Page 35 - Subyek Teknik Mesin - Forsthoffers Best Practice Handbook for Rotating Machinery by William E Forsthoffer

Project Best Practices Be st Practice 1.5

Best Practice 1.5

Use proven specification formats for minimum vendor/ Failure to provide a minimum amount of effective specifications,
contractor/end user review time. detailed data sheets and accepted project best practices will result in
Minimize the amount of specifications and use established industry the following issues:
specifications (API, ANSI, etc.). Exceeding scheduled time for bid review and vendor
Use industry data sheets that are completed to contain all details of recommendations
scope of supply. Unequal technical content in vendor bids
Do not leave details up to the vendor if a ‘lesson learned’ has shown Specification interpretation error
that certain design details are required (e.g. provide a P&ID of the dry Excessive amount of exceptions to specifications, data sheets and
gas seal based on plant lessons learned that will be required to be best practices
supplied without exception).
Attach a best practice list applicable specifically to this project. Benchmarks
Note in the ITB (Invitation to Bid) that strict compliance with all re- This best practice has been used, especially for critical (un-spared)
quirements is mandatory. equipment, since 1995 when specifications had grown to enormous
sizes and extended project schedules by months! It has been in-
Lessons Learned corporated globally in all upstream and downstream projects since
Excessive specifications, incomplete data sheets and lack 1995 by Forsthoffer Associates.
of specific best practice requirements extend the project Using this ‘streamlined’ approach has reduced the typical ma-
schedule and reduce safety, reliability and plant revenue. chinery procurement cycle time by 4 weeks or more.

that are beginning to build new facilities, and have the flexi-
B.P. 1.5. Supporting Material
bility to decide on their own specification format. Considering
At this point, all the information required for preparing the project that their budget for specification preparation is limited, but
specifications should be available. The challenge will now be to they clearly recognize the importance of a sound specification
format these specifications such as to ensure complete compliance based on industry standards and global best practices, they
by all quoting parties, and to minimize the schedule time. The have generally adopted a strategy similar to that shown in
selected format of the specifications will significantly affect the Figure 1.5.2.
project schedule, in terms of preparation time, vendor response
time and contractor/end user/vendor time to review specification
exceptions for approval. The effects of the specification format on
reliability and project schedule are shown in Figure 1.5.1. Use an established industry specifications (e.g., API or ANSI)
Include industry data sheets that are completed to outline all
details of scope of supply and company lessons learned
Attach a best practice list applicable for the specific project only
The selected specification format can produce the following effects Use a global consultant firm to review and comment
on equipment reliability and project schedule: Note in the cover letter to the specification package that strict
Interpretation error – due to complexity of specs = reliability risk compliance with all requirements is mandatory – options are not
and delay acceptable
Additional preparation time – for contractor
Additional review time – for vendors
Additional meeting and/or document exchange time for Fig 1.5.2 The streamlined specification strategy
contractor/end user review of vendor exceptions to
specifications
The approach noted in Figure 1.5.2 will only be possible if
the credibility of the specialist with project management has
Fig 1.5.1 Specification format effects been secured and maintained. If there is a reluctance to
depart from the established specification format, a recom-
Let’s face it; specifications have become very complex and mendation would be to contact other associates who you have
extensive. It is my experience that this is because most end users met at industry conferences, or search the web for consultants
send specification drafts out to their plants and affiliates for who have experience in this regard and can support your
review prior to publication, and the result is that every partici- effort. Believe me, there are many benefits to this approach
pant has to contribute or it does not look good! The end product for all parties (vendors, contractors and end users). Benefits to
is a thick specification. Are specifications of this type really the streamlined specification approach are shown in
necessary? Another consideration regarding complex specifica- Figure 1.5.3.
tions is that the experience level in all phases of the industry is The streamlined specification approach shown in
decreasing and the time required and accuracy of specification Figure 1.5.3 is really a win for all participants, but for larger,
reviews is being affected. established companies, it definitely is a culture change and will
Is there a viable alternative? Over the last 15 years, I have have its price in terms of learning curve and initial expended
been involved with a number of medium to small companies revenue.

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