR Deviation request

Developing Technical Standards when required

Schedule maintenance and inspection task(s) to

Provide input at Maintenance Challenge Meeting

Raise Z6 Notification for look ahead maintenance

Create FSR deviation request for SCE as required

Schedules the Maintenance and Inspection tasks

Integrates Contractor schedules

Chairs the Maintenance Challenge Meeting

Create FSR Deviation request

Raise Z6 Notification for Non-SCE changes

Create FSR Deviation request

Attends Maintenance Challenge Meeting

Create FSR Deviation request